Employee Privacy Policy

Scope & Purpose

This Employee Privacy Policy applies to all current, former, and prospective employees, contract staff, volunteers, and interns of Soot Healthcare. It describes how we collect, use, store, and protect personal data relating to our workforce in compliance with Kenya's Data Protection Act (2019) and applicable employment law.

We are committed to handling employee data with the same confidentiality and respect we apply to patient information. Your trust in us as an employer is fundamental to our organisational culture.

Data We Collect

We collect and process various categories of employee data, which may include:

• Identity data: Full name, national ID, KRA PIN, NHIF/NSSF numbers, date of birth
• Contact data: Home address, phone number, emergency contacts
• Employment data: Contract terms, job title, department, performance records
• Financial data: Bank account details, salary information, deductions
• Health data: Pre-employment medical assessments (only where legally required)
• Training records: Professional development, certifications, CPD attendance

Purpose of Processing

Employee data is processed for the following legitimate purposes:

• Administering employment contracts and payroll
• Compliance with statutory obligations (NHIF, NSSF, KRA, KMPDC)
• Performance management and professional development
• Internal audits and disciplinary proceedings
• Emergency contact and occupational health purposes
• Reference and background verification

Data Retention

Employee records are retained for a minimum of seven (7) years after the end of employment, unless a longer retention period is required by law. After the retention period, data is securely destroyed or anonymised.

Employee Rights

Under the Data Protection Act (2019), all employees have the right to:

• Request access to personal data held about them
• Request correction of inaccurate or outdated data
• Object to processing not based on a lawful basis
• Request erasure where retention is no longer justified
• Lodge a complaint with the Office of the Data Protection Commissioner of Kenya

Contact HR

For any data privacy enquiries related to your employment, please contact: