Privacy Policy

1. Who we are

Jivan Wellness is a wellness and healthcare-related facility. For data protection purposes, Jivan Wellness Limited is the data controller for the personal data described in this notice.

• Legal/entity name: Jivan Wellness Limited
• Trading name: Jivan Wellness
• Physical address: 1st Floor, Fedha Plaza, Mpaka Rd, Nairobi, Kenya
• Postal address: PO Box 45626-00100
• Privacy contact/DPO: Data Protection Officer
• Email: talk2us@jivanwellness.life
• Telephone: +254 119 111 777
• Website: jivanwellness.life

2. Information we collect online

• full name;
• email address;
• phone number;
• service of interest;
• preferred contact method;
• optional message;
• consent preferences, communication records and timestamped form submission details;
• technical information such as IP address, device, browser, pages visited and cookie preferences.

Please do not include detailed medical, mental health, diagnostic or treatment information in a general website enquiry or register-interest form. If clinical intake information is needed, we will provide a separate secure clinical process.

3. Why we use your data

• respond to your enquiry and contact you about the service you selected;
• manage waitlists, early access lists, discovery calls and appointment requests;
• send updates where you have asked to receive them;
• operate, secure and improve our website and online forms;
• keep records of consent and communication preferences;
• comply with legal, regulatory or professional obligations.

4. Lawful basis

We process website and register-interest data based on your consent, steps taken at your request before a service relationship is formed, our legitimate interests in operating and securing our website, and our legal obligations where applicable. Optional marketing is based on consent unless the law otherwise permits it.

5. Marketing

We may send optional marketing, wellness updates, events information or service updates by email, SMS, WhatsApp or phone only where you have consented or where the law otherwise permits it. You can unsubscribe or withdraw marketing consent at any time. Withdrawing marketing consent does not affect communications needed to respond to your enquiry or provide services you have requested.

6. Cookies and analytics

Our website may use strictly necessary cookies to operate the site. We may also use non-essential analytics, preference or marketing cookies in the future. Non-essential cookies should only be used with consent through a cookie banner or settings tool. You can change cookie settings through your browser or the website cookie settings tool where available.

7. Sharing and third-party tools

We may share website and enquiry data with service providers who help us operate the website, manage Gmail and email communications, host forms, provide booking or CRM tools, analyse website performance, secure our systems or provide professional services. These providers must protect the data and act only on our instructions where they process data for us. We may also disclose information where required by law, a regulator, a court or a lawful authority.

8. Storage, transfers and retention

Your data may be stored in Kenya or processed through trusted cloud and technology providers that may operate outside Kenya, including email and technology providers. Where cross-border processing occurs, we apply appropriate safeguards required by applicable data protection law.

Register-interest and non-converted enquiry data is normally retained for up to 12 months unless you continue engaging with us, become a client, ask us to retain your details, or legal/regulatory reasons require longer retention. Marketing consent records may be retained until consent is withdrawn or after 24 months of inactivity, whichever is earlier. Website analytics may be retained for up to 24 months, then anonymised or aggregated where retained.

9. Your rights

You may request access, correction, deletion where applicable, restriction, objection, portability where applicable, and withdrawal of consent. Contact the Data Protection Officer at talk2us@jivanwellness.life or +254 119 111 777. We may verify your identity before responding. You may also raise a complaint with the Office of the Data Protection Commissioner in Kenya.

Register Interest Data Collection Terms

1. Purpose of the form

The register-interest form allows you to tell Jivan Wellness that you are interested in a service, programme, waitlist, discovery call or call-back. The form is for interest registration only. It is not a clinical intake, diagnosis, emergency service, treatment relationship or appointment confirmation unless we expressly say otherwise in writing.

2. Information collected

The register-interest form collects the same core enquiry data listed in section 2 above (full name, email address, phone number, service of interest, preferred contact method, optional message, and consent preferences with timestamped submission details).

3. Do not submit urgent or detailed health information

Do not use the register-interest form for emergencies or urgent clinical concerns. If you need urgent medical or mental health assistance, contact emergency services or a qualified healthcare provider immediately. Do not submit detailed medical records, diagnoses, treatment history, prescriptions, mental health notes or other sensitive health information through this form unless we have provided a specific secure clinical intake process.

4. How your information will be used

• record your interest and manage the relevant waitlist or enquiry list;
• contact you about your enquiry, service area or requested call-back;
• send service launch, availability or appointment information related to your stated interest;
• keep evidence of your consent and communication preferences;
• improve our enquiry process and website;
• comply with applicable law and protect our systems and rights.

5. Communications and consent

By submitting the form, you agree that Jivan Wellness may contact you about the service or enquiry you selected using the contact details you provided. Optional marketing or general wellness updates by email, SMS, WhatsApp or phone require a separate consent checkbox. You can withdraw optional marketing consent at any time.

6. No guarantee of service availability

Submitting a register-interest form does not guarantee access to a programme, appointment, assessment, diagnosis, treatment or specific clinician. Services may depend on eligibility, clinical screening, availability, suitability, location, capacity and payment or insurance arrangements.

7. Retention and withdrawal

We normally keep register-interest data for up to 12 months unless you become a client, continue engaging with us, ask us to keep your details for longer, or legal/regulatory reasons require retention. You may ask us to delete or stop using your register-interest data by contacting talk2us@jivanwellness.life, subject to lawful retention requirements.

8. Third-party tools

We may use Gmail and other secure third-party tools to host forms, manage email, book calls, store enquiry records or operate our website. These providers may process your data for us under appropriate data protection terms and may store or access data outside Kenya.

9. Agreement

By submitting the register-interest form, you confirm that the information you provide is accurate, you understand the form is not an emergency or clinical intake channel, and you agree to Jivan Wellness Limited processing your information for the purposes described above.

Website form wording

Short notice above the register-interest form

Use this form to register interest in Jivan Wellness services or request that we contact you. Please do not include detailed medical, mental health, diagnostic or treatment information in this form. This form is not for emergencies and does not create a clinician-patient relationship. We will use your information to respond to your enquiry and manage your interest in the selected service. For details, see our Privacy Notice and Register Interest Terms.

Recommended fields

• Full name - required
• Email address - required
• Phone number - required
• Service of interest - required dropdown or selection field
• Preferred contact method - email, phone, SMS or WhatsApp
• Optional message - optional free-text field with helper text warning users not to include detailed medical information

Required privacy checkbox

I confirm that I have read the Privacy Notice and Register Interest Terms, and I agree that Jivan Wellness Limited may process my personal data to respond to my enquiry and manage my registration of interest.

Optional marketing checkbox

I would like to receive optional updates from Jivan Wellness by email, SMS, WhatsApp or phone about services, wellness content, events and related updates. I understand I can unsubscribe or withdraw consent at any time.

Submit button wording

Recommended button text: "Register Interest" or "Request a Call Back".

Legal references and review note

• Kenya Data Protection Act, No. 24 of 2019.
• Data Protection (General) Regulations, 2021.
• Data Protection (Registration of Data Controllers and Data Processors) Regulations, 2021.
• Guidance and resources issued by the Office of the Data Protection Commissioner (ODPC), Kenya.
• The Jivan Wellness draft privacy policy supplied for refinement.

This document is a policy and website publication draft. It is designed for practical implementation by Jivan Wellness Limited and should be reviewed by Kenyan legal counsel before formal board approval, publication or use as a contractual document.