Privacy Policy

1. Introduction

Jire Maternity Home ("we", "us", "our") is committed to protecting your privacy and safeguarding your personal and medical information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website, management system, or receive our healthcare services.

We comply with the Kenya Data Protection Act (No. 24 of 2019) and adhere to international best practices for medical data protection.

2. Information We Collect

2.1 Personal Information

• Identity Information: Full name, date of birth, gender, national ID/passport number
• Contact Information: Email address, phone number, physical address, emergency contact details
• Account Information: Username, password, staff ID (for employees)

2.2 Medical Information

• Health Records: Medical history, diagnoses, treatment plans, medications prescribed
• Maternity Records: ANC information, delivery records, postnatal care details, MOH 333 forms
• Laboratory Results: Test results, ultrasound reports, blood work, screenings
• Vital Signs: Blood pressure, temperature, fetal heart rate, etc.

2.3 Technical Information

• Usage Data: IP address, browser type, device information, pages visited
• Cookies: Small text files stored on your device to enhance user experience
• Log Data: Access times, session duration, click patterns

3. How We Use Your Information

We use your information for the following legitimate purposes:

• Healthcare Provision: To provide you with quality medical care, diagnosis, and treatment
• Appointment Management: To schedule, remind, and manage your appointments
• Medical Records: To maintain accurate and complete medical history
• Communication: To contact you about appointments, test results, or health reminders
• Billing & Insurance: To process payments, insurance claims, and NHIF submissions
• Government Reporting: To submit required reports to the Ministry of Health (MOH 333 forms)
• Quality Improvement: To analyze data and improve our services
• Legal Compliance: To comply with applicable laws and regulations

4. Information Sharing & Disclosure

We may share your information in the following circumstances:

4.1 With Your Consent

We will share your information with third parties when you have given us explicit consent to do so.

4.2 Healthcare Providers

Your information may be shared with other healthcare professionals involved in your care, including specialists, consultants, and referral hospitals.

4.3 Legal Requirements

We may disclose your information when required by law, court order, or government regulation, including:

• Ministry of Health reporting (MOH 333 Maternity Register)
• Law enforcement investigations
• Public health surveillance
• Court orders or subpoenas

4.4 Insurance Companies

For billing and claims processing with your insurance provider or NHIF.

4.5 Service Providers

We may share data with trusted third-party service providers who assist us in operating our facility (e.g., IT services, laboratories). These providers are bound by confidentiality agreements.

5. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted during transmission using SSL/TLS technology
• Access Control: Role-based access ensures only authorized personnel can view patient records
• Authentication: Secure login with password hashing and session management
• Audit Trails: All access to medical records is logged and monitored
• Physical Security: Our servers are in secure, access-controlled facilities
• Employee Training: All staff receive regular privacy and security training
• Backup & Recovery: Regular backups to prevent data loss

6. Your Rights Under Kenyan Law

Under the Kenya Data Protection Act (2019), you have the following rights:

• Right to Access: You can request a copy of your personal and medical data
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your data under certain circumstances
• Right to Restrict Processing: You can limit how we use your data
• Right to Data Portability: You can request your data in a machine-readable format
• Right to Object: You can object to certain data processing activities
• Right to Withdraw Consent: You can withdraw consent at any time
• Right to Lodge a Complaint: You can complain to the Office of the Data Protection Commissioner (ODPC)

To Exercise Your Rights:

Contact our Data Protection Officer at:

• Email: dpo@jirematernity.com
• Phone: +254 104 757 940
• Address: Kijiwetanga Opp Mwalimu King'ori's Residence, Malindi, Kenya

7. Cookies & Tracking Technologies

We use cookies and similar technologies to improve your experience:

• Essential Cookies: Required for basic website functionality and login
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
• Session Cookies: Temporary cookies that expire when you close your browser

You can control cookie settings through your browser preferences. However, disabling cookies may affect website functionality.

8. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this policy:

• Medical Records: Retained for a minimum of 10 years after last treatment (as required by Kenyan medical regulations)
• Maternity Records: Retained for a minimum of 25 years (for child's medical history)
• Account Information: Retained while your account is active
• Usage Data: Retained for 12 months for analytics purposes
• MOH 333 Forms: Retained permanently for government reporting compliance

After retention periods expire, data is securely anonymized or deleted.

9. Children's Privacy

Our services are primarily for maternity and pediatric care. For children under 18, we require parental or guardian consent before collecting personal information. We do not knowingly collect data from children without proper authorization.

10. International Data Transfers

Your information may be transferred to and processed in countries other than Kenya when using third-party service providers. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses approved by Kenyan authorities.

11. Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify the Office of the Data Protection Commissioner within 72 hours
• Notify affected individuals without undue delay
• Provide information about the breach and recommended mitigation steps

12. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be notified via email or website notice.

We encourage you to review this policy regularly to stay informed about how we protect your information.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your data:

Data Protection Officer:

• Name: Ezra Muuo
• Email: dpo@jirematernity.com
• Phone: +254 104 757 940

Office of the Data Protection Commissioner (ODPC):

• Website: www.odpc.go.ke
• Email: info@odpc.go.ke
• Address: P.O Box 3095-00100, Nairobi, Kenya

Jire Maternity Home:

• Address: Kijiwetanga Opp Mwalimu King'ori's Residence, Malindi, Kenya
• Phone: +254 706 692 300
• Email: info@jirematernity.com

14. Consent

By using our website, management system, or receiving our healthcare services, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.