This Privacy Policy ("Policy") outlines how BELM General Tech Service Limited ("BELM", "Company", "we", "us", "our") collects, uses, and protects the personal information of users ("you" or "your") who access or use the BELM Portal, its customer dashboard, technician tools, administrative console, and related services such as the registration/application form, checklist reports, Digital Job Cards, billing, and Breakdown Workflow (collectively, the "Services"). By accessing or using the Services, you agree to the terms of this Policy.
1. Definitions
1.1 "Personal Information" means any information that relates to an identified or identifiable individual, including account, contact, and activity information collected through the Services.
1.2 "Processing" means any operation performed on Personal Information, such as collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure, dissemination, alignment, combination, restriction, erasure, or destruction.
1.3 "Service Providers" means third-party companies or individuals engaged by BELM to perform services on its behalf, such as email delivery.
1.4 "Customer" means a company registered with BELM to receive machine service, maintenance, or spare-parts support through the Services.
1.5 "Technician" means a BELM staff member, or (in Customer Self-Service mode) a Customer's own staff member, authorized to perform checklist inspections, checkups, and Digital Job Card work.
2. Information Collection
2.1 We collect Personal Information from you when you use the Services, including but not limited to: full name, email address, phone number, company name, address, TIN/VRN, job title, requested role, and any other information you provide when registering or using the Portal.
2.2 We collect machine and service information you or your Technicians submit, including machine brand/model/serial/registration number, hour meter readings, checklist and check-up answers, service history, breakdown case details, and job card notes and signatures.
2.3 We collect financial information relevant to your account, including invoices, proforma invoices, petty cash top-ups and usage, spare part requests, and machine procurement/expense records.
2.4 We automatically collect certain account activity for security and audit purposes, such as login timestamps and actions taken in the Portal (e.g. "LOGIN", report submissions, approvals). Where the Portal is installed as an app, basic device information needed to run it offline is also stored on your device.
2.5 We do not knowingly collect information from third-party sources such as social media platforms; information in the Services comes directly from Customers, Technicians, and BELM staff.
3. Use of Information
3.1 We use your Personal Information to provide, maintain, and improve the Services — creating and managing accounts, machines, checklists, job cards, Job Cards, invoices, and petty cash records — to communicate with you, to process account-related requests, and for other purposes with your consent.
3.2 We use your information to coordinate maintenance and breakdown response between Customers, Technicians, and BELM Operations Portal, and to send account-related notifications and business communications (e.g. service due alerts, job card updates, invoices) by email and/or within the Portal.
3.3 We may use anonymized and aggregated data (for example, machine service statistics) for internal analysis and reporting purposes.
3.4 We do not use your Personal Information for third-party marketing purposes.
4. Sharing of Information
4.1 We do not sell your Personal Information to third parties. Access inside the Portal itself is role-based: Customer Owners and Admin users see their own company's data; sub-users (assistants) see only what their assigned permissions allow; BELM staff see only the customers, machines, and records their role and page permissions grant them; and BELM Super Admin has the full administrative access needed to operate the business.
4.2 We may share your information with Service Providers who assist us in operating the Services (for example, an email delivery provider), so long as those parties agree to keep this information confidential and comply with applicable data protection laws.
4.3 We may also disclose your information when required by law, to comply with a legal obligation, or to protect our rights, property, or safety, or that of our users or others.
4.4 In the event of a merger, acquisition, or asset sale involving BELM, your Personal Information may be transferred. We will provide notice before your Personal Information is transferred and becomes subject to a different Privacy Policy.
4A. Customer Privacy & BELM Access Controls
4A.1 The Customer Owner, Company Admin, or another Customer user expressly trusted with company-level administration can use Privacy & BELM Access in the Customer Dashboard to decide whether BELM may access optional internal Customer records.
4A.2 The controllable categories are: (a) checklist/check-up and maintenance records; (b) machine procurement records, petty-cash information and uploaded receipt images; (c) internal store and service-parts/service-kit records; and (d) the Customer team/user directory.
4A.3 These optional categories are private by default unless the Customer enables the relevant switch. Basic company identity and contact details, registered machine identity and operational status, official support/Job Cards intentionally sent to BELM, Customer-owned Procurement requests for spare/material sourcing, and direct BELM ↔ Customer communications remain available so the Portal can operate. Spare Procurement requests are not sent directly to BELM or suppliers by the request screen; the Customer Procurement function controls sourcing and may choose Customer Store, selected CSV sourcing, or selected BELM supply for shortage quantities.
4A.4 When BELM Service Provider is ON, maintenance/check-up and service-kit records reasonably required for BELM to perform the active service remain accessible for that service. Likewise, an open official support request grants temporary machine-scoped access to maintenance/service-kit records reasonably required to respond to that request. Financial receipts and the Customer team directory remain controlled by their separate privacy switches.
4A.5 Changing a privacy switch changes Portal access going forward; it does not delete the underlying Customer record. Account deletion/erasure is handled separately under Section 6.
5. Data Security
5.1 We implement reasonable security measures to protect your Personal Information from unauthorized access, use, alteration, or destruction, including role-based permissions, authenticated sessions, and access logging.
5.2 Despite our efforts, no security measures are completely secure, and we cannot guarantee the absolute security of your Personal Information.
6. User Rights
6.1 You have the right to access, correct, or request deletion of your Personal Information, subject to certain exceptions (for example, records BELM must retain for legal, accounting, or warranty reasons).
6.2 You have the right to object to or restrict certain types of Processing of your Personal Information by contacting BELM Operations Portal.
6.3 Customer Owners can manage which assistants have access to their company account through Role Manager, and can manage optional BELM access to internal Customer data through Privacy & BELM Access.
6.4 You may request that BELM permanently delete ("forget") your account. Once completed, every record associated with the account - machines, checklist/check-up reports, Job Cards, job cards, invoices, receipts, proforma invoices, petty cash records, operator and shift history, and saved communications - is completely removed with no backup kept and no way to restore it, and BELM sends a written confirmation once this is done, subject to any legal or contractual record-keeping requirements that may still apply.
7. Governing Law and Jurisdiction
7.1 This Policy shall be governed by and construed in accordance with the laws of the United Republic of Tanzania. Any disputes arising under or in connection with this Policy shall be subject to the exclusive jurisdiction of the courts of Tanzania, without prejudice to any dispute resolution process separately agreed in writing between BELM and a Customer.
8. Severability
8.1 If any provision of this Policy is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
9. Entire Agreement
9.1 This Policy, together with the Terms & Definitions, constitutes the entire agreement between you and BELM regarding the use of Personal Information within the Services and supersedes any prior agreements or understandings on this subject, without limiting any separate written agreement between BELM and a Customer covering the scope of service work.
10. Notice Provisions
10.1 All notices required or permitted under this Policy shall be in writing and delivered through your BELM Operations Portal contact, or via the Business Email configured in the Portal's Settings.
11. Amendment Procedures
11.1 We may update this Policy from time to time as the Portal evolves. We will notify you of material changes by posting the revised Policy on this page and updating the "Last updated" date above. Your continued use of the Services after any changes to the Policy constitutes your acceptance of such changes.
12. Termination Conditions
12.1 This Policy remains in effect for as long as your account with the Services is active. You may end your relationship with this Policy by ceasing to use the Services and requesting closure of your account in writing.
12.2 BELM may suspend or terminate your account, and this Policy's application to you, if you breach these terms, breach the Terms & Definitions, or if BELM discontinues the Services.
13. Acknowledgment
13.1 By submitting a registration/application request, or by logging in and using the Services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms — in the same way you accept the Terms & Definitions when you register.
13.2 Where a physical or countersigned copy of this Policy is required for a Customer's own internal records (for example, alongside a signed service agreement), BELM can provide a signature page on request through your BELM Operations Portal contact.
Sera hii ya Faragha ("Sera") inaeleza jinsi BELM General Tech Service Limited ("BELM", "Kampuni", "sisi") inavyokusanya, kutumia, na kulinda taarifa binafsi za watumiaji ("wewe") wanaofikia au kutumia BELM Portal, dashibodi yake ya mteja, zana za fundi, console ya utawala, na huduma zinazohusiana kama fomu ya usajili/maombi, ripoti za checklist, Digital Job Cards, billing, na Breakdown Workflow (kwa pamoja, "Huduma"). Kwa kufikia au kutumia Huduma, unakubali masharti ya Sera hii.
1. Maana za Maneno
1.1 "Taarifa Binafsi" (Personal Information) inamaanisha taarifa yoyote inayohusiana na mtu aliyetambuliwa au anayeweza kutambuliwa, ikiwemo taarifa za akaunti, mawasiliano, na shughuli zilizokusanywa kupitia Huduma.
1.2 "Uchakataji" (Processing) inamaanisha operesheni yoyote inayofanywa kwenye Taarifa Binafsi, kama vile ukusanyaji, urekodi, upangaji, uhifadhi, ubadilishaji, urejeshaji, matumizi, ufichuzi, usambazaji, ulinganishaji, mchanganyiko, kizuizi, ufutaji, au uharibifu.
1.3 "Watoa Huduma" (Service Providers) inamaanisha makampuni au watu wa nje wanaotumiwa na BELM kufanya huduma kwa niaba yake, kama vile utoaji wa barua pepe.
1.4 "Mteja" (Customer) inamaanisha kampuni iliyosajiliwa na BELM kupokea huduma za matengenezo ya mashine, ukarabati, au spare parts kupitia Huduma.
1.5 "Fundi" (Technician) inamaanisha mfanyakazi wa BELM, au (katika hali ya Customer Self-Service) mfanyakazi wa Mteja mwenyewe, mwenye idhini ya kufanya ukaguzi wa checklist, check-up, na kazi za Digital Job Card.
2. Ukusanyaji wa Taarifa
2.1 Tunakusanya Taarifa Binafsi kutoka kwako unapotumia Huduma, ikiwemo bila kikomo: jina kamili, barua pepe, namba ya simu, jina la kampuni, anwani, TIN/VRN, cheo, jukumu unaloomba, na taarifa nyingine yoyote unayotoa wakati wa kujisajili au kutumia Portal.
2.2 Tunakusanya taarifa za mashine na huduma unazotuma wewe au Mafundi wako, ikiwemo brand/model/serial/registration ya mashine, usomaji wa hour meter, majibu ya checklist na check-up, historia ya huduma, maelezo ya matukio ya hitilafu, na maelezo na sahihi za job card.
2.3 Tunakusanya taarifa za kifedha zinazohusiana na akaunti yako, ikiwemo ankara, proforma invoices, petty cash (kuongeza na kutumia), maombi ya spare parts, na rekodi za procurement/manunuzi ya mashine.
2.4 Tunakusanya kiotomatiki shughuli fulani za akaunti kwa ajili ya usalama na ukaguzi, kama vile muda wa login na vitendo vilivyofanywa kwenye Portal (mfano "LOGIN", kutuma ripoti, idhini). Endapo Portal imesakinishwa kama app, taarifa za msingi za kifaa zinazohitajika kuiendesha bila mtandao pia zinahifadhiwa kwenye kifaa chako.
2.5 Hatukusanyi kwa makusudi taarifa kutoka vyanzo vya nje kama mitandao ya kijamii; taarifa zilizopo kwenye Huduma zinatoka moja kwa moja kwa Wateja, Mafundi, na wafanyakazi wa BELM.
3. Matumizi ya Taarifa
3.1 Tunatumia Taarifa Binafsi yako kutoa, kudumisha, na kuboresha Huduma — kuunda na kusimamia akaunti, mashine, checklist, job cards, maombi ya huduma, ankara, na rekodi za petty cash — kuwasiliana nawe, kushughulikia maombi yanayohusiana na akaunti, na kwa madhumuni mengine kwa idhini yako.
3.2 Tunatumia taarifa zako kuratibu matengenezo na majibu ya hitilafu kati ya Wateja, Mafundi, na BELM Operations Portal, na kutuma taarifa za akaunti na mawasiliano ya kibiashara (mfano tahadhari za huduma inayokaribia, masasisho ya job card, ankara) kwa barua pepe na/au ndani ya Portal.
3.3 Tunaweza kutumia data zilizofichwa jina na zilizojumuishwa (mfano takwimu za huduma za mashine) kwa uchambuzi wa ndani na taarifa.
3.4 Hatutumii Taarifa Binafsi yako kwa madhumuni ya masoko ya watu wa nje (third-party marketing).
4. Ushirikishwaji wa Taarifa
4.1 Hatuuzi Taarifa Binafsi yako kwa watu wa nje. Ufikiaji ndani ya Portal yenyewe ni wa kijukumu: Customer Owners na watumiaji wa Admin wanaona data za kampuni yao wenyewe; sub-users (assistants) wanaona tu kile ambacho ruhusa zao zinaruhusu; wafanyakazi wa BELM wanaona tu wateja, mashine, na rekodi ambazo jukumu lao na ruhusa za ukurasa zinawapa; na BELM Super Admin ana ufikiaji kamili wa kiutawala unaohitajika kuendesha biashara.
4.2 Tunaweza kushirikisha taarifa zako na Watoa Huduma wanaotusaidia kuendesha Huduma (mfano, mtoa huduma wa barua pepe), ikiwa tu wanakubali kutunza taarifa hizo kwa siri na kufuata sheria husika za ulinzi wa data.
4.3 Tunaweza pia kufichua taarifa zako pale sheria inapohitaji, kutimiza wajibu wa kisheria, au kulinda haki, mali, au usalama wetu, wa watumiaji wetu, au wa wengine.
4.4 Endapo kutakuwa na muunganiko, ununuzi, au uuzaji wa mali unaohusisha BELM, Taarifa Binafsi yako inaweza kuhamishwa. Tutatoa taarifa kabla Taarifa Binafsi yako haijahamishwa na kuwa chini ya Sera tofauti ya Faragha.
4A. Udhibiti wa Faragha ya Mteja na Ufikiaji wa BELM
4A.1 Customer Owner, Company Admin, au mtumiaji mwingine wa Mteja aliyepewa wazi mamlaka ya usimamizi wa kampuni anaweza kutumia Faragha na Ufikiaji wa BELM kwenye Customer Dashboard kuamua kama BELM anaweza kuona rekodi za ndani za Mteja ambazo si za lazima.
4A.2 Makundi yanayoweza kudhibitiwa ni: (a) rekodi za checklist/check-up na matengenezo; (b) rekodi za procurement/manunuzi ya mashine, taarifa za petty cash na picha za risiti zilizopakiwa; (c) rekodi za ndani za ghala na service-parts/service-kit; na (d) orodha ya timu/watumiaji wa Mteja.
4A.3 Makundi haya ya hiari ni ya faragha kwa chaguo-msingi isipokuwa Mteja awashe switch husika. Taarifa za msingi za kampuni na mawasiliano, utambulisho na hali ya uendeshaji ya mashine zilizosajiliwa, maombi rasmi ya support/service yaliyotumwa BELM kwa makusudi, maombi ya Procurement ya spare/material yanayomilikiwa na Mteja, na mawasiliano ya moja kwa moja ya BELM ↔ Mteja hubaki yakipatikana ili Portal ifanye kazi. Maombi ya spare kupitia Procurement hayatumiwi moja kwa moja BELM au supplier kutoka kwenye request screen; Procurement ya Mteja ndiyo inadhibiti sourcing.
4A.4 Wakati BELM Service Provider yuko ON, rekodi za matengenezo/check-up na service-kit zinazohitajika kwa busara ili BELM afanye huduma hiyo hubaki zikionekana kwa ajili ya huduma hiyo. Pia, ombi rasmi la msaada lililo wazi hutoa ufikiaji wa muda kwa mashine husika kwenye rekodi za matengenezo/service-kit zinazohitajika kujibu ombi hilo. Risiti za kifedha na orodha ya timu ya Mteja zinaendelea kudhibitiwa na switch zao tofauti.
4A.5 Kubadilisha switch ya faragha hubadilisha ufikiaji wa Portal kuanzia hapo kwenda mbele; hakufuti rekodi yenyewe ya Mteja. Ufutaji wa akaunti/data unasimamiwa tofauti chini ya Sehemu ya 6.
5. Usalama wa Data
5.1 Tunatekeleza hatua za busara za usalama kulinda Taarifa Binafsi yako dhidi ya ufikiaji usioidhinishwa, matumizi, mabadiliko, au uharibifu, ikiwemo ruhusa za kijukumu, session zilizothibitishwa, na kumbukumbu za ufikiaji.
5.2 Licha ya juhudi zetu, hakuna hatua za usalama zilizo salama kabisa, na hatuwezi kuhakikisha usalama kamili wa Taarifa Binafsi yako.
6. Haki za Mtumiaji
6.1 Una haki ya kufikia, kurekebisha, au kuomba ufutaji wa Taarifa Binafsi yako, kwa kuzingatia baadhi ya vighairi (mfano, rekodi ambazo BELM lazima azihifadhi kwa sababu za kisheria, uhasibu, au dhamana).
6.2 Una haki ya kupinga au kuzuia aina fulani za Uchakataji wa Taarifa Binafsi yako kwa kuwasiliana na BELM Operations Portal.
6.3 Customer Owners wanaweza kusimamia ni assistants gani wana ufikiaji wa akaunti ya kampuni yao kupitia Role Manager, na kusimamia ufikiaji wa hiari wa BELM kwenye data za ndani za Mteja kupitia Faragha na Ufikiaji wa BELM.
6.4 Unaweza kuomba BELM afute akaunti yako kabisa ("forget"). Ikikamilika, kila rekodi inayohusiana na akaunti — mashine, ripoti za checklist/check-up, maombi ya huduma, job cards, ankara, receipts, proforma invoices, rekodi za petty cash, historia ya operator na shift, na mawasiliano yaliyohifadhiwa — inaondolewa kabisa bila backup yoyote kubaki na bila njia ya kurejesha, na BELM anatuma uthibitisho wa maandishi mara ikamilikapo, kulingana na wajibu wowote wa kisheria au wa mkataba wa kuhifadhi rekodi unaoweza kuendelea kutumika.
7. Sheria Inayotumika na Mamlaka
7.1 Sera hii inasimamiwa na kufasiriwa kwa mujibu wa sheria za Jamhuri ya Muungano wa Tanzania. Mgogoro wowote unaotokana na au unaohusiana na Sera hii utakuwa chini ya mamlaka ya pekee ya mahakama za Tanzania, bila kuathiri mchakato wowote wa utatuzi wa migogoro uliokubaliwa kwa maandishi kando kati ya BELM na Mteja.
8. Utengano wa Vifungu
8.1 Iwapo kifungu chochote cha Sera hii kitaonekana batili au kisichoweza kutekelezwa, vifungu vilivyobaki vitaendelea kuwa na nguvu kamili.
9. Makubaliano Kamili
9.1 Sera hii, pamoja na Masharti & Maana za Maneno, ndiyo makubaliano kamili kati yako na BELM kuhusu matumizi ya Taarifa Binafsi ndani ya Huduma na inachukua nafasi ya makubaliano au uelewa wowote wa awali kuhusu jambo hili, bila kupunguza mkataba wowote maalum wa maandishi kati ya BELM na Mteja unaosimamia wigo wa kazi ya huduma.
10. Masharti ya Taarifa (Notices)
10.1 Taarifa zote zinazohitajika au kuruhusiwa chini ya Sera hii zitakuwa kwa maandishi na kutolewa kupitia mawasiliano ya BELM Operations Portal wako, au kupitia Business Email iliyowekwa kwenye Settings za Portal.
11. Taratibu za Marekebisho
11.1 Tunaweza kusasisha Sera hii mara kwa mara Portal inavyoendelea kukua. Tutakujulisha mabadiliko makubwa kwa kuchapisha Sera iliyorekebishwa kwenye ukurasa huu na kusasisha tarehe ya "Ilisasishwa mwisho" hapo juu. Kuendelea kutumia Huduma baada ya mabadiliko yoyote ya Sera kunamaanisha unakubali mabadiliko hayo.
12. Masharti ya Kusitisha
12.1 Sera hii inabaki na nguvu kwa muda akaunti yako na Huduma inapokuwa hai. Unaweza kumaliza uhusiano wako na Sera hii kwa kuacha kutumia Huduma na kuomba kufungwa kwa akaunti yako kwa maandishi.
12.2 BELM anaweza kusimamisha au kufuta akaunti yako, na matumizi ya Sera hii kwako, endapo utakiuka masharti haya, kukiuka Masharti & Maana za Maneno, au endapo BELM ataacha kutoa Huduma.
13. Uthibitisho (Acknowledgment)
13.1 Kwa kutuma ombi la usajili/maombi, au kwa kuingia na kutumia Huduma, unathibitisha kuwa umesoma na kuelewa Sera hii ya Faragha na unakubali masharti yake — kwa namna ile ile unavyokubali Masharti & Maana za Maneno unapojisajili.
13.2 Endapo nakala halisi au iliyosainiwa ya Sera hii inahitajika kwa ajili ya kumbukumbu za ndani za Mteja (mfano, pamoja na mkataba wa huduma uliosainiwa), BELM anaweza kutoa ukurasa wa sahihi kwa ombi kupitia mawasiliano ya BELM Operations Portal wako.
This page is a general-purpose draft prepared for the BELM Portal and is not legal advice. Please have it reviewed by a qualified lawyer familiar with Tanzanian data protection law before relying on it as your company's official policy.