Privacy Policy

This notice explains how Karibu Trading Limited handles information submitted through this website and the related back-office tools.

Information we receive

• Enquiries and quote requests: name, company, email address, phone number, requested products or services, quantities or project scope, delivery or project location (including coordinates if supplied), requirements, and any message you submit.
• Uploaded tender and project files: BOQs, drawings and specifications attached to a project or quote request. Files may contain personal or commercially confidential information included by the sender.
• Job applications: name, email, phone number, cover letter or message, and the CV or resume you upload. Recruitment staff may add internal review notes and application status.
• Website analytics: for successful public HTML page views, the application stores daily aggregate counts grouped by page path, referring website host and broad device category. It does not store an analytics visitor identifier, IP address, full user-agent string, or individual browsing history in this analytics table. It excludes signed-in users and back-office paths. The device category is derived from the request user-agent and the referrer host from the referrer header.
• Necessary technical data: the site uses framework cookies where needed for security functions such as sign-in and form protection. The visitor analytics described above does not use an analytics cookie. The hosting environment may keep separate operational or security logs under its own configuration.

How we use information

We use submitted details to answer enquiries, prepare and follow up quotations, assess project scope and tender submissions, administer recruitment, protect the site, and maintain aggregate usage statistics. Back-office users with appropriate access can review the records relevant to their work. The application currently has no automatic expiry schedule for visitor aggregates, quote-request files, job-application records, or AI analysis records. They may remain in the application database or file storage until removed through authorized system administration. Backups may retain copies under the hosting provider's backup schedule. We will consider correction or removal requests subject to records needed for business, recruitment, security, or legal requirements.

AI-assisted tender analysis

An authorized estimator or administrator may explicitly start an AI analysis for a project. Depending on the selected analysis, the application can send the project context and relevant RFQ BOQ, drawing, specification, or selected project drawing to the OpenAI API to extract specifications, interpret drawings, draft BOQ suggestions, check quantities, recommend rates, or identify tender risks. The application requests that the Responses API not retain response state. Encrypted source files may remain in the application's job record while processing or retrying and are cleared after successful processing; analysis results and file names are kept with the project record. OpenAI processes API inputs under its current service terms and data controls, which can include provider-side abuse monitoring. OpenAI states that API inputs and outputs are not used to train models by default unless the API organization opts in to data sharing. Consult OpenAI's API data controls for current provider practices. Do not upload personal or confidential information unless you are authorized to share it for this purpose. AI results are advisory and are reviewed by a human estimator.

Who may receive information

We make relevant information available to authorized Karibu Trading personnel and service providers needed to host the application, deliver email, or perform an AI analysis you initiate. We may also disclose information where required by law or where necessary to protect people, the service, or our legal rights. We do not sell personal information.

Storage and security

Uploaded CVs and tender files are stored outside the public web directory and are made available through authorized application functions. Pending AI requests are protected using the application's ASP.NET Data Protection system. Actual protection also depends on deployment access controls, backups, and safeguarding the Data Protection key ring. No internet service can be guaranteed completely secure.

Your choices and questions

Do not submit information that is not needed for your enquiry or application. You may ask us to correct or remove information by contacting Karibu Trading through the Contact page. We will consider requests subject to records needed to respond, administer recruitment or a business relationship, and comply with applicable requirements. Contact us before submitting another person's personal information or confidential tender material.