Privacy, by design.

1. What we handle and why

When you contact us, we may receive your name, telephone number, business details, project brief, supplied content and correspondence. If you commission work, we also handle approval records, invoices and payment references. Please share only what the design requires; never send PINs, passwords, wallet recovery phrases or unrelated identity documents.

The estimator and short project message stay in your browser until you choose a contact action. WhatsApp and email buttons open a prefilled message in your chosen app; you must tap Send there to deliver it. Opening an app alone does not save an enquiry in our studio inbox. The optional detailed brief form saves your contact details, brief, selections and privacy acknowledgement to our private inbox; optional files are stored privately. Payment is discussed after scope confirmation. Existing Paystack records include a reference, verified status, transaction identifier, channel and time; Sage does not receive your M-Pesa PIN.

Paystack receives the email address, payment amount, M-Pesa phone number, currency and limited enquiry metadata needed to initiate, verify and, where approved, refund the transaction. Paystack processes this information under its own privacy terms and payment obligations. Sage relies on signed Paystack notices and server-side verification rather than a customer-entered transaction code.

We use project information to answer enquiries, prepare quotes, produce and deliver designs, manage revisions and resolve issues. Transaction records support billing and legal obligations. We do not use your project content for advertising or sell customer lists. The estimate is a calculation from your selections, not automated profiling or a binding decision.

We handle our own enquiry and billing records as a data controller. When a business supplies other people’s information for a design, we act on its documented instructions as a processor where applicable, with an appropriate processing agreement.

2. Permission and lawful use

Our legal grounds, as applicable, are steps you request before a contract, performing the agreed service, legal obligations and legitimate interests in proportionate service security and dispute handling. Uses requiring consent are separate and optional. You may withdraw consent without affecting earlier lawful processing. We will explain if missing information prevents us from completing your request.

For third-party portraits, names and other personal information, you must have authority to provide them for the stated use. Content involving children requires an authorised parent or guardian and appropriate safeguards. Tell us before sharing sensitive or high-risk material so we can agree a suitable workflow. We do not need voter databases to design a campaign poster.

3. Tools, access and disclosure

Before uploading confidential content to Canva, a cloud drive, an external collaborator or a print supplier, we will identify the intended recipient and purpose and obtain your written authorisation. We limit access to the material needed and require appropriate confidentiality and data-handling safeguards. If you decline, we will discuss another workflow or explain if we cannot complete the requested service.

WhatsApp is a third-party communication service you choose to open. Canva may be used for an approved production workflow. Banks, M-Pesa and any agreed digital-asset provider process payment information under their own terms; they do not need your design source documents. Blockchain transactions can be publicly visible, so confidential information must not be placed in transaction memos.

The site is hosted through OpenAI Sites using Cloudflare infrastructure. Submitted brief records use Cloudflare D1 and attachments use private Cloudflare R2 storage. By submitting, you authorise these providers to process your enquiry and attachments for storage and service delivery. Studio access is restricted to the authorised owner, including each file download. Security limits use short-lived, hashed connection identifiers to reduce automated abuse. If transactional email alerts are configured, the email provider receives only a brief reference and inbox link; client source files are not emailed. These providers may process data outside Kenya under their applicable terms and safeguards. If you need a different handling arrangement, contact us before uploading. This site’s hosting provider also processes technical connection and security information. Fonts are served from this website rather than requested from Google Fonts. Sage’s site code adds no advertising trackers, analytics cookies or marketing pixels. Hosting or sign-in services may use essential cookies under their own notices.

The private studio uses an essential, secure owner session cookie for password sign-in. Each password session expires after eight hours. Owner credentials are stored as password hashes, and the server stores session token digests. Password changes invalidate existing password sessions. When email recovery is connected, Resend receives the configured owner email address and a single-use reset link that expires after 20 minutes. Recovery email is not used for marketing. The public enquiry journey does not require an owner account.

Some providers may process data outside Kenya. Before Sage transfers personal content, we must establish the applicable lawful transfer basis and safeguards, and obtain any required consent. Merely using a foreign service does not remove these obligations.

If disclosure is legally required, we will verify the requirement, disclose only what is necessary and notify you unless legally prohibited. We do not voluntarily release confidential project content for unrelated purposes.

Ask Sage assistant

The service guide answers from approved public Sage information. Its conversation remains in page memory and is cleared when you reload or choose Clear conversation. It cannot access customer records, uploaded documents or payment data.

When AI answers are available, you may opt in before your questions and recent chat are sent to OpenAI to generate a response. The AI uses the same public knowledge base. We request that responses are not stored for later retrieval, but OpenAI may retain API data under its applicable security and data-retention policies. See OpenAI’s privacy policy. Do not enter confidential production content, passwords, payment credentials or personal records. You can use the service guide and contact Sage without opting in to AI processing.

Sage does not save assistant conversations to the client database. Limited technical request information and short-lived hashed identifiers are used to prevent abuse. When you choose to contact Sage, you can review and edit the message before opening WhatsApp or email. Assistant replies are guidance, not a final quote, booking or payment confirmation.

4. Safeguarding and retention

Our handling standard requires restricted project access, strong account authentication, protected devices, appropriate secure storage and sharing, and removal of access when no longer needed. Files must not be placed in publicly accessible folders. These are continuing responsibilities; no digital service can promise absolute security.

Our default studio retention schedule is:

• Enquiries that do not become projects: delete from studio-controlled records within 90 days of the last substantive contact.
• Production files and supplied assets: retain for delivery and revisions, then delete within 90 days after project closure, unless you agree a defined longer period for repeat work.
• Invoices and legally necessary transaction records: retain for the applicable statutory period, generally five years from the end of the relevant reporting period, and longer where a lawful audit or dispute requires it. This does not justify keeping all design source files.

Deletion covers studio-controlled copies and instructions to approved processors. Restricted backups are removed through their documented deletion cycles; provider-controlled records follow the provider’s policy and applicable law. We will explain any justified retention exception when responding to your request. Keep your own copy of delivered work.

We will investigate suspected breaches, contain exposure and make required notifications to affected clients, individuals and the ODPC within the applicable legal timelines.

5. Your choices and rights

You may ask to be informed, access or correct your personal data, object to processing, withdraw consent, or request deletion, restriction or portability where applicable. Email admin@sagedesigns.co.ke or contact +254 728 958 928 and say “Privacy request”. We verify identity proportionately and respond within the applicable statutory deadline. We will explain any lawful reason we cannot fulfil a request in full.

You may also complain directly to Kenya’s Office of the Data Protection Commissioner; contacting us first is not required.

6. Updates and legal basis

Material changes will be dated here and communicated to active clients when relevant. New uses of confidential information still require the permissions described above.

This policy is informed by Kenya’s Data Protection Act, 2019, the Data Protection (General) Regulations, 2021 and Tax Procedures Act, section 23. Provider notices: WhatsApp, Canva and Google Fonts.