Privacy Notice

1. Introduction

This Privacy Notice explains how Kokoro Solutions Limited collects, uses, and protects your personal information, and the rights you have in relation to it. We have written it in plain language, and it applies to this website and to the appointment-booking services we provide.

2. Who we are

Kokoro Solutions Limited (“Kokoro Solutions”, “we”, “us”) is a software and IT company registered in Jamaica, with offices at Level 9, PanJam Building, 60 Knutsford Boulevard, Kingston 5, Jamaica. For the purposes of the Jamaican Data Protection Act, 2020 (the “DPA”), we are the data controller for personal information collected through this website and for the accounts of the clients we serve.

When you book an appointment with one of our clients through a calendar they run on our platform, that business is the data controller for your booking and we act only as its data processor. In that case, please also consult that business’s own privacy notice.

Questions about this Notice or your personal information can be sent to info@kokorosolutions.com or by phone at 1-876-810-6181.

3. Our data protection commitment

Protecting the personal information entrusted to us is fundamental to how we operate. We are committed to observing the data protection standards set out in the Data Protection Act, 2020. In practice, this means we undertake to:

• process your information fairly, lawfully, and transparently;
• collect it only for clear, legitimate purposes, and use it only for those purposes;
• limit what we collect to what is adequate and relevant — never more than we need;
• keep it accurate and, where necessary, up to date;
• retain it only for as long as it is needed;
• respect and uphold your rights over your own information;
• protect it with appropriate security measures; and
• safeguard it whenever it is handled outside Jamaica.

Data privacy is not an afterthought for us — it is one of our founding principles.

4. The information we collect

We collect only the information we need to provide our services. Depending on how you interact with us, this may include:

• Contact details — such as your name, email address, and phone number.
• Booking details — the appointment you request and any notes or information you choose to provide when booking.
• Account details — for clients we invite to run their own booking calendar, the information needed to set up and securely operate their account.
• Correspondence — the content of messages you send us by email, phone, or WhatsApp.
• Technical details — limited information your device provides when you visit our website, used to keep the service secure and running.

We do not collect sensitive personal information unless you choose to share it with us, and we ask that you provide only what is necessary.

5. How we collect your information

Most of the information we hold is provided directly by you — when you book an appointment, contact us by email, phone, or WhatsApp, or correspond with us in the course of our providing a service. We also collect limited technical information automatically when you use our website, as described above.

6. How we use your information

We use the information we collect in connection with the following:

• to schedule, confirm, and manage your appointments;
• to respond to your enquiries and provide our services;
• to set up and support the accounts of the clients we serve;
• to keep our website and services secure and reliable; and
• to meet our legal and regulatory obligations.

We do not sell your personal information, and we do not use it for automated decision-making or profiling.

7. Our lawful basis for processing

We rely on the following lawful bases under the DPA:

• Performance of a contract — including steps taken at your request, such as arranging an appointment or providing a service.
• Our legitimate interests — such as keeping our services secure and operating and improving our business, balanced against your rights.
• Legal obligation — where the law requires us to collect or keep certain records.
• Consent — where relevant. You are not obliged to give consent, and you may withdraw it at any time.

8. When we share your information

We do not rent or sell your personal information. We share it only where necessary, with the following categories of recipients:

• Service providers who help us operate — for example, providers of communications, email delivery, and secure hosting — under contracts that require them to keep your information confidential and to process it only as we instruct.
• The business you booked with — where you make an appointment on one of our clients’ calendars, your booking is shared with that business, because the appointment is with them.
• Public authorities and law enforcement — where we are legally permitted or required to do so.

Where a provider processes information on our behalf, we remain committed to ensuring that it meets the standards required by the DPA.

9. International transfer of your information

Some of our service providers may store or process information outside Jamaica. Where this happens, we take steps to ensure your information continues to receive a level of protection consistent with the DPA — including through the contracts we put in place — so that it is protected wherever it is handled.

10. How long we keep your information

We keep booking and enquiry information only for as long as needed to provide the service and for a reasonable period afterwards, unless a longer period is required for a contract, a legal obligation, or to resolve a dispute. When your information is no longer needed, it is securely destroyed.

11. Keeping your information accurate

We rely on accurate information to serve you well. Please let us know of any changes to your details so we can keep your records up to date, and you can ask us to correct anything that is inaccurate at any time.

12. Information security

The security of your personal information is one of our highest priorities. We are committed to protecting it against unauthorised or accidental access, alteration, loss, or misuse, and we apply appropriate physical, technical, and organisational measures to do so. Access to your information is limited to those who genuinely need it to do their work, and everyone who handles it — including our own team and any provider acting on our behalf — is bound by strict confidentiality obligations. We collect only the minimum information necessary and review our safeguards regularly. Any project or business information you share with us is treated in the strictest confidence.

13. Your rights under the DPA

Subject to the conditions in the DPA, you have the right to:

• ask whether we hold personal information about you, and access it;
• have inaccurate personal information rectified, blocked, erased, or destroyed;
• object to processing likely to cause you damage or distress;
• object to direct marketing (we don’t send any unless you’ve asked us to); and
• withdraw consent where our processing relies on it.

Some of these rights apply only in certain circumstances. If we are unable to act on a request, we will explain why.

14. How to exercise your rights, and how to complain

To exercise any of your rights, email info@kokorosolutions.com. We will respond within the timeframes set by the DPA. If you are not satisfied with how we have handled your personal information, you may complain to Jamaica’s Office of the Information Commissioner.

15. Cookies and similar technology

Our website does not use advertising or tracking cookies. When you book an appointment, a small number of strictly necessary items are used only so the booking form works. You can control cookies through your browser settings, although some features may not work if you disable them.

16. Links to other websites

Our website and booking pages may link to sites we do not control. This Notice does not cover their practices, so we encourage you to review the privacy notice of any other site you visit.

17. Children’s information

Our services are intended for adults, and we do not knowingly collect information from anyone under 18. If you believe a child has provided us with personal information, please contact us and we will delete it as quickly as possible.

18. Changes to this notice

We may update this Notice from time to time to reflect how we collect and use personal information. We will revise the date shown above, and significant changes will be highlighted on our homepage.