Welcome to RAFFINE CFS Management System. We are committed to protecting your privacy and ensuring the security of your business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Container Freight Station (CFS) and logistics management software.

By using our software, you agree to the practices outlined in this Privacy Policy. Please read this policy carefully to understand how we manage your information in accordance with applicable data protection laws.

1. Information We Collect

We collect and process the following types of information necessary for logistics operations:

• 1.1. User Account Information:
  • Employee names and contact details (phone, email)
  • Login credentials and authentication data
  • Role and permission assignments within the organization
  • Session and activity logs for security purposes
• 1.2. Consignment and Cargo Data:
  • Bill of Lading (BL) numbers and shipping documentation
  • Container numbers, types, and specifications
  • Cargo descriptions, weights, and classifications
  • Customs Entry (IDF) numbers and clearance information
  • Delivery and dispatch records
• 1.3. Customer and Business Partner Information:
  • Company names, KRA PINs, and business registration details
  • Contact persons and their details
  • Billing addresses and communication preferences
  • Transaction and payment history
• 1.4. Transport and Logistics Data:
  • Transporter and driver information
  • Vehicle/truck registration and specifications
  • Delivery routes and tracking information
  • Shipping agent and vessel details
• 1.5. Financial and Billing Information:
  • Proforma invoices and quotations
  • Stage costs and operational expenses
  • Payment records and outstanding balances
• 1.6. System Usage Data:
  • Login timestamps and IP addresses
  • Feature usage and navigation patterns
  • Error logs and system performance data

2. How We Use Your Information

We use the collected information for the following business purposes:

• 2.1. Core Logistics Operations:
  • Track and manage consignments through all clearance stages
  • Generate shipping documentation and customs paperwork
  • Coordinate container movements and deliveries
  • Manage warehouse operations and cargo storage
  • Process billing and generate financial reports
• 2.2. Business Communication:
  • Send operational notifications and status updates
  • Communicate with customers about their shipments
  • Coordinate with transporters and drivers
  • Issue invoices and payment reminders
• 2.3. Security and Compliance:
  • Authenticate users and prevent unauthorized access
  • Maintain audit trails for regulatory compliance
  • Detect and prevent fraudulent activities
  • Comply with customs and trade regulations
• 2.4. Service Improvement:
  • Analyze usage patterns to improve functionality
  • Provide technical support and troubleshooting
  • Develop new features based on operational needs

3. Data Sharing and Disclosure

We share information only as necessary for logistics operations and legal compliance:

• 3.1. Within Your Organization:
  • Authorized employees access data based on their role permissions
  • Managers and administrators have broader access for oversight
• 3.2. Business Partners and Service Providers:
  • Transporters receive delivery information for dispatched containers
  • Customers access their own consignment and billing information
  • SMS providers receive phone numbers for verification and notifications
• 3.3. Regulatory Authorities:
  • Kenya Revenue Authority (KRA) for customs compliance
  • Kenya Ports Authority (KPA) for port operations
  • Other government agencies as required by law
• 3.4. Legal Requirements:
  • Court orders or legal processes
  • Law enforcement investigations when legally mandated
  • Protection of legal rights and safety

4. Data Security

We implement robust security measures to protect your business data:

• Encrypted data transmission using HTTPS/TLS protocols
• Secure password hashing and two-factor authentication (SMS and Google Authenticator)
• Role-based access controls limiting data visibility
• Regular database backups and disaster recovery procedures
• Session management with automatic timeout
• Audit logging of all critical operations
• Regular security assessments and updates

5. Data Retention

We retain data according to business needs and legal requirements:

• Active consignment data is retained throughout the clearance process
• Completed consignment records are archived for 7 years (tax/customs requirements)
• Financial records are retained as required by Kenyan tax laws
• User session data expires after logout or inactivity timeout
• Verification codes expire after 10 minutes

6. Your Rights

As a user of our platform, you have the following rights:

• 6.1. Access: Request access to your personal data stored in the system
• 6.2. Correction: Request correction of inaccurate or incomplete data
• 6.3. Account Security: Enable two-factor authentication and manage security settings
• 6.4. Data Export: Request export of your business data in standard formats
• 6.5. Deletion: Request deletion of data subject to legal retention requirements

7. Cookies and Tracking

Our system uses essential cookies and session management for:

• User authentication and session management
• Security features including CSRF protection
• User preferences and settings

We do not use tracking cookies for advertising or third-party analytics.

8. Third-Party Services

We integrate with the following third-party services:

• SMS Gateway: For sending verification codes and notifications
• Google OAuth: For optional Google account login (email only)
• Google Authenticator: For two-factor authentication (TOTP)

9. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, legal requirements, or industry practices. Material changes will be communicated through the system, and the effective date will be updated. Continued use of our services constitutes acceptance of the updated policy.

10. Contact Information

For questions about this Privacy Policy or to exercise your rights:

• System Administrator: Contact your organization's system administrator for account issues
• Technical Support: info@raffine.online
• Privacy Inquiries: info@raffine.online

RAFFINE CFS Management
Container Freight Station Solutions

Effective Date: 01-Feb-2026