Account & Data Deletion

Effective Date: 13 March 2026 · Last Updated: 13 March 2026

At Vanda Consultancy LTD ("we", "us"), we respect your right to control your personal data. This page explains how you can request the deletion of your account and associated data from the OptimizeERP application, in accordance with the Kenya Data Protection Act, 2019 and the EU General Data Protection Regulation (GDPR).

1. How to Request Account Deletion

You can request deletion of your account and personal data by emailing us directly:

Email Request

Send an email to [email protected] with the subject line: "Account Deletion Request"
Include the email address associated with your OptimizeERP account so we can identify your data.
We will verify your identity and confirm receipt within 3 business days.
Your account and personal data will be permanently deleted within 30 days of the verified request.

Send Deletion Request

2. What Data Will Be Deleted

Upon processing your request, the following personal data will be permanently removed:

Data Category	Examples	Action
Account Information	Name, email, password hash, profile settings	Deleted
Authentication Data	Active sessions, login history, tokens	Deleted
Role & Permission Data	User role assignments, access records	Deleted
Activity Logs	User-identifiable audit entries	Anonymised or Deleted

3. Data We May Need to Retain

  Important: Certain business records linked to your activity may be retained in
  anonymised form where required by law or for legitimate business purposes. These include:

Financial/accounting records — invoices, journal entries, and transaction records may be retained (with your personal identifiers removed) to comply with tax and accounting regulations (typically 5–7 years).
Legal obligations — data required for ongoing legal proceedings, regulatory audits, or dispute resolution.
Aggregated analytics — non-identifiable, aggregated usage statistics that cannot be traced back to you.

Where retention is legally required, your personal identifiers (name, email) will be removed and the records will be fully anonymised so they can no longer be linked to you.

4. Tenant Administrator Accounts

If you are a Tenant Administrator (the primary admin of an organisation on OptimizeERP), deleting your account will also affect your organisation's tenant. Before processing the deletion, we will:

Contact you to confirm whether the entire tenant (organisation) should be deleted, or if ownership should be transferred to another user.
Provide a data export of your organisation's data upon request (within 30 days).

5. Timeline

Step	Timeframe
Acknowledgement of request	Within 3 business days
Identity verification	Within 5 business days
Account & data deletion	Within 30 days of verified request
Backup purge	Within 90 days (rolling backup cycle)

6. Contact

For questions about data deletion or to exercise any of your data rights:

Email: [email protected]
Company: Vanda Consultancy LTD

You may also refer to our full Privacy Policy and Terms of Service.

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) in Kenya (www.odpc.go.ke), or — if you are in the EU — with the supervisory authority in your Member State.