Enterprise Data Governance

Privacy Policy

Annota Ltd. is committed to absolute data privacy, global regulatory compliance, and confidential processing across all our BPO, AI Automation, Data Annotation, IT, and Growth operations.

Last Updated: January 2026HIPAA & GDPR CompliantISO 27001 Operational Frameworks

1. Scope of Operations Covered

This Privacy Policy applies to all services provided by Annota Ltd. ("Annota," "we," "us," or "our"), including but not limited to:

  • Business Process Outsourcing (BPO): Operational staffing, customer support (omnichannel phone, email, live chat), back-office administration, and virtual executive assistant services.
  • AI Automation & Custom Workflow Integration: Implementation of custom AI agents, automated workflow pipelines, sentiment scoring, and natural language communication interfaces.
  • Data Annotation & AI Dataset Preparation: Computer vision labeling, text & NLP classification, RLHF (Reinforcement Learning from Human Feedback), audio transcription, and specialized dataset curation.
  • Managed IT & Technical Infrastructure: Remote helpdesk, network security monitoring, cloud configuration, and disaster recovery support.
  • Digital Marketing & Growth Engineering: Lead generation pipelines, search engine optimization, content strategy, and performance analytics.
  • Client Portal & Pilot Testing Programs: Secure client dashboards, executive briefing schedules, process audit evaluations, and free trial pilot executions.

2. Information We Collect

Depending on how you interact with Annota, we collect and process the following categories of information:

Corporate & Contact Data

Name, business email address, phone number, company name, team size, budget expectations, and consultation message content submitted via our audit and inquiry forms.

Operational & Client Datasets

Raw media files, medical image metadata (anonymized for HIPAA), e-commerce catalog data, customer interaction logs, and support ticket archives processed strictly under executed Client NDAs.

Technical & Usage Telemetry

IP addresses, device metadata, browser type, referrer URLs, session duration, and interface navigation telemetry gathered through privacy-compliant analytics.

Candidate & Workforce Data

Resume details, background check verification statuses, and performance logs for our dedicated BPO and annotation personnel.

3. How We Use & Safeguard Your Data

We do NOT sell, rent, or trade client or personal data to third parties. Information collected is used exclusively for:

  • Delivering agreed BPO, AI, and IT operational services under strict Service Level Agreements (SLAs).
  • Conducting requested free process audits, pilot evaluations, and custom proposal quotes.
  • Fine-tuning specialized machine learning models on client-provided datasets, where explicitly authorized.
  • Maintaining strict network security, access control logging, and threat detection.

4. Global Regulatory Compliance (HIPAA, GDPR & Kenya Data Protection Act)

Annota operates under a zero-trust security architecture. For healthcare, financial, and AI clients requiring compliance:

HIPAA Compliance: All Protected Health Information (PHI) processed during medical data annotation or healthcare BPO is de-identified and handled in encrypted air-gapped environments with Business Associate Agreements (BAAs) in place.
GDPR Compliance: European Economic Area (EEA) data subjects maintain full rights to access, rectify, restrict processing, or request erasure of their personal data.
Kenya Data Protection Act (2019): As a registered corporate entity in Kenya, Annota strictly adheres to national statutory data protection standards.

5. Data Retention & Destruction

Annota retains client operational data only for as long as necessary to fulfill contractual obligations or comply with legal requirements. Customer AI dataset annotations are stored on encrypted servers during active project execution and securely purged or returned upon project completion according to client instructions.

6. Privacy Contacts & Data Officer

If you have questions regarding this Privacy Policy or wish to exercise your data subject rights, please contact our Legal & Privacy Governance team:

Annota Ltd. — Legal & Compliance Department

HQ Address: Nairobi, Kenya

Legal Inquiry Email: legal@annota.co.ke

Sales & Operations: sales@annota.co.ke | +254 731 539 530