Privacy Policy

1. Who We Are

JenAir Systems ("we", "us", "our") is a brand of AIRJEN GLOBAL SERVICES, a business registered with the Corporate Affairs Commission of Nigeria (BN 3082648), of 4, Ahanor Street, Off Evbareke Spare Parts Road, Egor LGA, Benin City, Edo State, Nigeria.

We provide the JenAir SMS, JenAir POS and JenAir HMS platforms via jenairsystems.com, and we promote our products to businesses using our sales system at sales.jenairsystems.com. We are the data controller for the information described in this policy, except where a school or business is the controller of data it enters into our platforms (see sections 4 and 11).

Contact us at any time regarding privacy: info@jenairsystems.com or call +234 815 201 3740 .

2. Information We Collect from Platform Users

Account Information

• Email address and password (hashed — never stored in plain text)
• Portal type (SMS, POS or HMS) selected at registration
• School or business profile information (name, address, phone, logo) that you provide

School Data (SMS Portal)

• Student records — name, admission number, class, academic results
• Staff/teacher records and login credentials
• Academic session, term, and result data
• Wallet transaction records for billing

Business Data (POS and HMS Portals)

• Product catalogue — item names, prices, stock levels
• Sales transactions — items sold, amounts, dates, payment methods
• Stock movements — GRNs, adjustments, issues, transfers
• Accounts — journal entries, expenses
• Hotel data (HMS) — rooms, reservations and guest details entered by the hotel
• Staff/cashier records and login credentials

Payment Information

• We do not store card numbers or bank details
• Payments are processed by Paystack — a PCI-DSS compliant payment processor
• We store only: payment reference numbers, amounts, and timestamps

Technical Information

• Browser type and version
• Device type (desktop/mobile)
• Pages visited and time spent
• IP address (for security purposes)

3. Sales and Marketing Communications

We contact businesses that we believe could benefit from our software, such as hotels, schools, hospitals, laboratories and retailers. This section explains what we hold about those businesses and the people who work for them, and how they can stop hearing from us.

What we collect

• Business contact details — business name, industry, address, city and state, website, business phone and WhatsApp numbers, business email addresses, and the name and role of a contact person
• Our communications — the emails, WhatsApp messages and SMS we send and receive, whether they were delivered, opened or read, replies, demo bookings and notes from calls
• Publicly available business information — such as a business's own website, its public listing on Google Maps and business directories, and public news or social media pages about the business

Where it comes from

• From you directly — for example when you call us, reply to us, fill in a form or book a demo
• Public business listings, including Google Maps and business directories
• Referrals, events and exhibitions
• Lists of business contacts that we compiled ourselves

We do not buy contact lists.

How we use it

• To introduce our products by email, WhatsApp, SMS or phone, and to follow up on those conversations
• To arrange and hold product demonstrations
• To decide which of our products may suit a business, including by preparing a short summary of public information about it
• To measure which of our messages and campaigns work, so that we contact fewer businesses that are not interested

Automated assistance

We use artificial-intelligence tools to help our sales team: to summarise public information about a business, to draft messages, and to sort the replies we receive (for example, whether a reply asks for a demo or asks us to stop). A member of our team reviews and approves every reply before it is sent. These tools do not make decisions that have legal or similarly significant effects on anyone.

Opting out

• Email: click Unsubscribe at the bottom of any of our emails, or reply asking us to stop
• WhatsApp and SMS: reply STOP
• Any time: email info@jenairsystems.com or call us

We act on opt-outs automatically and promptly. We keep a short record of the opt-out (the email address or number and the date) so that we do not contact you again, even if your details reach us from another source in future.

4. How We Use Platform Information

• To provide and operate the platform you registered for
• To process payments and manage subscriptions
• To send account-related notifications (payment confirmations, important updates)
• To provide customer support when you contact us
• To detect and prevent fraud or unauthorised access
• To improve the platform based on usage patterns

We do not use your data for advertising. We do not sell your data to third parties. We do not use the student, guest or business records you keep on our platforms for any purpose other than providing the service, and never for our own sales and marketing.

5. Our Legal Basis

Under the Nigeria Data Protection Act 2023, we rely on:

• Contract — to provide the platforms to our customers and process their payments
• Legitimate interests — to tell businesses about products relevant to them, to follow up enquiries and to keep our services secure. We limit this to business contact details, offer an easy opt-out in every message, and stop when asked
• Consent — where the law requires it, for example for some electronic marketing; you can withdraw consent at any time
• Legal obligation — for example keeping payment records for accounting

6. Data Isolation & Security

Each school and each business operates in a completely isolated data environment. A school can only see its own students, results, and staff. A business can only see its own products, orders, and accounts. No cross-tenant data access is possible.

• All passwords are hashed irreversibly
• Data is transmitted over HTTPS (encrypted in transit)
• Database access is restricted to the application server only
• Access to our sales records is limited to authorised JenAir staff
• Accounts can be suspended or deleted by the account owner or our team

7. Who We Share Data With

We do not sell personal information. We share it only with the service providers below, and only as needed for them to provide their service to us, or where the law requires it.

8. International Transfers

Some of our service providers process data on servers outside Nigeria. Where this happens, we use established providers with appropriate safeguards for personal data, as required by the Nigeria Data Protection Act 2023.

9. Data Retention

We retain platform data for as long as your account is active. If you request account deletion, we will permanently delete all your data within 30 days, except where we are required by law to retain certain records.

• Payment records — retained for 7 years for accounting compliance
• Account logs — retained for 90 days for security purposes
• Sales contact records — kept while there is a reasonable prospect of doing business, then deleted or anonymised; deleted sooner on request
• Opt-out records — kept so that we keep respecting your choice
• All other data — deleted within 30 days of a deletion request

10. Your Rights

You have the right to:

• Access — request a copy of the data we hold about you
• Correction — correct any inaccurate data (most platform data can be edited directly in the platform)
• Deletion — request permanent deletion of your data, including data we received through WhatsApp, email or SMS
• Portability — request your data in a machine-readable format
• Objection — object to how we process your data, including to direct marketing at any time
• Withdraw consent — where we rely on your consent

To exercise any of these rights, contact us at info@jenairsystems.com (for deletion, use the subject "Data deletion request"). We will respond within 30 days. If you are not satisfied with our response, you may complain to the Nigeria Data Protection Commission (NDPC).

11. Cookies

JenAir Systems uses only essential cookies:

• Authentication cookie — keeps you logged in during your session
• Anti-forgery token — protects forms (including our demo booking and unsubscribe pages) from CSRF attacks
• TempData cookie — displays one-time success/error messages

We do not use tracking cookies, analytics cookies, or advertising cookies. Our emails may record whether a message was opened or a link clicked, through our email provider, so that we can measure and reduce unwanted messages.

12. Children's Privacy

The JenAir SMS platform is used by schools and may contain data about students who are minors. This data is entered and controlled exclusively by the school (the data controller for their students). JenAir Systems processes student data only on behalf of the school and has no independent relationship with students. Schools are responsible for obtaining any necessary consents from parents or guardians in accordance with applicable law. Our sales and marketing communications are directed only at businesses and institutions, never at children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify account holders via email or an in-app notice. The "Last updated" date at the top of this page will always reflect the most recent revision. Continued use of the platform after changes constitutes acceptance of the updated policy.

14. Contact

For any privacy-related questions, requests, or concerns:

• Email: info@jenairsystems.com
• Phone: +234 815 201 3740
• WhatsApp: +234 911 464 4073
• Post: AIRJEN GLOBAL SERVICES (JenAir Systems), 4, Ahanor Street, Off Evbareke Spare Parts Road, Egor LGA, Benin City, Edo State, Nigeria