Privacy Policy

1 Who We Are

NFS-Share ("the platform", "we", "us") is a digital notary management system operated from Kigali, Rwanda. We act as a data processor on behalf of subscribing notarial offices (the data controllers) and as a data controller for platform account and operational data.

Contact: info@nfs-share.com  ·  +250 780 900 039 — Kigali, Rwanda

2 Data We Collect

3 How We Use Your Data

• Providing and maintaining platform functionality
• Authentication and session management
• Audit logging for regulatory compliance
• Document generation, storage, and QR verification
• Generating financial reports for notary offices
• Fraud detection and platform security
• Communicating service updates and support responses

4 Legal Basis for Processing

Processing is carried out under the following bases as defined by Rwanda's Data Protection Law:

• Contract performance: processing necessary to deliver the subscribed service
• Legal obligation: audit trails and records required by notarial law
• Legitimate interests: platform security, fraud prevention, and service improvement
• Consent: where explicitly obtained (e.g., acceptance of these terms at login)

5 Data Sharing

Data is only shared with:

• Notarial office staff — within the scope of their role and office
• NFS-Share technical team — solely for support and maintenance purposes, under confidentiality obligations
• Regulatory authorities — where required by Rwandan law (e.g., court order, NLA, RRA)

We do not transfer personal data outside Rwanda without legal basis and appropriate safeguards.

6 Data Retention

Notarial records are retained for a minimum of 10 years in accordance with Rwandan notarial law requirements. Platform account data is retained for the duration of the subscription plus 2 years.

Audit logs (session records, action history) are retained for 5 years. Upon written request and subject to legal obligations, data can be deleted from active systems.

7 Your Rights

Under Rwanda's Data Protection Law, you have the right to:

• Access — request a copy of personal data we hold about you
• Rectification — correct inaccurate data
• Erasure — request deletion where no legal retention obligation applies
• Restriction — limit processing in certain circumstances
• Data portability — receive data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests

Submit requests to info@nfs-share.com or call +250 780 900 039. We will respond within 30 days.

8 Cookies & Sessions

NFS-Share uses server-side PHP sessions (via a secure, HTTP-only session cookie) to maintain authenticated state. No third-party tracking cookies or advertising cookies are used.

Session cookies expire on browser close or after a period of inactivity. Active sessions can be viewed and terminated by office administrators in the Sessions panel.

9 Security Measures

We implement technical and organisational measures including:

• Bcrypt password hashing (no plaintext passwords stored)
• HTTPS/TLS encryption in transit
• Parameterised SQL queries to prevent injection attacks
• CSRF token protection on all state-changing requests
• Role-based access control with per-office data scoping
• Immutable audit log for all document actions

Full details: Security Standards

10 Contact & Complaints

For privacy questions, requests, or complaints, contact our Data Protection point of contact:

Email: info@nfs-share.com
Phone: +250 780 900 039
Address: Kigali, Rwanda

If you are not satisfied with our response, you may lodge a complaint with Rwanda's national data protection authority.