Data Protection Terms

Plain-language meanings of the words used in LangoHub's legal documents, with Kiswahili equivalents · Last updated: 13 October 2026

The legal definitions are in section 2 of the Data Protection Act, 2019 ("the Act"). This page explains them simply. It is not legal advice.

People and organisations

Term	Kiswahili	What it means
Data subject	Mhusika wa data	The person the data is about, such as a visitor, resident or guard.
Data controller	Mdhibiti wa data	The organisation that decides why and how personal data is used. For gate records, this is the estate.
Data processor	Mchakataji wa data	An organisation that handles personal data on a controller's behalf and follows its instructions. For gate records, this is LangoHub (Vanray Systems).
Sub-processor	Mchakataji msaidizi	A provider LangoHub uses to run the service, such as hosting or WhatsApp. See Sub-processors.
Data Protection Officer (DPO)	Afisa wa Ulinzi wa Data	The person responsible for data protection questions. LangoHub's is reachable at privacy@langohub.app.
ODPC / Data Commissioner	Ofisi ya Kamishna wa Ulinzi wa Data	Kenya's data protection regulator. It registers controllers and processors, handles complaints and can issue fines.
Authorised user	Mtumiaji aliyeidhinishwa	A person an estate allows to use LangoHub: a manager, guard, resident or staff member.
Child	Mtoto	Anyone under 18.

Kinds of data

Term	Kiswahili	What it means
Personal data	Data binafsi	Any information about an identifiable person, such as a name, phone number, ID number, photo or number plate linked to a person.
Sensitive personal data	Data binafsi nyeti	Specially protected data under the Act: race, health, ethnic or social origin, conscience, belief, genetic or biometric data, property details, marital status, family details, and sex or sexual orientation. LangoHub is designed to collect as little of it as possible. Never record it in notes.
Biometric data	Data ya kibayometriki	Data produced by technical processing of physical features, such as fingerprints or face templates. A plain photo that is never analysed by software is not biometric data. LangoHub does no face matching.
Estate Data	Data ya mtaa	The visitor and estate records kept in LangoHub for an estate.
Visit record	Rekodi ya ziara	One entry in the gate log: who came, when, to which unit, and how they left.
Anonymised data	Data isiyo na utambulisho	Data changed so that no one can be identified from it. It is no longer personal data.
Pseudonymised data	Data yenye utambulisho uliofichwa	Data where names are replaced by codes. It is still personal data, but safer.

What happens to data

Term	Kiswahili	What it means
Processing	Uchakataji wa data	Anything done with personal data, including collecting, storing, viewing, sending, exporting and deleting.
Lawful basis	Msingi wa kisheria	The legal reason for processing (Act, section 30), such as consent, a legal obligation, a contract or legitimate interests.
Consent	Idhini / ridhaa	A clear, informed and freely given "yes". It can be withdrawn at any time. LangoHub uses consent for residents' WhatsApp alerts.
Legitimate interests	Maslahi halali	A genuine reason, such as estate security, that is balanced against people's rights.
Legal obligation	Wajibu wa kisheria	Processing that a law requires, such as keeping tax records. Section 48 of the Private Security Regulation Act separately allows guards to ask for identification, and limits how that information is used.
Purpose limitation	Matumizi kwa lengo maalum	Using data only for the reason it was collected. Gate data is for identification and security only.
Data minimisation	Kukusanya kiasi kinachohitajika tu	Collecting only what is necessary.
Retention period	Muda wa kuhifadhi	How long data is kept before deletion. See the Retention Schedule.
Legal hold	Uhifadhi kwa sababu za kisheria	Keeping specific records longer because they are evidence in an incident or claim.
Cross-border transfer	Uhamishaji wa data nje ya nchi	Sending or storing personal data outside Kenya. It is allowed with safeguards (Act, sections 48–50).
Encryption	Usimbaji fiche	Scrambling data so only authorised systems can read it.
Automated decision	Uamuzi wa kiotomatiki	A decision made by software alone, with no person involved. LangoHub does not make these decisions. Alerts are always reviewed by a person.
Profiling	Uchambuzi wa sifa za mtu	Using data to evaluate or predict someone's behaviour. LangoHub does not do this.
Direct marketing	Matangazo ya moja kwa moja	Sending advertising to a person. LangoHub never does this to visitors or residents.
Opt-in / opt-out	Kujiunga / kujiondoa	Choosing to receive messages, or to stop them. Reply STOP or ACHA to stop WhatsApp alerts.

Your rights

Term	Kiswahili	What it means
Data subject request	Ombi la mhusika wa data	A request to exercise your rights. Make one at langohub.app/data-request.
Right to be informed	Haki ya kujulishwa	Being told what is collected and why, for example through the gate notice.
Right of access	Haki ya kufikia data	Getting a copy of your data. Answered within 7 days.
Rectification	Kusahihisha	Having wrong data corrected. Answered within 14 days.
Erasure	Kufuta	Having data deleted where the law allows. Answered within 14 days.
Right to object	Haki ya kupinga	Asking for processing to stop. Answered within 14 days.
Restriction	Kuzuia uchakataji	Asking for data to be kept but not used, for example while accuracy is checked. Answered within 14 days.
Data portability	Kuhamisha data	Getting your data in a machine-readable format. Answered within 30 days.

Security and compliance

Term	Kiswahili	What it means
Personal data breach	Ukiukaji wa usalama wa data binafsi	Personal data that is lost, stolen, or seen or changed by someone without authority. LangoHub tells estates without delay, and where possible within 48 hours. Controllers tell the ODPC within 72 hours.
Data Protection Impact Assessment (DPIA)	Tathmini ya athari za ulinzi wa data	A risk assessment required before high-risk processing (Act, section 31).
Data Processing Agreement (DPA)	Mkataba wa uchakataji wa data	The contract between an estate (controller) and LangoHub (processor). See the DPA.

LangoHub words

Term	Kiswahili	What it means
Gate device	Simu ya lango	A registered phone used by guards at a gate.
Pre-registration	Usajili wa mapema	A resident telling the gate in advance that a guest is coming.
Access code	Nambari ya kuingia	The code a pre-registered guest shows at the gate.
Blacklist	Orodha ya marufuku	An estate's list of people who should be checked before entry. Entries need a reason and expire within 12 months.
ID scan	Kuskani kitambulisho	Optional reading of the name and number from an ID photo. The image is not stored by LangoHub.