Privacy Policy
Last updated: 27 August 2026. This policy is a working draft pending legal review and is not yet a final, approved statement of Future-Fit Consultants' data practices.
1. Who we are
Future-Fit Consultants ("Future-Fit", "we", "us") is an HR consultancy based at Timau Plaza, 5th Floor, Nairobi. This policy explains how we collect, use, share and protect personal data through this website, including our job board and recruitment platform.
2. What we collect
If you make a general enquiry, we collect your name, email address, phone number and the content of your message.
If you apply for a role, we collect your name, contact details, CV and any documents you submit, your answers to the job's screening questions, and — where you choose to provide it — optional diversity monitoring information, which is stored separately from your assessed application.
3. Why we collect it, and our lawful basis
We process your data to respond to your enquiry, to assess your application against a role you have applied for, and to contact you about the outcome. Our lawful basis is your consent, given at the point you submit a form, and our legitimate interest in operating a recruitment service on behalf of Future-Fit and the client employers we recruit for.
4. AI-assisted screening
Some applications are screened with the help of an AI service, which reviews your CV and screening answers against a role's requirements and produces a ranked assessment with reasoning. The AI does not make hiring decisions. It assists a human recruiter, who makes the actual decision at every stage. The only exception is an objective, job-specific requirement you answer yourself (for example, a legal right to work) — failing that requirement can exclude an application automatically. You may request human review of any AI-assisted assessment at any time by contacting us using the details below.
5. Cross-border transfer
Producing an AI-assisted assessment involves sending parts of your CV and application to Anthropic, the provider of the AI service we use, which processes data outside Kenya. Before this happens, personal details that identify you directly — your name, gender, age, date of birth, photograph, nationality, ethnicity, religion, marital status and home address — are removed from what is sent; the assessment is based on your experience, skills and qualifications. By submitting an application, you consent to this transfer for the purpose of screening. If you would prefer your application is not processed this way, contact us before applying and we will arrange manual screening instead.
6. Who we share your data with
If you are shortlisted for a role we are recruiting on behalf of a client employer, we share your application with that named employer so they can review your candidacy. We do not sell personal data or share it with anyone else, except where required by law.
7. How long we keep it
If your application is unsuccessful, we delete it 12 months after the job closes, unless you have separately consented to remain in our talent pool for future roles, in which case we retain it for 24 months, renewable with your continued consent. Enquiry messages are retained for as long as needed to respond to you and are then deleted on a routine schedule.
8. Your rights
Under the Kenya Data Protection Act, 2019, you can ask us to: give you a copy of the data we hold on you; correct it if it's wrong; delete it; object to how we're using it; or withdraw consent you've previously given. You can also request human review of any AI-assisted screening decision, at any time and free of charge. To exercise any of these rights, contact us using the details below — we aim to respond within one month.
9. Security
We store CVs and application files outside the public web root, served only through authenticated, signed links. Sensitive fields — including ID numbers, dates of birth and salary expectations — are encrypted at rest. Access to candidate data is logged.
10. Complaints
Future-Fit Consultants is in the process of confirming its registration with the Office of the Data Protection Commissioner (ODPC) as a data controller and processor. If you're unhappy with how we've handled your data, you can complain to us directly, or to the ODPC.
11. Contact
Future-Fit Consultants, Timau Plaza, 5th Floor, Nairobi — info@futurefit.co.ke.
12. Changes to this policy
We'll update this page if how we handle your data changes, and update the date at the top when we do.