Last updated: March 2, 2026
Node Works Ltd ("Company", "us", "we", or "our") operates the https://www.tailhq.com website and the TailHQ platform (collectively, the "Service"). Node Works Ltd is a company registered in the Republic of Kenya under registration number PVT-MKULZYM. TailHQ is a software-as-a-service ("SaaS") product and brand owned and operated by Node Works Ltd.
This Privacy Policy informs you of our policies regarding the collection, use, disclosure, and protection of personal data when you use our Service and the choices you have associated with that data. We are committed to protecting the privacy and security of your personal information regardless of where you are located.
By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used have the same meanings as in our Terms of Service.
Personal Data means any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, identification number, location data, or online identifier.
Usage Data is data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
Cookies are small pieces of data stored on your device (computer or mobile device).
Data Controller means the natural or legal person who determines the purposes and means of processing Personal Data. For the purposes of this Privacy Policy, Node Works Ltd is the Data Controller of your Personal Data.
Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.
Data Subject is any living individual who is the subject of Personal Data. The User is the individual using our Service and corresponds to the Data Subject.
Customer Data means any data you input into the Service or that is collected through your use of the Service, including data relating to your end users, clients, and patients.
We collect several different types of information for various purposes to provide and improve our Service to you.
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). This may include, but is not limited to:
We may use your Personal Data to contact you with newsletters, marketing, or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send, or by contacting us at hi@tailhq.com.
We may also collect information about how the Service is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.
Customer Data may include, without limitation, personal information such as names, contact details, and records of your end-user customers, patients, and other users of your practice. Information may be input into the Service by you or collected by the Service through your use of its features.
We process Customer Data solely on your behalf and in accordance with your instructions. You remain the Data Controller of Customer Data, and we act as Data Processor. We will only process Customer Data for the purposes of providing the Service as set forth in your agreement with us.
We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Examples of cookies we use:
TailHQ uses the collected data for the following purposes:
If you are located in the European Economic Area (EEA), the United Kingdom (UK), or another jurisdiction that requires a legal basis for processing Personal Data, we rely on the following grounds:
We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies.
Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.
Upon termination of your account, we will retain your Customer Data for a reasonable period (not less than 30 days) to allow you to export it, after which it will be securely deleted in accordance with our data retention policies.
Your information, including Personal Data and Customer Data, is stored and processed on servers located in the United States of America. If you are accessing the Service from outside the United States, please be aware that your data will be transferred to, stored, and processed in the United States, where data protection laws may differ from those of your jurisdiction.
Node Works Ltd is incorporated in Kenya and operates the Service with infrastructure hosted in the United States. By using the Service, you consent to the transfer of your information to the United States and its processing there.
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy, and no transfer of your Personal Data will take place to an organisation or country unless there are adequate controls in place, including the security of your data and other personal information. Where required by applicable law (such as the EU General Data Protection Regulation or the UK GDPR), we will implement appropriate safeguards for cross-border data transfers, such as standard contractual clauses or other approved mechanisms.
If Node Works Ltd is involved in a merger, acquisition, or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.
Under certain circumstances, Node Works Ltd may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency) in any jurisdiction.
Node Works Ltd may disclose your Personal Data in the good faith belief that such action is necessary to:
The security of your data is important to us. We implement industry-standard technical and organisational measures to protect your Personal Data and Customer Data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS/SSL), access controls, regular security assessments, and secure data storage practices.
However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
In the event of a data breach that affects your Personal Data or Customer Data, we will notify you without undue delay and in any event within 72 hours of becoming aware of the breach, in accordance with applicable Data Protection Laws (including Article 33 of the GDPR and the Kenya Data Protection Act 2019).
Our notification will include:
Where required by applicable law, we will also notify the relevant data protection supervisory authority. We maintain an internal incident response plan and conduct regular reviews to ensure we can respond promptly and effectively to any Security Incident.
Depending on your location, you may have the following rights regarding your Personal Data. We aim to honour these rights for all users regardless of jurisdiction:
To exercise any of these rights, please contact us at hi@tailhq.com. We will respond to your request within 30 days, or within the timeframe required by applicable law. We may ask you to verify your identity before responding to such requests.
If you are a resident of the EEA or UK, you have the rights outlined above under the General Data Protection Regulation (GDPR) or UK GDPR. You also have the right to lodge a complaint with your local data protection supervisory authority if you believe we have not adequately addressed your concerns.
If you are a resident of Kenya, your Personal Data is protected under the Kenya Data Protection Act, 2019. You have the rights set out above, and you may lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
If you are located in another jurisdiction with data protection laws (such as South Africa's POPIA, Brazil's LGPD, Canada's PIPEDA, or Australia's Privacy Act), we are committed to respecting your rights under applicable local law. Please contact us at hi@tailhq.com to exercise your rights.
We may employ third-party companies and individuals to facilitate our Service ("Service Providers"), to provide the Service on our behalf, to perform Service-related services, or to assist us in analysing how our Service is used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We may use third-party Service Providers to monitor and analyse the use of our Service.
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
You can opt out of having your activity on the Service made available to Google Analytics by installing the Google Analytics opt-out browser add-on. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page.
We may provide paid products and/or services within the Service. In that case, we use third-party services for payment processing (e.g., payment processors). We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council. The payment processor we work with is Paystack (a Stripe company). Their Privacy Policy can be viewed at paystack.com/privacy.
Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
We do not support Do Not Track ("DNT"). Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked. You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.
Our Service does not address anyone under the age of 13 ("Children"). We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top. For material changes, we will let you know via email and/or a prominent notice on our Service prior to the change becoming effective. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
If you have any questions about this Privacy Policy, your Personal Data, or wish to exercise your data protection rights, please contact us:
Node Works Ltd
Company Registration: PVT-MKULZYM
Republic of Kenya
Email: hi@tailhq.com