Engagement Code

LY Detective Agency Kenya  Limited

Code of Practice

The following procedures set out below, form the basis upon which LY Detective Agency Kenya Limited carries out its professional service for clients. In accordance with good business practice and within a set of generally agreed principals and code of conduct, it sets out as clearly as possible, in general terms, what standards of service may be expected by LY’s clients. Similarly, it also sets out what LY may expect from its clients in return. Where the name LY is used throughout this document the name is deemed to also refer to the trading names of LY Detective Agency Kenya Limited.

1.0 Hours of Business

1.1 LY Detectives Agency PI Services offers a 24 hour service. All calls, at all hours, will be answered by an officer of the company.

Normal office hours are from 0900 to 1700 at our Head Office at AMBANK HOUSE, 12-14th Floor, Utalii Lane, Off University Way, Nairobi by appointment.  Our official lines : +2547 21 33 1944, +2547 33 33 1944 and +25420 8000062 Whats-App or E-mail Communications preferred.

1.2 With the advent of COVID-19, we are pleased to see clients by appointment at our offices, but we are also happy to see clients at their home (virtually) or at their business premises or other preferred areas if this is more convenient and social distancing observed.

1.3 All instructions including for overseas assignments can be taken at our Head Office in Nairobi.

2.0 Responsibility and Communication

2.1 Instructions can be given over the telephone, in a personal meeting at any of the venues mentioned above, or in writing via email or WhatsApp (+2547 2133 1944 or +2547 3333 1944). Wherever possible, instructions will be confirmed by the client in writing, thus ensuring clarity of instruction and increasing efficiency.

2.2 Should there be any aspect of our work or service with which you are not entirely happy – which we trust will be unlikely – please raise the matter with any Director at the earliest possible opportunity. In writing to either our Head Office address or via email to coc@lydetectives.com

2.3 You will be informed of the name of the person that is handling your case and where appropriate, of any other lines of communication, and points of contact.

2.4 When you telephone our office wherever possible you will be put through to the appropriate person to take your instructions or the person that is already dealing with your case. However, if they are unavailable when you call, please speak with a Personal Assistant who may be able to deal with your enquiry, take your instructions, or take a message.

2.5 LY Detective Agency Kenya Limited makes every attempt to verify the credentials of clients, to establish that they have lawful reasons to instruct an investigation to be conducted.

2.6 LY Detective Agency Kenya Limited will carry out all investigations within the confines of the law, and within the bounds of morality and professional ethics.

2.7 Our prime commitment is to our clients and to respect the best interest of clients by maintaining the highest standard of proficiency, and reporting to clients all the facts ascertained, whether they be advantageous or detrimental, and nothing be withheld from clients, save by dictates of the law.

2.8 We will respect the privacy of clients and their lawful confidences, and ensure that services are adequately secure to protect the privacy and to guard against inadvertent disclosure of private information.

2.9 All our staff are committed to delivering a high quality of service, in what we hope is as helpful and friendly a manner as possible. We employ staff with the relevant knowledge, skills and competencies to meet the needs of our clients, with a commitment to perform all professional duties in accordance with the highest moral principles, in a manner which will not bring the industry into disrepute, and to ensure that all employees, or other persons paid to assist an investigation, adhere to this code of ethics.

2.10 We may from time to time use 3rd party sources and/or persons to complete an investigation.

• External Third Parties including:

(a) Service providers who provide allied investigative services solely in connection with your matter eg. Criminal Records Check, Medical Examination, DNA References etc…

(b) We do not allow our third-party service providers to use your personal data for their own purposes. Refer Data Protection Policies

3.0 Information

3.1 LY Detective Agency Kenya Limited will make every effort possible to ensure the accuracy of any information (in any form) supplied, to the best of the knowledge, information and belief of LY. Information supplied will be rechecked if it is subsequently found to be incorrect.

3.2 Any information (in any form) supplied by LY is done so on the understanding that it is for the sole use of the instructing client and any such information (in any form) shall not be disclosed, transmitted or copied in any way whatsoever, without the written permission of LY.

3.3 Should any information (in any form) supplied by LY be subsequently passed to any third party, by any means whatsoever without LY’s permission (as referred to above) LY shall not be responsible for any liability, loss, loss of profit, additional expense and any form of damages whatsoever for such unauthorized disclosure.

4.0 Bespoke Equipment

4.1 Where equipment has been obtained and/or constructed to a customer’s specification and at their request, LY Detective Agency Kenya Limited retains the right to charge the full quoted fee and disbursements should there be any change in the customer’s requirements irrespective of reason or circumstances.

4.2 All equipment dispatched from our Head office in Nairobi, is thoroughly checked in full working order before dispatch, any items not received in full working order need to be reported to our Head office within 24 hours of receipt.

4.3 Any bespoke equipment is non-returnable and non-refundable.

5.0  Fees

5.1 There is a USD 20 consultation fee that is applicable.

5.2 Rates stated may not be appropriate in cases of exceptional urgency, complexity or responsibility. Where such circumstances exist, we must reserve the right to revise rates by mutual agreement.

5.3 In all cases, (and this includes fee estimates) VAT and disbursements are charged in addition. Estimates are given on the basis that the case proceeds reasonably smoothly and without undue complication or delay: If it seems that these factors will cause the estimate to be exceeded we will give you as much notice as possible, and reserve our right to revise the estimate.

5.4 Fees are payable whether or not a case is successfully concluded or completed unless superseded by prior agreement, as may be the case in some instances, for certain categories of service.

6.0 Payment

6.1 Our charges are payable immediately upon completion of the assignment and our account being rendered, in the absence of any prior agreement (such as for legally aided matters) for the payment of a client account. In most circumstances, our clients are asked to pay a retainer fee (deposit) before the commencement of any enquiry. In certain matters, full payment may be required prior to commencement of the investigation.

6.2 Any disbursements that we incur on your behalf are payable by you in advance, and therefore we do ask you to settle such amounts promptly, or risk delays to your case.

6.3 Payments can be accepted by the following methods:- pay-pal, Visa, MasterCard, Cash, Cheque, Pasapal, MPesa, World Remit, Azimo or any Prefered Payment Option.

7.0 Cancellation

7.1 In the event of written cancellation by the client of any service prior to the service being commenced, the client shall be responsible for all costs incurred by the company for administration, due diligence and file creation usually 25%. Payment of these costs becomes due immediately.

7.2 In respect to surveillance inquiries, or any other ‘pre-booked’ investigation, written cancellation within 48 hours will be liable to 30% of the fee quoted whilst cancellation 24 hrs or less will render the full fee liable.

7.3 These terms and conditions shall be governed by Kenya Law and any dispute arising out of or in connection with the same shall be determined by the Kenyan Courts, and for these purposes ‘written cancellation’ refers to email.

8.0 Long distance selling rules

8.1 Due to the nature of the services provided by LY Detective Agency Kenya Limited, we opt out of the long distance selling rule, as the majority of cases commence immediately telephone instruction / email instructions are received by us, for the best benefit of our clients.

8.2 In line with our data protection policy, please be aware that all closed case files are destroyed within a six week period. If you require further clarification please contact your case manager.

9.0 Contract

9.1 Due to the nature and speed that an investigation is required to commence, we are happy to undertake inquiries from telephone instructions, but we would ask that clients give us as much detail as possible to confirm their identity, due to the due diligence we need to perform, to ensure we are acting within legal and moral guidelines and in accordance with the Code of Ethics of the World Association of Professional Investigators in which we hold Corporate Membership. We are able to supply written contracts but in the absence of this, we rely on our telephone contract/verbal agreement. All dates and times of all telephone calls are recorded but securely.