Freelancer's Guide to Ethical Domain Management in Kenya
Freelancers are the unsung heroes of Kenya’s digital economy, they help in;
- building websites
- launching e-commerce platforms
- helping small businesses get online
In the process, many freelancers take on technical responsibilities like registering domains and setting up hosting. While this may seem like part of their job, mishandling domain ownership can create serious trust issues, legal risks, and reputational damage.
This guide outlines how Kenyan freelancers can manage client domains ethically, legally, and professionally—while also protecting their own business interests.
Why Ethical Domain Management Matters
Clients entrust you with their brand, their visibility, and sometimes even their livelihood. A domain name isn’t just a web address—it’s their digital identity. If a domain is registered incorrectly, it can lead to:
- Ownership disputes
- Website/email outages
- Lost clients and bad reviews
- Lawsuits or ADRP claims under KeNIC’s policies
Handling domain management ethically not only protects your clients—it builds trust and separates you from less responsible competitors.
Common Mistakes Freelancers Make
Domain Ownership Is a Security Risk—Not Just a Formality
A freelancer was hired to set up a website for a client and took it upon himself to register the domain.
Instead of consulting the client or using their details, he registered it under his own name for convenience. Months later, the domain was flagged as part of a fraud scheme. Because his name was on the registration, he became the point of contact—and the one held responsible. What seemed like a harmless shortcut turned into a serious legal and reputational mess.
While it may be faster or easier, this makes you the legal owner. If the client ever asks for control and you hesitate or delay, it can escalate into a legal or reputational crisis.
Some of the common mistakes include:
1. Using Personal Emails for Registration
If you register a client’s domain using your personal email, they may struggle to access it later.
2. Not Setting Auto-Renewal
If a domain expires because you forgot to renew it, the client may lose their website and emails—sometimes permanently.
3. Withholding Domain Access as Leverage
Using domain access to pressure clients may destroy trust.
4. Failing to Educate the Client
Many small business owners don’t understand how domain ownership works.
If you don’t explain it, they may blame you for issues that arise later.
Best Practices for Freelancers
1. Register Domains in the Client’s Name
Always use the client’s full legal name and official email during domain registration.
If they don’t have an email, help them create one first.
2. Provide Documentation
After registration, send the client a secure document (PDF or Google Doc) containing:
- Registrar name and URL
- Login credentials
- Renewal settings
- Domain expiration date
3. Use Reliable Registrars
Use accredited registrars Hostafrica.ke
4. Set Up Auto-Renewals
Enable auto-renew and inform the client. Offer a yearly reminder or calendar invite.
5. Add Domain Management to Your Scope of Work
Clearly outline what’s included:
- Who owns the domain
- Who is responsible for renewal
- What happens if the client stops paying
This avoids miscommunication and protects both parties.
6. Transfer Ownership Promptly
If you initially register the domain on behalf of the client, transfer ownership immediately after payment.
7. Use Project Management Tools
Tools like Google Sheets can help track:
- Which client owns which domain
- When domains are set to expire
- Renewal status and billing reminders
Handling Disputes the Right Way
If a dispute arises:
- Stay calm and professional
- Provide documentation of registration and agreements
- Refer the client to KeNIC’s ADRP if the domain is .ke
- Offer to transfer control immediately if it’s ethically or contractually owed
Never threaten to take down a client’s site.
It damages your reputation and may violate local regulations.