Privacy Policy

1. What Personal Information We Collect

When you interact with our Sites, we may collect both information you provide voluntarily and technical data collected automatically:

A. Information You Voluntarily Provide

• Contact Information: Your name, email address, phone number, organization, and physical address when you subscribe to updates, request policy briefs, or contact us.
• Recruitment Data: Resumes, CVs, cover letters, educational background, and employment history when you apply for a job or consultant opportunity with HSCR-Watch Kenya.
• Donations & Financial Data: Payment and billing information if you contribute financially to support our work.
• Programmatic & Survey Data: Feedback, community monitoring insights, or survey responses submitted through online field portals.

B. Information Collected Automatically

• Technical & Analytics Data: IP addresses, geographical location, browser type, device type, operating system, access times, referring URLs, and pages viewed, gathered automatically through cookies or analytics tools.
• Cookies & Tracking Technology: We use cookies to optimize site navigation and analyse traffic trends. You can manage or disable cookies through your browser settings.

2. Legal Basis & How We Use Your Personal Information

Under the Data Protection Act, 2019 (Kenya), we process your personal data under the lawful bases of consent, legitimate organizational interest, contractual necessity, or statutory compliance.

We use your personal data to:

• Communicate & Update: Send email newsletters, health system reports, press releases, policy briefs, event invitations, and administrative updates.
• Process Recruitment & Applications: Review job and consultancy applications and communicate application statuses.
• Manage Donations & Funding: Process contributions, issue official tax/donation receipts, and maintain financial records.
• Advance Public Health Advocacy & Research: Analyse platform trends and community feedback to refine our health systems monitoring and advocacy strategies.
• Ensure Legal & Fiduciary Compliance: Comply with applicable Kenyan laws, statutory reporting requirements, court orders, or audit demands from regulatory bodies or donors.

3. How Long We Keep Your Personal Information

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Inquiries & Newsletter Data: Kept as long as you remain subscribed or until you request deletion.
• Job Application Data: Retained for the duration of the recruitment process, and for a reasonable period thereafter for auditing purposes or future talent pipeline consideration (unless you request deletion).
• Financial & Grant Records: Kept for the statutory retention period mandated under Kenyan tax and accounting regulations (typically 7 years).

4. Data Sharing & International Transfers

We do not sell or rent your personal information to third parties. We may share your data with trusted partners under strict confidentiality agreements:

• Service Providers & Technical Agents: Third-party vendors providing web hosting, database management, IT support, payment processing, or email delivery.
• Institutional Donors & Auditors: Aggregate or anonymized data shared for donor reporting, research publications, and external audits.
• Regulatory & Legal Authorities: Government agencies, law enforcement, or statutory bodies when required by Kenyan law or court order.

Cross-Border Data Transfers

If your personal data is transferred or stored outside of Kenya (e.g., cloud hosting servers or global donor portals), HSCR-Watch Kenya ensures that appropriate safeguards—such as standard data protection clauses compliant with Section 48 of the Data Protection Act, 2019—are in place.

5. How We Protect Your Personal Information

We deploy technical, physical, and organizational security measures to protect your personal data against unauthorized access, loss, alteration, or disclosure. These measures include encrypted data transmission (SSL/TLS), secure administrative access protocols, and contractual confidentiality obligations with all vendors.

Third-Party Links: Our Sites may contain links to external partner websites (e.g., Ministry of Health portals, international donor databases). HSCR-Watch Kenya is not responsible for the privacy practices or content of third-party sites.

6. Your Data Rights under Kenyan Law

Under the Data Protection Act, 2019 of Kenya, you have the following rights regarding your personal data:

• Right to be Informed: To know how your personal data is being collected and used.
• Right of Access: To request a copy of the personal data we hold about you.
• Right to Rectification: To request correction of inaccurate, incomplete, or outdated information.
• Right to Erasure (“Right to be Forgotten”): To request the deletion of your personal data, subject to legal or statutory retention mandates.
• Right to Object or Restrict Processing: To object to direct marketing communications or request restrictions on how we process your data.
• Right to Data Portability: To request that your data be transferred to you or another organization in a structured, machine-readable format.
• Right to Lodge a Complaint: To raise a complaint with the Office of the Data Protection Commissioner (ODPC) if you believe your privacy rights have been violated.

7. Managing Your Preferences

• Opting Out of Communications: You may unsubscribe from our mailing list at any time by clicking the “Unsubscribe” link at the bottom of any automated email or by contacting us directly.
• Anonymous Donations: If you wish to contribute anonymously, please contact our administrative team before initiating the transaction.

8. How to Contact Us Regarding Privacy

If you have questions, concerns, or wish to exercise your rights under the Data Protection Act, please submit a request to our Data Protection Officer / Administrative Team:

HSCR-Watch Kenya
Attention: Data Protection Officer / Secretariat
Email: info@hscr-watch.org
Address: P.O. Box 22356-00505 Nairobi, Kenya
CBC Centre, Argwengs Kodhek Road
Phone: +254 2026682990/0722723930

To protect your privacy, we may need to verify your identity before fulfilling specific data access or deletion requests.

9. Notification of Changes

HSCR-Watch Kenya reserves the right to update this Privacy Notice to reflect operational, legal, or regulatory changes. Updated versions will be published on this page with a revised “Last Updated” date.