1. Introduction

Your right to privacy is protected under Article 31 of the Constitution of Kenya (2010), which guarantees every individual the right to privacy. We also comply with the provisions of the Data Protection Act (2019), which regulates the collection, processing, storage, and sharing of personal data in Kenya.

2. Information We Collect

When you register for the Summit, we collect the following personal information to facilitate your participation and event management:

• Title, First Name, and Other Names
• Email address and Phone number
• Organization type and Institution name (if applicable)
• Job title or role
• Registration category (e.g., Exhibitor, Delegate, Speaker, or Student)
• Areas of professional or personal interest, including any Other Interests you specify
• National ID or Passport Number
• Scanned copy of your National ID or Passport
• Passport photograph
• Accessibility or dietary needs (if provided)
• Preference for receiving updates and communications
• Confirmation of consent to this Privacy Policy

3. How We Use Your Information

Your personal data is processed for the following lawful purposes:

• To register, verify, and confirm your participation in the Summit
• To communicate event updates, schedules, and logistical information
• To personalize your Summit experience according to your interests and category
• To facilitate professional networking and engagement (with your consent)
• To comply with applicable legal, regulatory, and contractual obligations
• To evaluate and improve our event management systems and related services

4. Information Sharing and Disclosure

We do not sell, rent, or lease your personal information to any third parties. Your data may only be shared in the following limited circumstances:

• With your explicit consent: For example, to include your professional details in an event directory or networking platform.
• With authorized service providers: Such as email communication tools, event platforms, or data processors, solely for operational purposes under binding confidentiality and data protection agreements.
• For legal or regulatory compliance: When required by law, court order, or government directive, including obligations under the Data Protection Act (2019).

5. Data Security

We implement reasonable organizational and technical safeguards to protect personal data from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure Sockets Layer (SSL) encryption for all online data transmission
• Limited access to personal data by authorized personnel only
• Periodic system audits and reviews of our data handling practices

6. Your Rights

In accordance with the Constitution of Kenya (2010) and the Data Protection Act (2019), you have the following rights regarding your personal data:

• Right to access – to request a copy of the data we hold about you
• Right to rectification – to correct inaccurate or incomplete information
• Right to erasure – to request deletion of your personal data where appropriate
• Right to restriction – to request limitation of how your data is processed
• Right to object – to object to certain types of processing, including direct marketing
• Right to withdraw consent – to withdraw your consent for communications or data processing at any time
• Right to lodge a complaint – to the Office of the Data Protection Commissioner (ODPC) if you believe your data rights have been violated

7. Data Retention

We retain your personal data only for as long as is necessary to fulfill the purposes for which it was collected, or as required by law. Retention periods may vary depending on statutory obligations, record-keeping needs, or consent for future event communications. Upon expiry of the retention period, personal data will be securely deleted, destroyed, or anonymized.

8. Changes to This Policy

We may amend this Privacy Policy periodically to reflect legal, operational, or service changes. Updates will be posted on this page with a revised “Last Updated” date. Continued use of our registration platform or participation in the Summit after such changes constitutes your acknowledgment and acceptance of the updated policy.

9. Compliance with Kenyan Law

This Privacy Policy is governed by the laws of Kenya and aligns with:

• Article 31 of the Constitution of Kenya (2010): Protection of the right to privacy.
• The Data Protection Act, 2019: Regulation of personal data collection, processing, and protection within Kenya.

Contact Us

For any questions, data access requests, or concerns regarding this Privacy Policy or how your personal data is processed, please contact Ministry of Information, Communications & The Digital Economy:

• Email: softwaresummit@ict.go.ke
• Address: GPO Telposta Towers, Koinange Street
• Postal Address: P.O. Box 30025-00100, Nairobi, Kenya
• Attention: Software Summit team