Effective Date: January 10th, 2025
1. Introduction
Kenya Women and Children’s Wellness Centre (referred to as “KWCWC”, “we”, “our”, or “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal data in accordance with the Kenyan Data Protection Act, 2019, and other applicable data protection laws.
We encourage you to read this Privacy Policy carefully. If you have any questions or concerns, please contact us using the details provided in section 16 below.
2. Who We Are
KWCWC is a not-for-profit organization based in Nairobi, Kenya, committed to the health, safety, and empowerment of women, children, and communities. Through our medical services, psychosocial support, training, and advocacy, we collect and process data to deliver care and achieve our mission.
- Website: https://kwcwc.org
- Email: info@kwcwc.org
- Address: Mirema Drive, Off Northern Bypass, Thome, Nairobi, Kenya
3. Scope of This Privacy Policy
This Privacy Policy applies to:
- All visitors and users of our website (https://kwcwc.org)
- Survivors and beneficiaries of our programs and services
- Donors, partners, and volunteers
- Job applicants and staff
- Any person whose data is shared with us directly or indirectly through third-party engagements
4. What Personal Data We Collect
We collect and process various categories of personal data depending on your interaction with us:
A. General Website Visitors:
- IP address
- Device and browser type
- Referring website
- Pages visited and time spent (via cookies or analytics)
B. Survivors and Service Beneficiaries:
- Full name
- Gender
- Date of birth or age
- Contact details (phone, email)
- Location information (residence or region)
- Details about the incident (GBV case details, health history, medical notes)
- Emergency contact
- Psychosocial and legal service records (if provided)
Note: This includes sensitive personal data under the law.
C. Donors and Supporters:
- Full name
- Email address
- Donation amount and method
- Billing address and payment details (processed through secure third-party platforms)
D. Volunteers and Job Applicants:
- Curriculum vitae (CV)
- Contact details
- Qualifications and employment history
- References
E. Event and Program Participants:
- Name, contact information, and demographic data
- Photos or videos (with consent)
5. How We Collect Your Data
We collect your data through:
- Online forms or contact submissions
- Service intake and registration processes
- Referral partners and healthcare providers
- Third-party donation platforms (e.g., mobile money or payment gateways)
- Cookies and analytics tools on our website
- CVs or applications submitted for employment or volunteering
- Consent forms at workshops, events, or support sessions
6. Lawful Basis for Processing
We process personal data based on one or more of the following lawful grounds:
- Consent: Where required, we seek explicit consent (e.g., for sharing survivor stories or photos).
- Legal Obligation: For record-keeping, donor reporting, or safeguarding.
- Legitimate Interests: For internal operations such as fundraising, impact monitoring, or communication.
- Vital Interests: To protect someone’s life or safety, especially in emergency cases.
- Contractual Obligation: When entering into employment or donor agreements.
We maintain documented records of all consents obtained.
7. How We Use Your Data
Your data may be used to:
- Provide medical, psychosocial, or legal services to survivors
- Deliver program support and humanitarian aid
- Manage donor records, send acknowledgments and fundraising appeals
- Respond to inquiries and provide customer service
- Improve our website, programs, and communication strategies
- Maintain internal records and comply with audits
- Ensure safety and safeguarding in all engagements
- Process job or volunteer applications
We never sell or rent your personal data.
8. Who We Share Your Data With
We may share your personal data only where necessary and under strict confidentiality agreements:
- Healthcare and Social Service Providers: For referrals and coordinated care
- Legal Aid Partners: For legal support (with consent)
- Donor Agencies and Grant Funders: Aggregated and anonymized impact reporting
- Technology Vendors: Hosting providers, email services, analytics tools (under data processing agreements)
- Regulatory Authorities: If required to comply with a legal obligation or law enforcement investigation
Where possible, all data shared is anonymized or pseudonymized to protect identities.
9. Data Retention
We retain your data only for as long as necessary for the purpose for which it was collected:
- Survivor Records: Up to 10 years (to support continuity of care and comply with healthcare regulations)
- Donor and Financial Records: At least 7 years (for audit and tax purposes)
- Job Applications: 12 months unless otherwise agreed
- Website Analytics: Typically 12–24 months in anonymized format
After the retention period, data is securely deleted or anonymized.
10. Your Data Protection Rights
Under the Kenya Data Protection Act and international best practices, you have the right to:
- Access your personal data
- Correct any inaccuracies in your data
- Delete your data (subject to legal exceptions)
- Object or restrict data processing
- Withdraw consent at any time
- Lodge a complaint with the Office of the Data Protection Commissioner (ODPC)
To exercise any of your rights, contact us at info@kwcwc.org.
ODPC Contact Details:
Office of the Data Protection Commissioner (ODPC)
P.O. Box 30920 – 00100, Nairobi
Email: info@odpc.go.ke
Website: https://www.odpc.go.ke
11. Cookies and Tracking Technologies
Our website uses cookies to:
- Improve user experience
- Analyze site usage
- Remember preferences
By using our site, you consent to our use of cookies. You may manage or disable cookies through your browser settings. Some site features may not function properly without cookies.
12. Data Security
We use administrative, technical, and physical safeguards to:
- Prevent unauthorized access, alteration, or disclosure
- Securely store personal and sensitive data
- Train staff on confidentiality and data protection
In the event of a data breach, we will notify affected individuals and the ODPC within the timeframes prescribed by law.
Where necessary, we conduct Data Protection Impact Assessments (DPIAs) for high-risk processing activities.
13. International Data Transfers
Although we are based in Kenya, some of our third-party providers (e.g., cloud platforms, mailing systems) may store data outside Kenya. In such cases, we ensure that appropriate safeguards (such as Standard Contractual Clauses or other legal mechanisms) are in place.
14. Privacy of Children
We do not knowingly collect data from children under 18 without parental or guardian consent. If you believe we have mistakenly collected data from a minor without such consent, please contact us and we will take immediate action.
15. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy. When we do, we will:
- Post the revised version on our website
- Update the “Effective Date” above
- Notify users via email or website notice if significant changes are made
We encourage you to review this policy regularly.
16. Contact Us
For any questions, requests, or complaints related to this Privacy Policy or your personal data:
Kenya Women and Children’s Wellness Centre (KWCWC)
Mirema Drive, Off Northern Bypass, Thome, Nairobi, Kenya
📧 Email: info@kwcwc.org
🌐 Website: https://kwcwc.org