Privacy Policy

Section 01

Who We Are

- Mt Kenya Network Forum ("MKNF," "we," "us," or "our") is a growing network operating in the Mt. Kenya region of Kenya. We work to advance environmental conservation, climate resilience, renewable energy, and social justice through community-led initiatives.

- This Privacy Policy applies to our website at mtkenyanetworkforum.org and all services, communications, and interactions associated with it.

- Mt Kenya Network Forum is committed to complying with the Kenya Data Protection Act, 2019 (DPA 2019) and all associated Data Protection Regulations issued by the Office of the Data Protection Commissioner (ODPC).

Section 02

Information We Collect

We collect personal information in the following ways:

a) Information You Provide Directly

When you use our contact form, send us an email, or interact with our MKNF Assistant chatbot, you may provide:

• * Full name
• * Email address
• * Phone number
• * Subject and content of your message
• * Your county or region (if you choose to share it)
• * Your organization or affiliation (if relevant)

b) Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, including:

• * Your IP address and approximate geographic location
• * Browser type and version
• * Pages visited and time spent on the site
• * Referring website (how you found us)
• * Date and time of your visit

c) Information From Third Parties

We may receive information about you if you interact with us through a partner organization, event, or referral. We handle all such information in accordance with this Policy.

Section 03

How We Use Your Information

We use the information we collect for the following purposes:

• - To respond to your enquiries, messages, and requests for information
• - To process partnership, collaboration, or network membership requests
• - To send you updates, newsletters, or event invitations where you have consented
• - To improve the functionality, content, and user experience of our website
• - To monitor and analyse website performance and usage patterns
• - To comply with our legal obligations under Kenyan law
• - To protect the security and integrity of our systems and communications

We will never use your information for automated decision-making that significantly affects your rights or interests without your explicit consent.

Section 04

Legal Basis for Processing

Under the Kenya Data Protection Act 2019, we rely on the following lawful bases for processing your personal data:

• * Consent: Where you have given us clear consent to process your information for a specific purpose (e.g., subscribing to updates).
• * Legitimate Interests: Where processing is necessary for our legitimate interests as a network organisation, such as responding to enquiries and improving our services.
• * Legal Obligation: Where we are required to process data to comply with Kenyan law or regulatory requirements.
• * Contractual Necessity: Where processing is necessary to fulfil a partnership agreement or formal collaboration arrangement.

Section 05

How We Share Your Information

We do not sell your personal information. We do not share your data for advertising or commercial purposes.

We may share your information with:

• - Our team members and volunteers on a need-to-know basis to respond to your enquiry or support your request
• - Trusted service providers who help us operate our website or manage communications (e.g., email hosting providers), under strict data processing agreements
• - Partner organisations only where you have explicitly asked us to make an introduction or referral
• - Legal or regulatory authorities where we are required to do so by Kenyan law, court order, or government regulation

Any third parties with whom we share data are required to handle it in a manner consistent with this Privacy Policy and applicable data protection law.

Section 06

Cookies & Analytics

Our website may use cookies — small text files stored on your device — to improve your browsing experience. These may include:

• - Essential cookies: Necessary for the site to function correctly
• - Analytics cookies: Used to understand how visitors use our site (e.g., Google Analytics or similar tools)
• - Preference cookies: Used to remember your settings and preferences

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of parts of this website.

Section 07

Data Retention

We retain your personal information only for as long as is necessary for the purpose it was collected, or as required by Kenyan law.

• - Contact enquiries: Retained for up to 2 years from the date of last communication
• - Partnership or network records: Retained for the duration of the partnership and up to 3 years thereafter
• - Newsletter subscribers: Retained until you unsubscribe or withdraw consent
• - Analytics data: Typically anonymised and retained as per the service provider's policy

After the relevant retention period, personal data is securely deleted or anonymised.

Section 08

Your Rights

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

• * Right of Access: You may request a copy of the personal data we hold about you.
• * Right to Rectification: You may ask us to correct inaccurate or incomplete data.
• * Right to Erasure: You may request that we delete your personal data where there is no compelling reason for its continued processing.
• * Right to Restriction: You may ask us to limit how we use your data in certain circumstances.
• * Right to Data Portability: You may request that your data be transferred to another organisation in a structured, commonly used format.
• * Right to Object: You may object to our processing of your data where we rely on legitimate interests.
• * Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us using the details in Section 13. We will respond to your request within 21 days in accordance with the DPA 2019.

If you believe we have not handled your personal data correctly, you have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) at www.odpc.go.ke.

Section 09

Data Security

We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure. These measures include:

• * HTTPS encryption on our website
• * Restricted access to personal data within our team
• * Secure email and communication practices
• * Regular review of our data handling processes

While we strive to protect your data, no transmission over the internet or electronic storage method is 100% secure. We encourage you to use caution when sharing sensitive information online.

In the event of a data breach that poses a risk to your rights and freedoms, we will notify the ODPC and affected individuals as required by the DPA 2019.

Section 10

Children's Privacy

Our website and services are not directed at children under the age of 18. We do not knowingly collect personal data from minors.

If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately and we will take steps to delete that information.

Section 11

Third-Party Links

Our website may contain links to external websites, partner organisations, or resources. Once you follow a link to another site, this Privacy Policy no longer applies. We encourage you to review the privacy policies of any third-party sites you visit.

We are not responsible for the privacy practices or content of third-party websites.

Section 12

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or website functionality. When we do, we will update the "Last updated" date at the top of this page.

We encourage you to review this Policy periodically. Continued use of our website after changes are posted constitutes your acceptance of the revised Policy.

For significant changes, we will make reasonable efforts to notify you directly where we hold your contact information.

Section 13

Contact Us

If you have questions, concerns, or requests relating to this Privacy Policy or your personal data, please reach out to us:

You may also contact the Office of the Data Protection Commissioner (ODPC) if you have unresolved concerns: www.odpc.go.ke