Introduction

Your personal information collected through various methods (data collection methods explained in section 3 of this policy) is used by Africa Animal Welfare Conference (AAWC) secretariat in compliance with the principles of data protection of personal information.

This Privacy Policy explains how we use your personal information that we collect through our websites (contact forms, conferences or workshops registration forms), social media platforms, during meetings (workshops, conferences, seminars) and contacts’ exchange between AAWC secretariat and potential partners. This information may be provided to us directly by you or by someone acting on your behalf, for example, your assistant or colleague may provide us with your contact information for registration at a conference or workshop.

1. Our Commitment to the privacy and protection of your personal information
Since we understand the importance of protecting your personal information, we are always committed to being transparent and fair when collecting and using your personal information.

We endeavor to always comply with the data protection laws that apply in Kenya and all the countries where we operate.

2. Types of data that we collect from you

The type of personal information that we could collect from you will depend on the purpose for which it is collected. For instance, the information that may collect from may include:

• Title (Mr, Mrs, Miss, Ms, Prof, Dr, etc
• Full name
• Phone number
• Email address
• Your gender
• Address (Town, Postal/Zip Code, Country, Street etc)
• Your preferred communication preferences with us
• Details of how you would like to get involved in our Animal Welfare activities (donations, volunteering, etc).
• Photographs or digital images (e.g. photos taken at events that we organize or partner with other stakeholders).
• Videos recorded during conferences, workshops and other events organized by ANAW.
• Copies of passports for the purposes of travel arrangements and accommodation during conferences and workshops organized by Africa Network for Animal Welfare (ANAW).

Please note: The purpose for which we collect your personal information determines the type of information we collect. For instance, to receive our monthly animal welfare updates, we only ask for your name and email address. If registering for a conference or workshop, we will request you to provide more information to process your registration as well as for statistical and/or reporting purposes.

Cookies - A cookie is a small text file that is automatically placed onto your device via the browser that you use to access a website that you visit. We use cookies to help you navigate through the pages on our website. Cookies do not collect personally identifiable information about you. We use cookies to help us monitor traffic on our website. This will help us better tailor our website content to provide you with products and content that we think may be of interest to you.

3. When and how we collect your personal information (Data Collection Methods and Instances)

We may collect your personal information in several ways. These include:

• Through our website. (Africa Animal Welfare Conference - https://www.aawconference.org).
  • You may submit your personal information through the various online forms embedded on this website that include:
    • Making a donation – We only collect important information to process the payments through the payment gateway
    • While registering to attend a conference/meeting/workshop
    • While submitting feedback or queries through our contact’s form and surveys
    • Through any other form that may be configured on this website in future to collect personal information for events attendance or any other purpose.
• From the information you provide to us when you interact with us during events, meetings, conferences, workshops or seminars. This information can be acquired through filing of attendance registration or through contacts exchange between an employee and a potential partner.
• Subscribing to our newsletters to receive updates relating to our work either through the website or through workshops, conferences and meetings.
• When making an enquiry either through web-based feedback forms, social media platforms, telephone conversations, or email enquiries.
• Occasionally we may obtain contact information of potential supporters either from external organizations or through online searches to send out fundraising appeals. We will only send out communications to individuals or organizations whom we believe might be interested in animal welfare and environmental conservation initiatives or those whom we believe are interested in hearing from us. We also provide an option to opt out of our fund-raising mailing lists at any time. If an email communication does not contain an opt-out link, you may request to be removed from these communications through dataprotection@aawconference.org.
• Through social media engagements
• Through requests to publish articles in our magazine

4. How and why we use your personal information

• To keep you updated on our work.
• To send you information on our upcoming events, workshops, seminars or meetings for your participation
• To send you communications regarding a past event, conference, workshop, or meeting that we perceive that the deliberations and decisions arrived at during such an event may be of interest to you.
• To send you fund raising campaigns to support our animal welfare and environmental conservation initiatives
• To send you appreciation letters or emails once you donate through our websites or through any other means.
• To send you appreciation notes for participating in our conferences, workshops, meetings, or any other event organized by us
• To send you requests to participate in a survey.
• To respond to any communication that you engage us in.
• In cases where you have submitted an article for our magazine, your personal and some professional information will be published in the magazine as a contributor to that article(s). The type of your personal and professional information published will be guided by industry standards and general practices.
• If registering for a conference or workshop, we may use your information to for statistical and/or reporting purposes. We only publish the following information on the conference reports: your name, organization and country.
• Photos and videos of delegates taken or recorded during our conferences or any of our events may be used on our websites and social media pages . These could be group photos or individual photos taken during such events.

5. How We Keep Your Data Safe

Our data storage servers are installed with security controls that are designed to maintain data confidentiality, integrity and an appropriate level of availability. We have put in place organizational and technical measures to safeguard and protect the personal information that we collect and process.

Third Parties
We will never trade or sell your personal information with any third party. It is our policy not to share your personal information with any individual or organization except when we have your express permission to do so or when the law requires it.

Below are special cases and instances when we may share your information:

• With your consent to share your information with an individual or organization.
• When you give us your consent to share your feedback or comments on certain topics on our websites, social media platforms or print media. In such cases, you will be able to give your consent by either using a checkbox on the online feedback and registration forms or through email communications requesting for your express permission to have your names, organization and position published alongside your comments or feedback.
• With government authorities as required or ordered by these authorities or applicable laws or regulations
• When you write an article for our magazine, we may share some basic personal information and professional details guided by industry standards and general practices.
• When you give us the consent to share your products and services for marketing or awareness creation on our posters, social media platforms, websites, newsletters, and print media and provide us with your contact information alongside these products and services.

6. Legal bases for the processing Your Personal Data

Your Consent – When you provide us with your personal information through the methods outlined in section 3 of this policy, we will send you communications that are relevant to our work through our various communications channels. However, you can withdraw your consent at any time by writing to us through dataprotection@aawconference.org indicating that you wish to stop receiving all or specific set of communications from us.

To execute a contract – When you purchase a product or service from us either through website or other means, we will need to process your personal information so that we deliver your products or services.

As a Legal Obligation – In some cases, we may need to process and keep some records to comply with existing laws and regulations

7. Your data protection rights

We are always committed to ensuring that your rights are upheld when we process and store the information you give to us. Below are your data protection rights:

• The right to access a copy of information that we hold about you
• The right to correct or update the information that we hold about you. If you suspect that the information that we hold about you is inaccurate, incomplete or out of date you may send us a request to update/correct it.
• The right to withdraw your consent at any time. You may write to us indicating that you wish to withdraw your consent to process your information.
• The right to have your personal information deleted from our files and databases.
• The right to request us to restrict the use of your personal information. You have a right to ask us to restrict the processing and use of some or all your personal information.

To exercise any of the above rights, please write to us through dataprotection@aawconference.org with the specific request.

8. How long do we keep your data?

The length of time each category of data will be retained depends on the following

• How long we need to process it for
• The reason for which it was collected
• Any existing statutory requirements and obligations

We only hold your personal information on our systems for as long as is necessary for the purposes it was collected as outlined in section 6 of this policy. During this retention period, we endeavor to keep your information safe as described in section 7 of this policy.

When certain information is no longer required, we will securely delete it from both our storage platforms.

9. Protecting children’s privacy

We always endeavor to protect the privacy of children while collecting and processing personal information. At ANAW, we carry out programmes that are geared towards promoting animal welfare in schools. We therefore collect some information on children for such purposes. In such cases, we shall always ensure that we obtain consent from a parent/guardian or a teacher within which we carry out such programmes.

10. Transferring Data

Our data is stored in the servers located in United States and Kenya. In some cases, data may be transferred between these two locations whenever the need arises. However, we ensure high integrity, fairness and transparency while handling your information.

11. Changes / Reviews to This Privacy Policy

A review may be necessitated by changes in our operations, introduction of new ICT systems or changes in data protection regulations.

Any updated version of this Policy will be uploaded on this page.

11. Data Protection Unit - Contacts

We are committed to protecting your personal information at all levels. If you have any concerns about how we handled your personal information or if you have any questions or concerns about this Privacy Policy, please contact us through any of the following channels:
Email address dataprotection@aawconference.org

Cellphone: +254 – (0) 798 452 625