Privacy Policy

1. Information We Collect

1.1 Personal Information

When you purchase a ticket for the Nairobi SAPE Gala 2026, we collect the following personal information:

• Name: Full name as it appears on your identification
• Email Address: For ticket delivery and event communications
• Phone Number: For contact purposes and event updates
• Payment Information: Bank transfer information needed to complete your order. Card details are not collected on this website until a certified payment processor is integrated.

1.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and device information
• Browser type and version
• Pages visited and time spent on our website
• Referring website or source
• Date and time of your visit

1.3 QR Code & Check-In Data

Upon ticket purchase, we generate a unique QR code for your ticket. At the event, we collect check-in data including timestamp and entry validation status.

2. How We Use Your Information

2.1 Primary Uses

We use your personal information for the following purposes:

• Ticket Processing: To generate your ticket, process payment, and deliver your ticket via email
• Event Management: To manage event attendance, check-in procedures, and guest lists
• Communication: To send you event confirmations, updates, reminders, and important announcements
• Customer Support: To respond to your inquiries and provide assistance
• Security: To verify identity at entry and prevent fraud or unauthorized access

2.2 Marketing Communications (Optional)

With your explicit consent, we may send you marketing materials about future SAPE Gala events. You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

3. Data Storage & Security

3.1 Storage Methods

Your personal data is stored securely using:

• Cloud Databases: Firebase Firestore with encryption at rest and in transit
• Local Storage: Browser localStorage is limited to non-sensitive preferences such as theme selection.
• Encrypted Backups: Regular backups stored in secure, encrypted cloud storage

3.2 Security Measures

We implement industry-standard security practices to protect your data:

• SSL/TLS encryption for all data transmission
• Secure password hashing and authentication
• Access controls limiting data access to authorized personnel only
• Regular security audits and vulnerability assessments
• Firewall protection and intrusion detection systems

3.3 Payment Security

We do not collect or store credit card information on this website. Until a certified payment processor is integrated, card entry remains disabled. Only order details, ticket records, and transfer-related confirmation information are retained.

4. Data Sharing & Third Parties

4.1 Who We Share With

We may share your personal information with the following third parties:

• Payment Processors: Payment gateway providers for transaction processing
• Email Service Providers: For sending ticket confirmations and event communications
• Cloud Hosting Providers: Firebase/Google Cloud Platform for data storage and hosting
• Event Vendors: Venue management, security personnel, and caterers (only information necessary for event execution)

4.2 Data Protection Agreements

All third-party service providers are required to maintain appropriate data protection standards and are contractually obligated to protect your personal information.

4.3 We Never Sell Your Data

5. Your Data Rights

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

5.1 Right to Access

You have the right to request a copy of all personal data we hold about you.

5.2 Right to Rectification

You can request correction of any inaccurate or incomplete personal information.

5.3 Right to Deletion

You can request deletion of your personal data, subject to legal and contractual obligations (e.g., ticket purchase records may need to be retained for accounting purposes).

5.4 Right to Restriction

You can request that we limit the processing of your personal data under certain circumstances.

5.5 Right to Data Portability

You can request a copy of your data in a structured, commonly used, and machine-readable format.

5.6 Right to Object

You can object to processing of your personal data for marketing purposes at any time.

5.7 How to Exercise Your Rights

To exercise any of these rights, please contact us at events.sapegala@gmail.com with your ticket ID or registered email address. We will respond to your request within 30 days.

6. Data Retention

6.1 Retention Period

We retain your personal information for the following periods:

• Ticket & Transaction Data: 7 years for accounting and legal compliance purposes
• Email Communications: Until you unsubscribe or request deletion
• Marketing Consent: Until you withdraw consent
• Website Analytics: 26 months (aggregated and anonymized)

6.2 Data Deletion

After the retention period expires, or upon your request (where applicable), we securely delete or anonymize your personal data.

7. Cookies & Tracking

7.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. They help us improve your browsing experience and analyze website traffic.

7.2 Types of Cookies We Use

• Essential Cookies: Required for basic website functionality (theme preferences, session management)
• Analytics Cookies: Help us understand how visitors use our website (Google Analytics, if implemented)

7.3 Managing Cookies

You can control and delete cookies through your browser settings. However, disabling essential cookies may affect website functionality.

8. Photography & Media Consent

Professional photographers and videographers will be present at the Nairobi SAPE Gala. By attending, you consent to:

• Being photographed or recorded at the event
• Use of your image in event promotional materials, social media, and marketing
• Publication of photos on our website and social media channels

If you do not wish to be photographed, please inform event staff upon arrival, and we will make reasonable efforts to accommodate your request.

9. Children's Privacy

The Nairobi SAPE Gala is an adult event (18+ years). We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have collected data from a minor, we will take steps to delete it promptly.

10. International Data Transfers

Your personal data may be transferred to and stored on servers located outside Kenya (e.g., Google Cloud Platform data centers). We ensure that such transfers are protected by appropriate safeguards, including:

• Standard Contractual Clauses approved by data protection authorities
• Transfers to countries with adequate data protection laws
• Compliance with international data protection frameworks

11. Data Breach Notification

In the unlikely event of a data breach that may compromise your personal information, we will:

• Notify affected individuals within 72 hours of becoming aware of the breach
• Report the breach to the Office of the Data Protection Commissioner (ODPC) Kenya
• Take immediate steps to contain and remediate the breach
• Provide guidance on steps you can take to protect yourself

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify you via email if changes materially affect your rights
• Post a notice on our homepage for 30 days

We encourage you to review this Privacy Policy periodically.

13. Regulatory Compliance

13.1 Kenya Data Protection Act, 2019

We comply with all provisions of the Kenya Data Protection Act, 2019, including registration with the Office of the Data Protection Commissioner (ODPC).

13.2 Data Protection Officer

For data protection inquiries, you may contact our Data Protection Officer at:

Email: events.sapegala@gmail.com

14. Filing a Complaint

If you believe your data protection rights have been violated, you have the right to lodge a complaint with: