Privacy Policy

The Nganya Awards Secretariat ("Organizer," "we," "us," or "our") is dedicated to upholding the highest standards in the collection, processing and safeguarding information of all individuals and entities participating in the Nganya Awards ("Awards"), including nominees, voters, sponsors, exhibitors, vendors, and attendees ("Participants," "you," or "your"). This Privacy Policy outlines the purpose, scope and conditions under which "NGANYA AWARDS" may process your personal information through this website, specifically in relation to your participation in "NGANYA AWARDS' and in compliance with Kenya's Data Protection Act (2019) (as amended) and other applicable laws.

By participating in the Awards, including accessingwww.nganyaawards.com ("Platform"), submitting nominations, voting, purchasing tickets, sponsoring, exhibiting, vending, or attending the Awards ceremony and related events ("Event"), you acknowledge that you have read, understood, and consent to this Privacy Policy.

1. Scope of this Privacy Policy

The personal information you provide via this website is collected and processed solely for the effective administration and management of NGANYA AWARDS' events, activities and related initiatives. These may include, but are not limited to, registration, event participation, surveys, newsletters, third-party platforms (e.g., Tikiti for ticketing), and any other activities or services offered under the auspices of "NGANYA AWARDS".

Personal data refers to any information relating to an identified or identifiable individual, as defined by the Data Protection Act (2019) (as amended).

2. Data We Collect

We collect the following categories of personal data for specified, explicit, and legitimate purposes:

2.1 Data Provided by Participants

• Registration Information: When you sign up for Nganya Awards 2025, enter or participate in our contests, giveaways, competitions and promotion, or attend one of our events, we collect information you provide, such as your name, username, email address, phone number, date of birth and information about your preferences and interests.
• SACCO or company affiliations, job titles, or professional details for nominations, sponsorships, or exhibitions
• Billing and Payment Information: In order to purchase tickets or other offerings provided as part of our paid products and services you will need to provide us payment information, including your credit or debit card number, card expiration date, CVV code and billing address, all processed securely by third-party providers such as Tikiti.
• Identification details: Based on your consent, we may collect and use your personal identification details (e.g., ID numbers) for safety, security and identification purposes, where necessary.
• Content submitted for nominations or promotional materials. If you are a service provider, you may provide us with information about you and the services you provide including photos, videos or descriptions of your service or product.

2.2 Data Collected Automatically

• Internet and Online Activity Information: We collect information about the browser you are using and your IP address. We also collect device identifiers. We may use tracking tools like cookies to automatically collect information about how you interact with our services such as how you interact with emails we send, your browsing on our website, what areas of our website you visit and for how long and what site you came from.
• Usage data (e.g., pages visited, time spent on the Platform) collected via cookies or similar technologies
• Voting or nomination activity logs to ensure fairness and prevent fraud

2.3 Data Collected at the Event

• We collect videos and images recorded by security surveillance of our premises including CCTV automatically when you attend one of our events as a member of the audience for promotional, logistical or archival and security purposes.

2.4 Information we collect from other parties

• Vendors: We receive information from vendors we hire to work on our behalf, such as vendors that host or maintain our website, analyse our services and help us operate them.
• Third Party Partners: Our business partners share information with us such as browser cookie IDs, generated identifiers, mobile device IDs, hashed user information like email addresses, demographic or interest data and content viewed or actions taken. We get information from other parties. We may receive information from business partners when you sign up for one of our events. We work with other business and marketing partners that might also include public and commercial data sources, affiliates, social networks and advertising and analytics providers that share information with us.

We adhere to the principle of data minimisation, collecting only the data necessary for the purposes outlined below.

3. Purposes of Data Collection

We process your personal data for the following purposes:

• Event Operations: We use registration information, information you provide offline, billing and payment information and your messages and feedback to provide and improve the services through creating and managing your account and registrations, authenticating your account and verifying your identity, providing you with customer support and account updates and completing any transactions you request. This helps to process nominations, manage voting, issue tickets, coordinate sponsorships, exhibitions, or vending, and facilitate Event logistics.
• Verification: To verify Participant eligibility, identity, and compliance with the Awards' Terms and Conditions
• Communication: To send updates, notifications, or promotional materials related to the Awards (e.g., nomination status, Event details)
• Promotion and Publicity: We use your information to tailor and send you information about our services, other services that might interest you or tailor ads for you. Our marketing or ads might be for our own Services or for other companies' offers, products or services that we might think you might find interesting which may include using Participant names, likenesses, or submitted materials in marketing materials, with consent where required.
• Managing Safety and Security: We use all categories of personal information to manage safety and security while using the platform. This helps to monitor and prevent fraudulent activities, such as multiple voting or unauthorized accesses to the Platform.This helps to protect the safety, rights and/or integrity of the Services or other third parties, including our users, employees, business partners, customers or other individuals.
• Legal Obligations and Permissions: When necessary, we use all categories of personal information to comply with our legal obligations, including enforcing accounting and tax related obligations ad responding to government and judicial requests. We also use your personal information to exercise our rights and remedies, defend ourselves against legal claims and to comply with and enforce relevant industry standards, our terms, policies and other rights.
• Analytics and Improvement: To analyse Platform usage and Event participation to improve future Awards and user experience

We conduct Data Protection Impact Assessments (DPIAs) for high-risk processing activities, as recommended by the Office of the Data Protection Commissioner (ODPC).

4. Legal Basis for Processing

We process personal data based on the following legal grounds under the Data Protection Act (2019) (as amended):

• Consent: Where you explicitly provide consent (e.g., for promotional use of images or marketing communications)
• Contractual Necessity: To fulfill obligations under the Awards' Terms and Conditions or related agreements (e.g., ticketing, sponsorship)
• Legitimate Interests: For purposes such as fraud prevention, Event security, or Platform analytics, provided your rights are not overridden
• Legal Obligation: To comply with Kenyan laws or regulatory requirements

5. Data Sharing and Disclosure

5.1 Third-Party Service Providers

We may share your data with trusted third parties who provide services for the Awards, such as:

• Ticketing platforms (e.g., Tikiti) for ticket purchases
• IT providers for Platform hosting and maintenance
• Event management or security firms for logistics and safety

These providers are contractually obligated to protect your data and process it only for specified purposes, in compliance with Kenyan law.

5.2 Legal Requirements

We may disclose your data to comply with legal obligations, court orders, or government directives, or to protect the Organizer's rights, property, or safety.

5.3 No Sale of Data

We do not sell, rent, or trade your personal data to third parties for commercial purposes.

5.4 Publicity

With your explicit consent or as permitted by the Terms and Conditions, we may use your name, likeness, or submitted materials for Awards-related promotional activities. You may withdraw this consent at any time.

5.5 Disclosure

NGANYA AWARDS will not disclose your personal information to unauthorized parties. Disclosure may occur only in the following circumstances:

• With your explicit consent
• To trusted third-party service providers for the purpose of facilitating NGANYA AWARDS activities (e.g., event management companies, payment processors)
• If required by law, regulation or legal process
• To protect the rights, property or safety of NGANYA AWARDS or its members

NGANYA AWARDS will ensure that any third parties who process personal information on its behalf are compliant with data protection laws and uphold NGANYA AWARDS' standards of privacy and confidentiality.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, or disclosure, including:

• Encryption of sensitive data during transmission and storage
• Access controls to limit data access to authorized personnel only
• Regular security assessments of the Platform and third-party systems
• Secure payment processing through trusted third-party providers

In the event of a data breach, we will notify the ODPC within 72 hours and affected Participants without undue delay if the breach poses a high risk to rights and freedoms, as required by the Data Protection Act (2019) (as amended).

7. Consent to Processing

By providing your personal information on this website, you expressly and voluntarily consent to NGANYA AWARDS collecting, storing and processing your information for the purposes set out above. Your consent authorizes NGANYA to use your personal information only in ways that are consistent with the intended purpose and in accordance with applicable laws.

You acknowledge and accept that;

• Your personal information may be processed by NGANYA AWARDS staff, authorized representatives and trusted service providers who are subject to confidentiality and data protection obligations
• Your personal information may be stored securely on NGANYA AWARDS systems, including third party cloud platforms, where necessary, to provide efficient services
• Your personal information may be retained for as long as it is needed for NGANYA AWARDS activities or as required by law
• You may receive communications from NGANYA AWARDS, including event invitations, updates and newsletters as part of your participation

8. Withdrawal of Consent

You have the right to withdraw your consent at any time. However, please note that the withdrawal of consent may affect your ability to participate in certain NGANYA AWARDS activities, as some processing of personal information is essential for event management and communication. To withdraw your consent, please contact NGANYA AWARDS via the contact details provided on the website. Upon withdrawal, NGANYA will cease to process your personal information unless required by law or for legitimate record-keeping purposes.

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or to comply with legal obligations:

• Nomination and voting data: Retained for one (1) year post-Event to address disputes or audits, then securely deleted
• Ticketing and payment data: Retained as required by tax laws (typically five years under Kenya's Tax Procedures Act, 2015)
• Promotional materials (e.g., photos, videos): Retained indefinitely for archival or marketing purposes, unless you withdraw consent
• Platform usage data: Retained for up to two (2) years for analytics, then anonymised or deleted

Participants may request deletion of their data, subject to legal retention requirements.

10. Your Rights

Under the Data Protection Act (2019) (as amended), you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data, subject to legal or contractual obligations
• Right to Restrict Processing: Request limitation of data processing in certain circumstances
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Data Portability: Request transfer of your data to another entity, where technically feasible
• Right to Withdraw Consent: Withdraw consent for specific processing activities (e.g., marketing) at any time, without affecting prior lawful processing

To exercise these rights, contact us at info@nganyaawards.com. We will respond promptly, typically within thirty (30) days. We may verify your identity to process your request. If unsatisfied, you may lodge a complaint with the ODPC at info@odpc.go.ke.

11. Cookies and Tracking Technologies

The Platform uses cookies and similar technologies to enhance user experience, analyse usage, and prevent fraud. You may manage cookie preferences through your browser settings, but disabling cookies may affect Platform functionality. For details, see our Cookie Policy on www.nganyaawards.com.

12. International Data Transfers

If personal data is transferred outside Kenya (e.g., to cloud servers or international service providers), we ensure adequate safeguards are in place, such as data protection agreements or binding corporate rules compliant with the Data Protection Act (2019) (as amended), to maintain equivalent protection levels.

13. Minors and Sensitive Information

The Awards does not knowingly collect or process personal information from individuals under the age of 18 without the consent of a parent or legal guardian. If you are under 18, please do not provide personal information through this website unless authorised by your parent or guardian. If sensitive information (such as health data) is collected, it will be processed with heightened care and only for specific, necessary purposes related to NGANYA activities. The Awards are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children without parental consent. If you believe we have collected such data, contact us immediately at info@nganyaawards.com.

14. Data Protection Officer

For data protection inquiries, contact our designated Data Protection Officer at dpo@nganyaawards.com.

15. Updates to this Privacy Policy

NGANYA AWARDS reserves the right to amend this General Policy to reflect changes in our practices, legal requirements, or amendments to the Data Protection Act as required. Updates will be posted on www.nganyaawards.com, with the "Last Updated" date revised. Please review this statement periodically to stay informed about how your personal information is processed.

16. Acceptance

By providing your personal information on this website and engaging with NGANYA AWARDS activities, you acknowledge that you have read, understood and accepted the terms of this General Privacy Policy. You understand that your participation is subject to these conditions and that you have the right to withdraw your consent at any time in accordance with the procedures outlined above.

If you do not agree with any aspect of this statement, please refrain from submitting personal information or participating in NGANYA AWARDS' activities facilitated through this website.

This statement is issued in accordance with the relevant data protection regulations and reflects NGANYA AWARDS' ongoing commitment to ethical and lawful processing of personal information for the benefit of its members and stakeholders.

17. Contact Us

For questions, concerns, or to exercise your data protection rights, contact:

You may also lodge a complaint with the Office of the Data Protection Commissioner of Kenya if you believe your rights have been violated.