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Kenya Data Protection Act, 2019 Compliant

Event Data Protection & Privacy Notice

This notice explains how the Kenya Wildlife Service (KWS) collects, uses, protects, and disposes of personal data collected during event pre-registration, walk-in check-in, and digital credential issuance.

Effective Date: 1 January 2026•Regulated by the Office of the Data Protection Commissioner (ODPC)

Purpose-Limited

We collect details solely to produce your event credentials, manage venue security, and provide hospitality accommodations.

Secure & Encrypted

Digital passes use tamper-evident cryptographic signatures and encrypted sync without exposing personal contact or medical details in QR codes.

Your Rights Enforced

You retain rights to access your pass, rectify information, or request cancellation and permanent data erasure at any time.

1Data Controller Identity

Kenya Wildlife Service (KWS) is a state corporation established under the Wildlife Conservation and Management Act, 2013, with headquarters situated along Langata Road, P.O. Box 40241 - 00100, Nairobi, Kenya. For all activities conducted via this platform, KWS acts as the Data Controller under Section 2 of the Data Protection Act, 2019.

2Categories of Personal Data Collected

In accordance with the principle of Data Minimisation (DPA Section 25(d)), we collect only the information strictly necessary to administer the event:

CategoryData ElementsStatutory Classification
Identity & ContactFull name, corporate email address, organization/company, job title, optional phone numberStandard Personal Data
Event CredentialTicket tier, pass ID, signed QR token, check-in timestamp, entry gate stationOperational Data
Hospitality NeedsDietary preferences (e.g. Vegetarian, Halal, Kosher, allergies)Sensitive Personal Data (Religious/Health beliefs)
Accessibility NeedsMobility/wheelchair accommodations, sign language interpreter requestsSensitive Personal Data (Health & Disability)
Sensitive Personal Data Notice: In compliance with Part VI of the Data Protection Act, dietary and accessibility requests are collected on a strictly voluntary basis with your explicit consent to ensure your physical safety, barrier-free access, and dietary compliance at the venue.

3Purposes & Legal Bases for Processing

  • Event Admission & Verification (DPA § 30(1)(a)): We process identity and contact details to issue your digital permit/pass, allow gate security to scan and authenticate you, and prevent unauthorized access.
  • Safety & Emergency Headcount (DPA § 30(1)(b)): Arrival timestamps and gate locations are tracked to ensure compliance with physical venue capacity limits and emergency evacuation protocols.
  • Special Accommodations (DPA § 44): Processing of dietary and disability accommodations relies on your explicit, informed consent given during registration.

4Offline Architecture & Technical Safeguards

Because conservation events often take place in national parks or conservation areas with intermittent internet connectivity, this system uses an offline-first architecture:

  • Encrypted Communications: All network transmissions are strictly conducted over HTTPS/TLS encryption.
  • Cryptographic Pass Verification: QR passes carry tamper-evident digital signatures that verify authenticity without embedding readable contact, medical, or dietary details.
  • Protected Offline Storage: On-site gate terminals and verification devices operate with encrypted local storage restricted by authenticated, role-based staff access controls. Local registries are cleared upon event conclusion.

5Third-Party Processors & Data Transfers

KWS engages reputable third-party processors bound by confidentiality and data processing agreements:

  • Authorized Transactional Messaging Providers: Used strictly to dispatch your digital pass link and calendar confirmation.
  • Cloud Database & Hosting: Stored on encrypted enterprise cloud infrastructure complying with recognized international security standards (SOC 2, ISO 27001).

KWS does not sell, rent, or monetize attendee personal information under any circumstance.

6Data Retention & Scheduled Disposal

In accordance with DPA Section 39:

  • Attendee personal data is maintained for the duration of the event and an operational audit period of up to 90 days post-event.
  • Following the audit period, personal contact details and dietary/accessibility requests are permanently purged or anonymized, leaving only non-identifiable aggregated statistics (e.g. total attendance counts).

7Your Statutory Rights under the Data Protection Act

Under Sections 26, 40, and Part V of the DPA, attendees possess the following rights:

Right to be Informed: Transparent notice of how your data is used (provided here).
Right of Access: Review your stored registration and digital pass at any time via pass lookup.
Right to Rectification: Request correction of inaccurate names, job titles, or contact numbers.
Right to Erasure ("Right to be Forgotten"): Request the complete cancellation and deletion of your registration and attendee record.

8Contact & Complaints Escalation

To exercise your data protection rights, request record deletion, or report a concern, contact the KWS Event Secretariat:

Kenya Wildlife Service — Event Data Secretariat

Langata Road, P.O. Box 40241 - 00100, Nairobi, Kenya

Toll-Free Hotline: 0800 597 000

Website: www.kws.go.ke

You also have the statutory right to lodge an inquiry or complaint with the supervisory authority:
Office of the Data Protection Commissioner (ODPC), Nairobi, Kenya — www.odpc.go.ke