1. Who this policy covers
This policy applies to visitors, applicants, learners, volunteers, event participants, donors, institutional contacts, practical-learning participants and other people who use this website. Kilimo Corps Africa operates the website and Kilimo Corps Africa Institute provides the learning services described here. The organisation is confirming the final legal-controller allocation for each activity; until that governance review is complete, privacy enquiries are handled centrally through info@kilimocorps.org.
2. Information we collect
Depending on the service, we may collect identity and contact details, account credentials, application answers, enrolment and attendance information, learning progress, assessment attempts, practical evidence, supervisor reports, accessibility requests, credentials, feedback, enquiries, contribution records and communication choices. Required fields are identified on each form. Optional information should be provided only when relevant.
3. How we collect it
Information is collected when you submit a form, create or use an account, participate in learning or assessment, upload evidence, communicate with us, or when an authorised instructor or supervisor records a verified activity. Essential technical information may also be processed to secure sessions, prevent misuse and operate the service.
4. Why we use information
- To respond to enquiries and applications.
- To create and secure learner accounts.
- To deliver courses, assessments, learner support and practical learning.
- To issue and verify appropriate credentials.
- To administer events, volunteering and institutional training.
- To maintain security, audit records and service quality.
- To send optional newsletters or updates where you have chosen them.
- To meet legal obligations and protect people where this is necessary.
5. Lawful grounds
The applicable ground depends on the activity. It may include taking steps at your request, performing a learning or service arrangement, consent for optional communications or public portfolio evidence, legitimate interests in secure and effective administration, or a legal obligation. Withdrawing optional marketing consent does not end your course access. Where a lawful ground still requires institutional review, it is recorded internally rather than presented here as a settled legal conclusion.
6. Learner and practical records
Course completion is not treated as proof of practical competence. Learner-submitted evidence, supervisor-verified evidence, institution-verified evidence and publicly shareable evidence are kept distinct. Private learner records are restricted to authorised roles. Optional portfolio evidence is not made public without the learner’s affirmative choice.
7. Sharing and processors
Information may be accessible to authorised staff, instructors, assessors or practical supervisors where their work requires it. Technical providers may process information to host, secure, store or communicate the service. The provider and international-transfer register is under institutional verification; this policy does not claim that all processing remains in Kenya or name an unverified provider. Information is not sold.
8. Retention
Information is retained only for as long as required for the stated purpose, learner-record integrity, credential verification, security, legal obligations and approved institutional needs. Category-specific periods remain subject to formal institutional and legal approval. No credential or necessary academic record is automatically deleted under an unapproved rule.
Language preferences
We remember a selected interface language on the device and, for signed-in learners, in the learner profile so the service can apply that choice across sessions. A language preference is used for service personalisation, not as evidence of ethnicity, nationality or location, and can be changed or removed at any time.
Private learner records, assessment evidence and confidential documents are not submitted to an external translation service through this preference system.
9. Security
We apply proportionate technical and organisational safeguards, including role-based access, password hashing, restricted administrative records, secure sessions, private file controls and audit records where appropriate. No online system can be described as completely secure. Please do not submit passwords, payment-card details, private keys or unrelated sensitive documents through general forms.
10. Children and under-18 learners
Public self-enrolment is intended for people aged 18 or above. Schools or organisations seeking supervised learning for people under 18 should use the institutional enquiry route. Under-18 participation requires a separate safeguarding and privacy assessment before enrolment.
11. Your rights
Subject to applicable law, you may request access, correction, erasure, restriction, objection, portability, withdrawal of consent or account closure. Some records may need to be retained for lawful, security or credential-integrity reasons. Submit a secure Personal Data Request. We may need proportionate identity verification before releasing or changing information.
12. Complaints and contact
Contact info@kilimocorps.org or use the data-request form. You may also raise a complaint with Kenya’s Office of the Data Protection Commissioner. The website is odpc.go.ke.
13. Changes
Material changes will receive a new version and effective date. Where a change affects an existing learner activity, appropriate notice or renewed acceptance will be requested rather than backdated.
This framework supports transparent operations and should receive final review by a qualified Kenyan data-protection professional as the Institute’s services and processors develop.