Privacy Policy

RAO2026 Memorial Conference
Last updated: 10 March 2026

The RAO2026 Memorial Conference Organizing Committee ("we", "us", "our") is committed to protecting the privacy of everyone who interacts with the RAO2026 Memorial Conference (the "Conference"), including delegates, speakers, volunteers, sponsors, and website visitors.

This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and the rights you have under the Kenya Data Protection Act, 2019 ("KDPA") and other applicable laws.

1. Who We Are

The data controller for the Conference is:

RAO2026 Memorial Conference Organizing Committee
Nairobi, Kenya
Email: info@rao2026conference.co.ke

2. Personal Data We Collect

We collect the following categories of personal data:

  • Registration data: your full name, email address, phone number, institution, position, nationality, country, and (where required for verification) your National ID or passport number.
  • Payment data: billing information, invoice records, payment confirmations, and transaction references. We do not store full card numbers.
  • Abstract submissions: titles, co-author details, affiliations, and any content you submit as part of the call for abstracts.
  • Communications: emails, messages, and correspondence you send to us.
  • Attendance data: check-in records, timestamps, and QR scans at the conference venue.
  • Photographs and video: images and recordings captured during the Conference (see Section 8 below).
  • Technical data: IP address, browser type, device information, and pages visited on our website, collected through standard web analytics.

3. How We Use Your Personal Data

We process your personal data for the following purposes:

  • To register you for the Conference and issue your ticket
  • To verify your identity at the entrance
  • To process payments and issue invoices and receipts
  • To review abstract submissions and communicate decisions
  • To send you Conference-related updates, schedules, and materials
  • To issue certificates, reports, and post-event communications
  • To comply with legal, tax, and accounting obligations
  • To improve future conferences and conduct statistical analysis

Legal basis: We process your data on the basis of your consent (which you may withdraw at any time), performance of a contract (your registration agreement), and our legitimate interests in running a professional conference.

4. Who We Share Your Data With

We may share your personal data with:

  • Service providers who help us operate the Conference (payment processors, email providers, cloud hosting, and analytics tools), all bound by confidentiality obligations.
  • Conference partners, sponsors, and collaborators — only where you have opted in to receive their communications.
  • Public authorities where required by law.

We do not sell your personal data to anyone.

5. International Data Transfers

Some of our service providers may process data outside Kenya (for example, cloud email or hosting services). Where this happens, we ensure appropriate safeguards are in place in accordance with the KDPA.

6. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes described in this policy, and typically:

  • Registration and attendance records: up to 3 years after the Conference
  • Financial and payment records: as required by Kenyan tax law (usually 7 years)
  • Abstract submissions: up to 3 years, unless otherwise agreed
  • Photographs: retained for archival and promotional purposes (see Section 8)

7. Your Rights

Under the KDPA, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data (subject to legal retention requirements)
  • Object to or restrict certain processing
  • Withdraw consent at any time
  • Lodge a complaint with the Office of the Data Protection Commissioner (ODPC)

To exercise these rights, contact us at info@rao2026conference.co.ke.

8. Photography, Video, and Image Use

Important notice regarding photography and video at the Conference.

Photography, video recording, and audio recording will take place throughout the RAO2026 Memorial Conference. This includes keynote sessions, panel discussions, workshops, networking events, and general Conference activities.

By registering for and attending the Conference, you acknowledge and agree that:

  • Photographs, videos, and audio recordings may be taken in which you may appear or be identifiable.
  • These materials may be used by the RAO2026 Memorial Conference Organizing Committee for:
    • Publication on the Conference website and social media platforms
    • Post-event reports, proceedings, and newsletters/email shared
    • Promotional materials for current and future conferences
    • Archival and historical records
    • Print and digital media produced by or for the Conference
  • Photo galleries from the Conference will be shared publicly (for example, through publicly accessible photo-sharing platforms and emails) so attendees can download and share their experience.
  • We will not use your image for paid advertising, third-party endorsement, or any purpose that implies your personal endorsement of products or services beyond the Conference itself, without your prior consent.
  • You will not receive compensation for the use of photographs or videos in which you appear.

Opting out or requesting removal

If you prefer not to be photographed or recorded, please:

If a photograph or video in which you are identifiable has been published and you wish it to be removed, please contact us with:

  • A description or link to the specific image or video
  • Details of where it is published
  • Your name and contact information

We will review your request promptly and, where reasonable, remove the content within 14 days of receiving your request. We may retain archival copies for our internal records where required by law, but will not republish the content.

Photographs of minors

Where attendees under 18 attend the Conference, we require parental or guardian consent for identifiable photography. Please contact us in advance if you plan to bring a minor.

9. Cookies and Analytics

Our website uses cookies and similar technologies for essential functionality (such as keeping you logged in) and analytics. You can control cookies through your browser settings.

10. Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. However, no transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised "Last updated" date.

12. Contact Us

For any questions, requests, or complaints about this Privacy Policy or your personal data, please contact:

RAO2026 Memorial Conference Organizing Committee
Nairobi, Kenya
Email: info@rao2026conference.co.ke

You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya:

Website: www.odpc.go.ke