Privacy Policy

1. Who We Are

The Kenya Education Management Institute (KEMI), a state corporation under the Ministry of Education, Kenya, is the data controller for information collected through this conference website. Our registered address is Off 6th Parklands Avenue, Nairobi, Kenya.

Contact: conference@kemi.ac.ke  ·  +254 718 518 422

2. Information We Collect

We collect the following categories of personal information:

• Registration data: Full name, email address, phone number, organisation, country, and attendance category
• Paper submissions: Name, institutional affiliation, abstract, and uploaded paper files
• Contact enquiries: Name, email, and message content
• Technical data: IP address (for security and fraud prevention), browser type, and access timestamps

3. How We Use Your Information

We use your personal information to:

• Process your conference registration and issue a reference number
• Send confirmation, reminder, and logistics emails regarding the conference
• Process paper submissions and coordinate peer review
• Respond to enquiries submitted via the contact form
• Maintain security and prevent fraudulent registrations
• Compile anonymised attendance statistics for reporting purposes

4. Legal Basis for Processing

We process your personal data on the following legal bases under the Kenya Data Protection Act, 2019:

• Contract performance: To fulfil your conference registration
• Legitimate interests: For security monitoring and fraud prevention
• Consent: For any optional marketing or follow-up communications

5. Email Communications

By registering for the conference, you consent to receiving transactional emails including your registration confirmation, payment reminders, logistics information, and the 7-day pre-conference reminder. These emails are sent from conference@kemi.ac.ke and are necessary for participation in the event.

6. Data Sharing

We do not sell or rent your personal data to third parties. We may share your information with:

• KEMI staff and authorised conference organisers for event administration
• Google (Gmail/SMTP) for email delivery — subject to Google's privacy policy
• Government bodies where required by Kenyan law

7. Data Retention

Registration and participation records are retained for a period of five (5) years following the conference for audit and reporting purposes. Paper submissions are retained as part of the conference proceedings archive. Contact messages are retained for twelve (12) months.

8. Your Rights

Under the Kenya Data Protection Act, 2019, you have the right to:

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

To exercise any of these rights, contact us at conference@kemi.ac.ke.

9. Security

We implement appropriate technical and organisational measures to protect your personal data, including encrypted HTTPS transmission, access controls on our administrative systems, and IP-based rate limiting on registration forms. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

10. Cookies

This website uses only a session cookie for administrator authentication purposes. No tracking, advertising, or analytics cookies are used. No third-party cookies are set by this site.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

12. Contact Us

For any privacy-related questions or to exercise your data rights, please contact the KEMI Conference Secretariat: