Privacy Policy
How the Kenya Community in Korea (KCK) collects, uses, and protects your personal information.
At a Glance
Your privacy matters to us. This policy explains, in plain language, what we collect, why we collect it, who we share it with, how long we keep it, and the rights you have over your data. If anything is unclear, please contact us.
1 Who We Are
The Kenya Community in Korea (KCK) is a voluntary, non-profit community organization that supports Kenyan citizens living, studying, and working in the Republic of Korea. We facilitate cultural events, peer support, and liaison services between our members and the Embassy of the Republic of Kenya in Seoul.
2 What Data We Collect
We only collect the data necessary to serve you. Categories include:
Account Information
- Full name
- Email address & phone number
- Residence in Korea (city/area)
- Password (stored as a one-way hash)
Application & Request Data
- Service/request type (visa, passport, certification, etc.)
- Reason and details of your request
- Status updates and notes
Supporting Documents
- Passport scans or ID copies
- Visa/ARC documents
- Supporting letters and photos
Device & Session Information
- IP address and approximate location
- Browser and device type
- Login timestamps and session tokens
3 How We Use Your Data
Your personal information is used only for the purposes described below:
- Facilitating embassy requests — preparing, reviewing, and (with your consent) forwarding your applications to the Embassy of Kenya in Seoul.
- Community events — managing event registrations, attendance, and follow-ups for cultural and community gatherings.
- Communications — sending you service status updates, newsletters (only if you opt in), and important announcements.
- Legitimate interests — securing our platform, preventing abuse, maintaining records, and improving our services.
- Legal compliance — meeting applicable obligations under Korean and Kenyan law.
4 Data Sharing
We treat your data as confidential. We share your information only in the limited circumstances described here:
| Recipient | When | Purpose |
|---|---|---|
| Embassy of Kenya (Seoul) | Only with your explicit consent per request | To process official consular services you've requested |
| KCK Officers / President | Strictly on a need-to-know basis | To review, assign, and follow up on your request |
| Service providers | Under strict confidentiality | Secure hosting, email delivery, backup storage |
| Legal authorities | Where legally required | To respond to valid legal requests |
5 Storage & Security
- Location: Your data is primarily stored on servers located in the Republic of Korea.
- Encryption: Traffic to and from our website is protected by TLS/HTTPS. Sensitive fields and uploaded documents are encrypted at rest.
- Access controls: Role-based access ensures only authorized KCK officers can view data relevant to their duties. All access is logged.
- Backups: Encrypted backups are taken regularly and held only for as long as necessary.
- Account security: Passwords are stored as salted, one-way hashes — no one at KCK can see your password.
No online system is ever 100% secure. We work continuously to reduce risk, but we cannot guarantee absolute security of information transmitted over the internet.
6 Your Rights
Subject to applicable law, you may exercise the following rights over your personal data:
To exercise any right, contact our Data Protection Officer (see section 12). We will respond within 30 days.
7 Cookies & Tracking
We use a minimal set of cookies required to keep our website working:
- Session cookies — to keep you signed in and maintain form state.
- CSRF cookies — to protect against cross-site request forgery.
We do not use third-party advertising or cross-site tracking cookies. We do not run Google Analytics or other behavioral tracking scripts.
8 Data Retention
We only keep data for as long as necessary:
| Data Type | Retention Period |
|---|---|
| Account data | While the account is active, plus 2 years after inactivity, then deleted. |
| Request & application records | 7 years for record-keeping and legal compliance. |
| Uploaded supporting documents | 5 years after request completion, then purged. |
| Session & device logs | 90 days rolling window. |
| Newsletter subscription | Until you unsubscribe. |
9 International Transfers
When you request official embassy services, some of your data (such as application forms and identity documents) may be transferred to the Embassy of the Republic of Kenya. Because the embassy is an extension of the Kenyan Government, this may involve onward transfer to Kenya. We always obtain your explicit consent before forwarding any data to the embassy.
10 Children's Privacy
Our services are not intended for children under 16. We do not knowingly collect personal information from children under 16 without verifiable parental or guardian consent. If you believe a child has provided us with personal information, please contact us so we can delete it.
11 Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page.
- Post a notice on our homepage for at least 30 days.
- Notify registered members via email where appropriate.
12 Contact the Data Protection Officer
Data Protection Officer, Kenya Community in Korea
General inquiries: Contact Form
Seoul, South Korea