MOST RECENT UPDATE

This policy was last updated in December 2022. We will regularly review our privacy policies. We will publish any changes to this privacy notice on our website and where appropriate we will also notify you of the changes by other communication methods.

OVERVIEW

The Kenya International Theatre Festival Trust (KITFT) offers a unique opportunity for performing arts practitioners to celebrate the craft, build their capacities and experience artistic exchanges meant to foster the arts in Kenya and globally.

In order to manage our programmes effectively, we collect and use the information of individuals. This notice sets out how and why we use your personal information (also referred to as ‘personal data’ or ‘your information’ in this document).

Personal data means any information which relates to you and which can be used to directly or indirectly identify you as an individual.

This notice sets out how we collect and use your personal data and your rights in relation to how we use your personal information. This policy applies to our websites, social media, communications and services offered through KITFT, including other KITFT products and programmes separate from the one you interact with first. We ensure that we comply with all applicable data protection laws and ethics when handling your information.

Who we are?

The controller of your personal data is the Kenya International Theatre Festival Trust (KITFT). The Kenya International Theatre Festival Trust is an art institution registered in Kenya, that invests in and enables performing arts artists & projects by providing platforms, systems and resources for the growth of the performing arts industry.

Please use the headings below to read more about how we collect and use your information:

What is ‘processing’?

Processing your personal data means the collection, storage, and use of that data.

What personal data do we process?

We process various categories of personal data, depending on your relationship with KITFT and how you interact with us. The personal data we process about you may include:

• Your name, title, gender, citizenship, and date of birth.
• Contact details such as email address(es), phone number(s), social media links.
• Photographs of you or which include you within a group.

If you are a contact person for or have affiliates with a group we will also process data relevant to your affiliation as an individual. Such information will include:

• Your group name and contacts.
• Your group social media and website links.
• Photographs of your group members.

Where you are not obliged to give us this data (for example in surveys) you may always choose not to tell us, and any options list that we offer will include ‘prefer not to say’. Where you are obliged to provide this data, for example, the provision of a detailed application for participating at our events, we rely on our legitimate business interests as the legal basis for processing this form of data. In all cases, the legal condition for our holding this data is your explicit consent.

How do we collect your information?

We collect personal data from different sources. Most of our data will come from you, for example when you:

• Enquire about our activities, our services, or ask us a question.
• Apply for a KITFT programme, at any stage of the application cycle.
• Email or get in contact with us in some way, complete forms, or complete surveys.

We may also obtain your information from publicly available sources such as internet searches and press sources, including media monitoring.

How do we use your information?

We may use your personal data for purposes including (but not limited to) the following:

• To verify eligibility for a KITFT programme and to assess an application.
• To effectively administer a programme.
• To administer KITFT in other ways including maintaining our records.
• In reports or publications, to collate statistics, and conduct research as a way of monitoring and evaluating the value of the KITFT programmes which includes demonstrating who the beneficiaries are.
• In some cases, to promote the KITFT programmes.
• To communicate with relevant individuals at organisations we work with in order to effectively administer the programme.
• To help us provide opportunities, services and information.
• To deal with enquiries, requests, and complaints.
• To comply with our legal obligations, policies, and procedures.

The legal reasons we rely on to process your information

We process your personal data mainly as part of our legitimate business interests. However, depending on the personal data we are collecting, we may process your data under one or more of these other legal reasons:

• When we have to comply with the law or have a legal duty or obligation.
• When we have your consent to use your information.
• To fulfil a contractual obligation.

What is ‘legitimate interests’ and how does it apply to you?

A legitimate interest is where we believe that we need to process your data to pursue a particular purpose and that it would be fair for us to do so. You still have the right to limit or stop processing that has happened. See your rights below.

We process your personal data as outlined in this Privacy Notice to pursue our legitimate business interests in:

• Administering the KITFT programme in an effective way that allows smooth selection, placement, and good experience.
• Keeping our records up to date.
• Developing, providing, and sharing opportunities or services with artists, other key supporters, and our collaborators.

How we share your data

Depending on your relationship with KITFT, we will sometimes share your data with the following third parties:

We process your personal data as outlined in this Privacy Notice to pursue our legitimate business interests in:

• other products/programmes of KITFT,
• selected organisations who we commission to carry out activities on our behalf, such as the supplier of our online platforms or our creative and communications partners,
• with relevant Kenyan authorities in order to comply with our legal obligations.

We share data in pursuit of our legitimate interests. We will only share relevant data with third parties.

We do not sell personal data to any third parties or use it for commercial purposes. Third parties with which we share your personal data are required not to sell it and agreements are in place to protect your personal data and legally control unlawful data sharing.

Keeping your information

We retain your personal information for as long as is required depending on your relationship with us and the services we are providing to you.

Once your personal data is no longer required, we will ensure that it is deleted securely. In some cases, we may retain a very limited amount of data for archiving purposes or to ensure that we can exclude you from further communications if necessary.

If you have any questions about how long we keep your personal data for, please contact us for more information regarding specific categories of personal data.

Your rights

You have the following rights:

• The right to be informed about how your personal data is collected and used, which is the purpose of this Privacy Notice.
• The right to access your personal data. You may ask us to confirm what personal data we hold on you and to request a copy of your personal data from us. We will provide your data as soon as possible on written request – at most within one month of your request unless your request is complex. For complex requests, it may take us up to three months to provide you with the information. There is no fee for obtaining a copy of your personal data. However, if you make repeated requests for the same data or excessive requests we may charge a reasonable fee for our costs in dealing with your request.
• The right to your personal data corrected if it is inaccurate or incomplete. The accuracy of your personal data is important to us. You can ask us to update or amend anything missing or incorrect in your information. We will make the necessary changes at most within one month of receipt of your request.
• The right to ask us to remove your personal data from our records. We will stop processing your information immediately and take steps to remove it from our storage systems unless we can show a legitimate interest in keeping some or all of your information. We may retain a limited amount of your information (for example your name) to help us ensure that we comply with the request and that we do not accidentally at some future time start processing your data again.
• The right to restrict or object to the processing of your personal data. For example, you can ask us to stop using or not to use photographs of you in our publicity materials. In such cases, processing will be restricted until the matter is resolved. We will inform you of that resolution.
• The right to receive the personal information you have directly given us in a usable format if you intend to reuse it or pass to another organisation.
• The right to object to processing where our reason for processing is based on our legitimate interests and you feel that in your personal circumstances our reasons may not apply.

Further rights

You also have these other rights in relation to how we process your personal data:

• The right to withdraw your consent if you have given us consent to processing a particular part of your personal information.

Making a complaint

You have the right to complain to a supervisory authority about the way we have processed your personal data.

If you wish to lodge a complaint, you can contact KITFT via email admin(at)kitfest(dot)co(dot)ke. Please replace (at) and (dot) with their respective symbols. They are recorded without the symbols to control online email phishing and malicious spam-related activity.

We hope you will contact us first to give us an opportunity to resolve your issue as we are amicably and reasonably willing to adhere to your personal data demands. Please use our contact details above to get in touch.