Privacy Policy

Your privacy is important to us. This policy explains how we collect, use, and protect your personal information.

Last Updated: September 29, 2025
Effective Date: September 29, 2025

Introduction

Welcome to the Governor's Cup 2025 registration system. This Privacy Policy describes how Kakamega County Government ("we," "our," or "us") collects, uses, shares, and protects your personal information when you use our mobile application and website services (collectively, the "Services").

By using our Services, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our Services.

Information We Collect

Personal Information

When you register a team or use our Services, we may collect:

  • Team Information: Team name, sub-county, contact details
  • Player Information: Full names, ID numbers, ages, phone numbers
  • Official Information: Names, roles, contact information of team officials
  • Contact Information: Email addresses, phone numbers, physical addresses
  • Registration Data: Registration timestamps, submission status
Technical Information

We automatically collect certain technical information:

  • Device information (model, operating system version)
  • App usage data and analytics
  • IP addresses and general location data
  • Log files and error reports
Note: We only collect information that is necessary for tournament registration and management. We do not collect sensitive personal data unless explicitly required for verification purposes.

How We Use Your Information

We use your personal information for the following purposes:

Primary Uses:
  • Process team registrations
  • Verify player eligibility
  • Communicate tournament updates
  • Organize tournament fixtures
  • Manage tournament logistics
Secondary Uses:
  • Improve our services
  • Generate tournament statistics
  • Ensure fair play and compliance
  • Provide customer support
  • Send important notifications

Data Sharing and Disclosure

We may share your information in the following circumstances:

Recipient Information Shared Purpose
Tournament Officials Team rosters, player details Tournament organization and management
County Government Registration statistics, reports Administrative and planning purposes
Media Partners Team names, match results (no personal details) Tournament promotion and coverage
Legal Authorities Any information if legally required Compliance with legal obligations
Important: We will never sell your personal information to third parties for commercial purposes. All data sharing is strictly limited to tournament-related activities.

Data Security

We implement appropriate technical and organizational measures to protect your personal information:

Technical Measures:
  • Data encryption in transit and at rest
  • Secure server infrastructure
  • Regular security updates
  • Access controls and authentication
  • Automated backups
Organizational Measures:
  • Staff training on data protection
  • Limited access on need-to-know basis
  • Regular security assessments
  • Data breach response procedures
  • Secure disposal of data

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Data Retention

We retain your personal information for different periods depending on the type of data:

  • Registration Data: Retained for 5 years for historical records and future tournaments
  • Communication Records: Retained for 2 years for support purposes
  • Technical Data: Retained for 1 year for system improvement
  • Financial Records: Retained as per legal requirements (7 years)

After the retention period expires, we will securely delete or anonymize your personal information unless we are legally required to retain it for a longer period.

Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data (where legally permissible)
  • Portability: Request your data in a portable format
  • Restriction: Request limitation of processing
  • Objection: Object to certain processing activities
  • Withdrawal: Withdraw consent where applicable
  • Complaint: Lodge a complaint with relevant authorities

To exercise these rights, please contact us using the information provided below.

Children's Privacy

Our Services may be used by minors (under 18 years) who participate in the tournament. When collecting information about minors, we require:

  • Parental or guardian consent for players under 16
  • School or club official authorization
  • Limited collection of only necessary information
  • Enhanced protection measures for minor's data

Parents and guardians have additional rights regarding their children's personal information and can contact us to exercise these rights.

Mobile App Permissions

Our mobile app may request the following permissions:

Permission Purpose Required
Internet Access Sync registration data, download updates Yes
Storage Save registration data offline Yes
Camera Capture team photos or documents Optional
Phone Auto-fill phone numbers Optional
Location Auto-detect sub-county Optional

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Updating the "Last Modified" date
  • Sending notifications through our app (for significant changes)
  • Email notifications to registered users (for major changes)

Your continued use of our Services after any changes constitute your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Data Protection Officer:

Name: County Data Protection Officer
Email: privacy@governorscup.ke
Phone: +254 700 000 000

Physical Address:

Kakamega County Government
Sports Department
P.O. Box 36-50100
Kakamega, Kenya

Response Time:

We will respond to your privacy-related inquiries within 30 days of receipt. For urgent matters, please call our support line.