Last updated: September 2026
This Privacy Policy explains how Hami Educational College ("Hami", "we", "us" or "our") collects, uses, discloses and safeguards the personal information of learners, prospective learners, parents and guardians, staff, applicants and visitors to our website.
We process personal information in accordance with the Constitution of Kenya, 2010 (Article 31), the Data Protection Act, 2019, the Data Protection (General) Regulations, 2021, and other applicable laws and regulations, as well as any binding policies of the Office of the Data Protection Commissioner (ODPC).
1. Who we are and the laws we comply with
We are Hami Educational College, an educational institution. For the purposes of data protection law, we act as a data controller in respect of the personal information we process.
In handling your information we are guided by, and aim to comply with:
- The Constitution of Kenya, 2010, in particular Article 31 which guarantees the right to privacy;
- The Data Protection Act, 2019 and its subsidiary regulations;
- The Children Act, 2022, where our learners are minors, and the principles of the best interests of the child;
- The Education Act and other education-sector requirements;
- Any guidance issued by the Office of the Data Protection Commissioner; and
- Other applicable Kenyan laws and our own internal policies.
2. Information we collect
We collect personal and, where applicable, sensitive personal information that you provide directly to us, and information collected automatically when you use our website. This includes:
- Identity information: name, surname, date of birth, gender, nationality, religion, national ID or passport number, and photographs;
- Contact information: email address, phone number, physical address, county, sub-county and ward;
- Academic information: programme of interest, class, stream, start dates, previous school, education level and academic records;
- Health-related information: any medical conditions you choose to share with us (which is sensitive personal data);
- Guardian information: similar details of parents or guardians, including ID documents;
- Application and enrolment data: documentation you upload, application records and payment or fee information;
- Technical data: IP address, browser type, device information, and cookies or similar technologies used when you visit our website.
3. How we use your information
We use your personal information for the following lawful purposes:
- To process and manage applications for admission and enrolment;
- To communicate with you about your application, academic matters and college events;
- To register, support and educate learners, and to maintain academic and administrative records;
- To respond to your enquiries and provide information about our programmes and services;
- To process employment or volunteer applications where applicable;
- To manage our website, ensure its security, and improve the user experience;
- To comply with our legal and regulatory obligations, and to protect our legal rights; and
- For any other purpose for which you have given consent, where required by law.
We only process personal information where we have a lawful basis to do so, including your consent, the performance of a contract, compliance with a legal obligation, the protection of vital interests, the performance of a task carried out in the public interest, or our legitimate interests, balanced against your rights and freedoms.
4. Sharing and disclosure
We will not sell your personal information. We may share your information only in the following circumstances:
- With our staff who need it to perform their duties (on a need-to-know basis);
- With service providers and data processors who act on our behalf and under our instructions (for example, IT hosting, communications or payment providers), subject to appropriate safeguards;
- With government authorities, regulators or law enforcement, where required by law or to protect our legal rights;
- With educational partners or examination bodies where necessary for accreditation, examinations or certification; and
- With your consent, or otherwise in accordance with the law.
Where we transfer personal data outside Kenya, we will do so in accordance with the Data Protection Act, 2019, applying appropriate safeguards to protect your information.
5. Sensitive personal data
Certain information, such as health data, religious beliefs and, in some circumstances, data relating to children, is treated as sensitive personal data under Kenyan law. We collect and process such data only where you have provided it voluntarily for the purposes of your application or enrolment, or where we are otherwise permitted to do so by law, and we take additional measures to protect it.
6. Data retention
We retain personal information only for as long as is necessary for the purposes for which it was collected, to meet our legal, regulatory, tax and accounting obligations, and to protect our rights. When information is no longer needed, we will securely delete or anonymise it in line with our records management policies.
7. Security of your information
We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, alteration, disclosure or destruction. While no method of transmission over the internet is completely secure, we work to protect your information and to secure our systems.
8. Your rights
Under the Data Protection Act, 2019 and the Constitution of Kenya, you have rights in relation to your personal information, including the right to:
- Access the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Request deletion of your information where we no longer have a lawful basis to retain it;
- Object to, or request restriction of, certain processing;
- Request data portability where applicable;
- Withdraw consent at any time, where processing is based on consent; and
- Lodge a complaint with the Office of the Data Protection Commissioner.
To exercise any of these rights, please contact us using the details below. We may need to verify your identity before acting on your request, and we will respond within the timeframes required by law.
9. Cookies and website use
When you visit our website, we may use cookies and similar technologies to improve functionality, analyse usage and enhance your experience. You can manage or disable cookies in your browser settings. Please see our Cookie Policy for further details.
10. Children's data
Where we collect information relating to children (minors), we do so primarily in the course of providing educational services and with the involvement of their parents or guardians. We take additional care to protect children's data and act in their best interests, in line with the Children Act, 2022 and applicable data protection law.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. Any updates will be posted on this page with the date of the latest revision. We encourage you to review this policy periodically.
12. Contact us
If you have any questions about this Privacy Policy, or wish to exercise your data protection rights, please contact our Data Protection Officer:
- Hami Educational College
- Email: privacy@hami.edu
- Phone: +254 000 000 000
- Address: Nairobi, Kenya
If you are not satisfied with our response, you may lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya.