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Privacy Policy for Vendors – Events Gear
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1. Introduction

This Privacy Policy outlines how Events Gear collects, uses, and protects personal and business information submitted by vendors using our platform.

Events Gear is operated by Innovapp Technologies Limited, a registered company in Kenya and a licensed Data Handler with the Office of the Data Protection Commissioner (ODPC). For purposes of data protection law, Events Gear acts as the Data Controller for vendor data processed through the platform.

This policy applies to all vendors listing, promoting, or interacting with users on the Events Gear mobile application or website.

2. Data We Collect from Vendors

We collect only the data necessary to enable your listing, communication, and business visibility on the platform. This includes:

  • Personal Data
    • Full name
    • Email address
    • Mobile phone number
  • Business Data
    • Business name
    • Registration certificate or license (e.g., Business Registration Cert, CR-12, KRA PIN)
    • Category of services offered
    • Physical or operating location
  • Media Uploads
    • Profile picture or logo
    • Service-related images and listing descriptions
  • Usage Data
    • Login times and frequency
    • Listing updates
    • Vendor-client communication logs (non-sensitive)
  • Payment Data
    • Payment reference numbers or transaction codes processed through trusted third-party payment gateways (e.g., Pesapal)
    • Note: We do not store or access your credit/debit card or mobile wallet details directly.

3. How We Use Vendor Data

The data collected from vendors is used strictly for the operation, enhancement, and security of the Events Gear platform. Specifically, your data helps us:

  • Create and manage your vendor account and service listings
  • Verify your identity and business registration for platform compliance
  • Enable your visibility to users and support vendor discovery
  • Process optional payments and visibility upgrade features via secure third-party channels
  • Monitor platform performance and analyze trends to improve vendor experience
  • Offer support services, detect fraudulent activity, and address any reported disputes

We do not use your data for unrelated marketing or profiling purposes without your consent.

4. Legal Basis for Processing Data

We process vendor data in accordance with Kenya’s Data Protection Act (2019) and only on lawful grounds, including:

  • Contractual Necessity: To allow you to list services and interact with potential clients
  • Consent: Granted at registration and during platform use
  • Legitimate Interest: To maintain platform integrity, support vendor discovery, and improve performance
  • Legal Obligation: For compliance with financial, tax, and regulatory requirements under Kenyan law

5. Data Sharing & Disclosure

Events Gear only shares vendor data when necessary, and under strict controls:

  • Internally: With authorized Events Gear personnel for vendor onboarding, support, and compliance
  • Regulatory Authorities: Where required by law, subpoena, or official investigation
  • Third-Party Providers: Including trusted partners such as:
    • Cloud hosting infrastructure (data storage and uptime)
    • SMS gateway providers (for authentication)
    • Payment processors (e.g., Pesapal) for fee handling

We do not sell, trade, or rent your personal or business information to third parties for advertising or unrelated purposes.

6. Data Security Measures

We take data security seriously and implement appropriate technical and organizational measures to protect vendor information from unauthorized access, alteration, or misuse. Our key safeguards include:

  • End-to-End Encryption for payment transactions and platform communications
  • Secure Hosting Infrastructure with regular data backups to ensure resilience and business continuity
  • Access Control Protocols including role-based permissions and internal data access restrictions
  • Breach Response Procedures to detect, contain, and report any data security incidents in accordance with Kenyan law and ODPC guidelines

Despite our best efforts, no system is 100% immune to cyber threats. We encourage vendors to also practice strong password management and account vigilance.

7. Your Data Rights

As a vendor on Events Gear, you have full control over your data as provided under the Kenya Data Protection Act (2019). You may exercise the following rights:

  • Right to Access the personal and business data we hold about you
  • Right to Correct or Update inaccurate or outdated information in your profile
  • Right to Deletion or Portability of your data upon request and subject to legal limitations
  • Right to Object to certain forms of processing, such as promotional profiling
  • Right to Lodge a Complaint with the Office of the Data Protection Commissioner (ODPC) if you believe your data rights have been violated

To exercise these rights, email us at support@eventsgear.co.ke or access your account settings.

8. Data Retention Policy

We retain vendor information only for as long as necessary to fulfill platform operations, legal compliance, and dispute management. Specifically:

  • Business and Transaction Data is retained to meet:
    • Legal and Tax Obligations (e.g., for audits or KRA compliance)
    • Internal Operational Needs (e.g., fraud prevention, analytics)
    • Dispute Resolution Requirements
  • Once the retention period ends, data is securely deleted or anonymized to prevent further identification or use.

You may request account deletion or data removal, subject to statutory requirements, by contacting our support team.

9. International Transfers

While Events Gear primarily operates within Kenya, some vendor data may be stored or processed outside Kenya through third-party cloud service providers.

  • In such cases, appropriate safeguards are implemented in line with the Kenya Data Protection Act (2019) and cross-border data transfer regulations.
  • This includes ensuring that data processors in other jurisdictions adhere to equivalent or adequate data protection standards.
  • No international transfer of vendor data is made without necessity and proper contractual or technical protection.

10. Changes to This Policy

Events Gear may periodically update this Privacy Policy to reflect:

  • Changes in the law or regulatory guidance
  • Updates to our platform features, services, or operations
  • Feedback from the Office of the Data Protection Commissioner (ODPC) or platform users

Vendors will be notified of any significant updates through:

  • Email to the address provided at registration
  • In-app notifications or platform banners
  • Policy update notices posted at www.eventsgear.co.ke/privacy

We encourage vendors to review this policy regularly to stay informed about how their data is protected and used.

11. Contact Information

If you have questions, requests, or concerns regarding this Vendor Privacy Policy or your personal/business data, please reach out to us through the following channels:

  • Data Protection Contact (Optional):

A designated Data Protection Officer (DPO) will be appointed as required by law. Until then, please use the contacts below.

  • Email for Privacy Concerns:

📩 hello@eventsgear.co.ke

📩 support@eventsgear.co.ke

  • Postal Address:

Innovapp Technologies Limited

Jakaya Kikwete Road, Room 14

P.O. Box 781, 00100 – G.P.O Nairobi

Westlands District, Nairobi County, Kenya