PERSONAL DATA PRIVACY NOTICE

Privacy Notice for the AmCham Business Summit 2024

This privacy notice provides you with information about how AmCham Kenya will use your personal data when you register for and attend the AmCham Business Summit 2024 run by AmCham Kenya.

How does this privacy notice relate to other privacy notices?

This privacy notice explains how we will use your personal data in relation to your interest in, or attendance at, the AmCham Business Summit 2024 run by AmCham Kenya. It supplements our Privacy Notice on our website, available here.

Registering for the AmCham Business Summit 2024

If you wish to attend the AmCham Business Summit, you will need to register via the GlueUp platform and create an additional profile on Pheedloop to facilitate virtual attendance and networking.

What personal data will be processed?

If you register and consent to share your information with us, AmCham Kenya will receive the following information:

Your title, first and last name, email address, image, telephone number, and company information, in addition to your job title, role and vaccination status if you wish to attend in person.
The Summit sessions you’ve added to your personalised schedule.
The points of interest (speakers, vendors, etc.) you’ve added to your to-do list.
Your general usage metrics on Pheedloop (time in on the platform, how many times you opened the platform, etc.)
AmCham Kenya will photograph and film the Business Summit which will be used to market our services and to promote future events. AmCham Kenya will therefore process your image(s).
Records of communications sent to you by AmCham Kenya or that we receive from you in relation to the Business Summit.

What is the purpose of processing?

AmCham Kenya will process your personal data for the following purposes:

To reserve a place for you at the Business Summit as you requested to attend;
To provide you with information about the Business Summit for which you have registered, such as event updates, and possible changes, cancellation or similar information;
For general administration and organisation of the Business Summit, for example to contact you with information about the event that you are attending as we need to use your details for planning and logistics, to invoice you, to provide you customer service in relation to the event, and general administration of your attendance at the event.
To fulfil and monitor our legal responsibilities, for example, under public safety legislation;
In accordance with your preferences, to communicate with you about other events, news, and services we provide (for example online webinars);
To ask you for your feedback or review after an Event you have attended;
To pass on your contact details to our logistics partners to enhance your experience at the Event you have signed up to attend or sponsor at;
To assess the activity of our attendees at the Business Summit.
To create a delegate list (which will include your name and company (not email or telephone number), which will be shared with an Exhibitor or Sponsor at the Business Summit.
To film and photograph the Business Summit which will be used to market our services and to promote future events on our website, social media channels and in marketing materials. You will be notified if we intend to photograph/film at the Business Summit, for example, in the invitation and on signs at the entrance to the Event.
To improve our services, marketing, customer relationships and experiences; and
To plan better future events and attendee experience.

What is the legal basis of processing?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

To perform the contract, we are about to enter into or have entered into with you.
For our legitimate interests (for example, in order to manage and develop our business, study how customers use our products/services, to develop them, grow our business, and inform our marketing strategy).
Where we need to comply with a legal obligation.

We will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

To the extent that you may provide us with personal data about yourself that is sensitive, for example relating to any disability, allergies, or other dietary requirements that you have, we will process this information with your explicit consent, or if it is necessary:

For the establishment, exercise or defence of legal claims;
Very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency).

Who will your personal data be shared with?

Within AmCham Kenya, your personal data is shared only with those departments and staff who need access for the processing purposes set out above.

We may share some of the information with external organisations providing services for the Event you are attending, in particular we may share your information (including dietary requirements) with catering service if you are attending an Event where catering is offered. The information shared will only be used to provide the service required and will not be retained by these external organisations after the Event is concluded.

How long is your personal data kept?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

Please refer to our Privacy Policy for further information.

If you consent to stay in touch with us, or subscribe to our newsletter, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in our Privacy Policy .

Third Party Apps

AmCham Kenya works with third party event app providers, such as Glue Up, Pheedloop and video conferencing platforms such as Zoom, allowing you to view details of the Event, download guides, book sessions, browse maps, schedules and more for our Events. Please note that third-party apps or services are not owned or managed by AmCham Kenya. Please refer to the relevant App’s and Platform’s Terms and Conditions and Privacy Policy before downloading the app and/or using the Service or Platform. AmCham Kenya does not accept any responsibility or liability for third party policies or your use of a third-party app, platform or service.

For further details, please see:

Your rights in relation to your data

Details about your rights are set out in our Privacy Policy

Our Privacy Policy also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to our Data Protection Lead at martha@amcham.co.ke or in writing to AmCham Kenya, 10th Floor, The Address, Muthangari Drive, Off Waiyaki Way – Attn: Data Protection Officer