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1. Introduction

Kenya BioVax Institute Limited is committed to protecting the privacy, confidentiality and security of personal data entrusted to us. This Data Privacy Policy Statement explains how we collect, use, store, disclose, retain and protect personal data in the course of our operations, including our website, stakeholder engagements, partnerships, recruitment processes, supplier interactions, training activities, regulatory engagements, public communication activities and institutional programmes.

We process personal data in accordance with the Constitution of Kenya, the Data Protection Act, 2019, applicable regulations and other relevant laws governing data protection, privacy, employment, procurement, public health, health products, research, institutional governance and records management.
By using our website, submitting information to us, engaging with our activities or communicating with us, you acknowledge that your personal data may be processed in line with this Policy.

2. Who We Are

Kenya BioVax Institute Limited is a Government of Kenya strategic institution established to support the country’s ambition to build local capacity for vaccines, specialized biologics and related health products. In carrying out this mandate, we interact with members of the public, government agencies, regulatory bodies, development partners, researchers, healthcare institutions, suppliers, employees, job applicants, consultants, visitors, media and other stakeholders.

For purposes of this Policy, “Kenya BioVax,” “the Institute,” “we,” “our” or “us” refers to Kenya BioVax Institute Limited.

3. Scope of This Policy

This Policy applies to personal data collected through the Kenya BioVax website, digital platforms and official institutional interactions.

  1. Website forms, online inquiries and digital communication channels;
  2. Official correspondence, meetings, events and stakeholder engagements;
  3. Recruitment, employment, internship, attachment and consultancy processes;
  4. Supplier, procurement, contract and partnership processes;
  5. Training, research, innovation, regulatory and product quality activities;
  6. Media, communications, photography, videography, publications and public relations activities;
  7. Security access systems, visitor management and institutional facilities; and
  8. Any other official interaction where personal data may be collected or processed by Kenya BioVax.

4.Personal Data We May Collect

Depending on the nature of your engagement with us, we may collect and process different categories of personal data, including the following:

 a) Identification Data: Full name, national identification number, passport number, date of birth, nationality, gender, photograph, signature, job title, institutional affiliation or other identifying information.

b) Contact Data: Email address, telephone number, postal address, physical address, institutional address and emergency contact information where applicable.

c) Professional and Institutional Data: Employer, designation, professional qualifications, academic background, curriculum vitae, professional licences, references and institutional role.

d) Recruitment and Employment Data: Job applications, interview records, employment history, academic and professional certificates, referee details, payroll information, performance records, disciplinary records and staff welfare information.

e) Supplier and Contract Data: Supplier registration details, tax information, company ownership details, banking information, tender documents, procurement records, contract documents and due diligence information.

f) Visitor and Security Data: Visitor names, identification details, entry and exit records, CCTV images, vehicle registration details and access control records.

g) Technical and Website Usage Data: IP address, browser type, device information, cookies, website usage patterns, access logs and other technical data collected when you use our website.

h) Communication and Media Data: Emails, letters, phone records, meeting attendance records, photographs, videos, interviews, speeches, testimonials and media content captured during official events.

i) Sensitive Personal Data: Where necessary and lawful, we may process sensitive personal data, including health-related information, biometric data or other protected categories of data. Such data will only be processed where there is a clear lawful basis, appropriate safeguards and a legitimate institutional purpose.

5. How We Collect Personal Data

We may collect personal data directly from you when you interact with Kenya BioVax through our website, physical premises, official communication channels, stakeholder activities or institutional programmes.

  1. Visit or interact with our website;
  2. Submit forms, applications, proposals or documents to us;
  3. Apply for employment, internship, attachment, consultancy or supplier registration;
  4. Attend Kenya BioVax meetings, events, trainings, workshops or stakeholder engagements;
  5. Communicate with us by email, phone, letter, social media or other official channels;
  6. Visit our premises or access our facilities;
  7. Participate in research, surveys, consultations or public engagement activities; or
  8. Provide consent for photography, videography, interviews or publication.

We may also receive personal data from lawful third-party sources such as government agencies, regulatory authorities, professional bodies, referees, partner institutions, service providers and publicly available sources.

6.Why We Process Personal Data

Kenya BioVax may process personal data for the following purposes:

  1. To communicate with stakeholders, partners, suppliers, applicants, employees and members of the public;
  2. To provide information about our mandate, programmes, activities, events and services;
  3. To support institutional administration, governance, planning, reporting and accountability;
  4. To manage recruitment, employment, internships, attachments, consultancies and staff administration;
  5. To manage procurement, supplier registration, due diligence, contract management and payment processes;
  6. To support regulatory affairs, product quality, safety, research, training and manufacturing-readiness activities;
  7. To organize events, workshops, stakeholder forums, trainings and official engagements;
  8. To manage visitor access, security, safety and protection of institutional assets;
  9. To comply with legal, regulatory, audit, tax, employment, public procurement, public health and reporting obligations;
  10. To respond to inquiries, complaints, requests or feedback;
  11. To manage media, communications, publications and public relations activities;
  12. To improve our website, digital platforms, stakeholder experience and institutional services; and
  13. To protect the rights, safety, property and legitimate interests of Kenya BioVax and its stakeholders.

7. Lawful Basis for Processing Personal Data

We process personal data only where there is a lawful basis to do so. This may include:

  1. Your consent;
  2. Performance of a contract or steps taken before entering into a contract;
  3. Compliance with a legal or regulatory obligation;
  4. Performance of a public interest or official function;
  5. Protection of vital interests;
  6. Legitimate institutional interests, provided such interests do not override your rights and freedoms; or
  7. Any other lawful basis permitted under applicable data protection laws.

Where consent is required, we will request it in a clear and informed manner. You may withdraw consent at any time, subject to applicable legal or contractual limitations.

8. Use of Cookies and Website Technologies

Our website may use cookies, analytics tools and similar technologies to improve user experience, monitor website performance, enhance security and understand how visitors interact with our digital platforms.

You may adjust your browser settings to refuse or manage cookies. However, disabling some cookies may affect the functionality of parts of our website.

9. Photography, Videography and Public Communications

Kenya BioVax may capture photographs, videos, audio recordings or quotes during official events, meetings, trainings, public forums and stakeholder engagements for documentation, reporting, communication, publication and public awareness purposes.

Where required, we will seek consent before using identifiable images, videos or personal stories, especially where children, vulnerable persons or sensitive contexts are involved. We will take appropriate steps to ensure that media content is used respectfully, lawfully and in line with the purpose for which it was collected.

10.Disclosure of Personal Data

We may share personal data where necessary and lawful with:

  1. Government ministries, departments, agencies and regulatory authorities;
  2. Oversight, audit, law enforcement, tax, public procurement and legal authorities;
  3. Development partners, research partners, academic institutions and collaborating organizations;
  4. Professional advisers, auditors, lawyers, consultants and insurers;
  5. ICT, security, records management, website hosting, event management and other service providers;
  6. Suppliers, contractors and partners involved in official institutional activities; and
  7. Any other party where disclosure is required by law, necessary for legitimate institutional purposes or authorized by the data subject.
  8. We require third parties who process personal data on our behalf to protect such data and use it only for the specific purpose for which it was shared.

11. International Data Transfers

Where necessary, Kenya BioVax may transfer personal data outside Kenya, including to international partners, service providers, research collaborators, development partners or regulatory bodies.

Where such transfers occur, we will ensure that appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may include contractual commitments, data sharing agreements, consent or other lawful transfer mechanisms.

12. Data Security

Kenya BioVax applies appropriate technical, administrative and organizational measures to protect personal data from unauthorized access, loss, misuse, alteration, disclosure or destruction.

These measures may include access controls, confidentiality obligations, secure storage, staff awareness, ICT safeguards, restricted access to records, secure disposal procedures and incident management processes.

While we take reasonable steps to protect personal data, no system can be completely secure. We therefore encourage users of our website and digital platforms to also take reasonable precautions when sharing information online.

13. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law, regulation, audit, contract, institutional policy or legitimate operational need.

When personal data is no longer required, we will securely delete, anonymize, archive or dispose of it in accordance with applicable records management and data protection requirements.

14. Your Rights as a Data Subject

Subject to applicable legal and contractual limitations, you have the right to:

  1. Be informed about how your personal data is collected and used;
  2. Access personal data we hold about you;
  3. Request correction of inaccurate or incomplete personal data;
  4. Request deletion of personal data where applicable;
  5. Object to the processing of your personal data;
  6. Withdraw consent where processing is based on consent;
  7. Request restriction of processing in appropriate circumstances;
  8. Request transfer of your personal data where applicable; and
  9. Lodge a complaint with the relevant data protection authority.

To exercise these rights, you may contact Kenya BioVax through the contact details provided in this Policy.

15. Children’s Personal Data

Kenya BioVax does not knowingly collect personal data from children without appropriate consent from a parent or guardian, unless permitted by law. Where our activities involve children, we will apply additional safeguards to protect their privacy, dignity and best interests.

16. Data Breach Management

In the event of a suspected or confirmed personal data breach, Kenya BioVax will take appropriate steps to contain, assess, investigate and respond to the incident. Where required by law, we will notify the relevant authority and affected individuals within the applicable timelines.

17. Links to Third-Party Websites

Our website may contain links to third-party websites, platforms or resources. Kenya BioVax is not responsible for the privacy practices, content or security of external websites. We encourage users to read the privacy policies of any external websites they visit.

18. Updates to This Policy

Kenya BioVax may update this Data Privacy Policy Statement from time to time to reflect changes in law, institutional operations, technology or data protection practices.

The updated version will be published on our website with the effective date indicated. Continued use of our website or engagement with Kenya BioVax after updates are published will constitute acknowledgement of the revised Policy.

19. Contact Us

For questions, concerns, complaints or requests relating to this Data Privacy Policy Statement or the processing of your personal data, please contact us via details on the website and our verified social media platforms.