Asten Generation Organization (“we”, “us”, or “our”), headquartered at Savannah Estate, Donholm, Nairobi, Kenya, is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect data that you provide to us through our website astengeneration.org, in compliance with the Kenya Data Protection Act 2019 and associated regulations.

By using our website or submitting any form, you agree to the terms of this policy. If you do not agree, please do not submit your information.

1. Information We Collect

We collect personal data when you:

• Submit a Volunteer Application
• Send us a Contact Form message
• Make a Donation or enquire about donating

Volunteer Application Form

• Full name, date of birth, gender, nationality
• Email address, phone number, location
• Areas of interest, availability, skills and experience
• Motivation statement
• Previous volunteer experience
• Emergency contact name, relationship, and phone number

Contact Form

• Full name
• Email address
• Subject and message content

Automatically Collected Data

When you visit our website, we may collect standard technical data including your IP address, browser type, pages visited, and time of visit. This is used solely for site performance and security monitoring.

2. How We Use Your Information

We use your personal data only for the purposes it was collected:

• To process and review volunteer applications and contact you about opportunities
• To respond to your enquiries submitted via the Contact form
• To coordinate volunteer activities, training, and scheduling
• To maintain records of our volunteers and partners for organisational purposes
• To communicate updates about our programmes and events (only where you have consented)
• To comply with legal obligations under Kenyan law

We will not use your data for any purpose incompatible with the reason it was collected without notifying you and obtaining your consent.

3. Legal Basis for Processing

Under the Kenya Data Protection Act 2019, we process your personal data on the following grounds:

• Consent — You explicitly tick the consent checkbox on our forms.
• Legitimate Interest — To effectively manage our volunteer programmes and respond to enquiries.
• Legal Obligation — Where required to comply with applicable Kenyan law.

4. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your data only in the following limited circumstances:

• Service providers — We use Resend to send and receive emails. Data shared is limited to what is necessary for email delivery.
• Cloudinary — We use Cloudinary for image management (gallery and hero images). Cloudinary does not receive any volunteer or contact form data.
• Legal requirements — If required by law, court order, or government authority.

All service providers are required to handle your data securely and only for the purposes we specify.

5. Data Retention

We retain your personal data only for as long as is necessary for the purpose it was collected:

• Volunteer records — Retained for the duration of your active volunteering relationship and up to 3 years thereafter, unless you request deletion earlier.
• Contact form messages — Retained for up to 12 monthsfrom the date of submission.
• Automatically collected technical data — Retained for up to 90 days.

After these periods, data is securely deleted or anonymised.

6. Your Rights

Under the Kenya Data Protection Act 2019, you have the following rights:

• Right to access — You may request a copy of the personal data we hold about you.
• Right to rectification — You may ask us to correct any inaccurate or incomplete data.
• Right to erasure — You may request that we delete your personal data.
• Right to withdraw consent — You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
• Right to object — You may object to certain types of processing.
• Right to lodge a complaint — You have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya.

To exercise any of these rights, contact us at info@astengeneration.org. We will respond within 21 days.

7. Data Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Our website operates over HTTPS and sensitive data (such as admin passwords) is stored in hashed form. However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Cookies

Our website uses a session cookie (admin_session) solely for the purpose of authenticating our administrative staff. This cookie is not used to track visitors and is not shared with third parties. We do not use advertising, analytics, or tracking cookies.

9. Children’s Privacy

Our website forms are intended for persons aged 18 years and above. We do not knowingly collect personal data from children under 18. If you believe a minor has submitted data to us in error, please contact us immediately and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The date at the top of this page will always reflect the most recent update. We encourage you to review this page periodically.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact our Data Protection Officer: