Legal Information

Privacy Policy

We value your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard your data. Last updated: September 1, 2024

1. Introduction

This Privacy Policy ("Policy") explains how Hearth Climate Initiative ("we," "us," or "our") collects, uses, shares, and protects personal information when you visit our website, register for, or attend Hearth Summit Nairobi 2026 ("Event"). We are committed to ensuring the privacy and security of your personal information and complying with applicable data protection laws.

2. Information We Collect

2.1 Personal Information: When you register for the Event or subscribe to our newsletters, we may collect:

  • Contact information (name, email address, phone number, mailing address)
  • Professional information (company name, job title, industry)
  • Demographic information (country of residence, language preferences)
  • Payment information (credit card details, billing address)
  • Dietary preferences or restrictions (for event catering purposes)
  • Accessibility requirements

2.2 Usage Information: We automatically collect certain information when you visit our website:

  • IP address and device information
  • Browser type and settings
  • Website usage data and browsing patterns
  • Referring website or source
  • Cookies and similar technologies (see our Cookie Policy section)

2.3 Event Participation Information:

  • Session attendance and participation data
  • Responses to polls, surveys, or feedback forms
  • Questions submitted during Q&A sessions
  • Photographs or video recordings of the Event
  • Networking interactions (when using our event app)

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Event Administration:

  • Processing your registration and payment
  • Providing you with Event information and updates
  • Managing your participation in sessions and activities
  • Addressing your specific requirements (dietary, accessibility)
  • Issuing credentials and managing access control

3.2 Communication:

  • Sending confirmation emails and Event-related communications
  • Providing customer service and support
  • Sending post-Event surveys and feedback requests
  • Distributing newsletters and updates (with your consent)

3.3 Improvement and Analytics:

  • Analyzing attendance and engagement patterns
  • Improving our website functionality and user experience
  • Developing and enhancing our events and services
  • Generating anonymized statistical data

3.4 Marketing:

  • Informing you about future events and related offerings (with your consent)
  • Providing personalized content and recommendations
  • Promoting our sponsors and partners (where you have consented)

4. Legal Basis for Processing

We process your personal information based on one or more of the following legal grounds:

  • Contractual Necessity: To fulfill our contractual obligations to you when you register for the Event
  • Legitimate Interests: To pursue our legitimate business interests, such as operating and improving our events and services
  • Consent: When you have given us explicit consent to process your data for specific purposes
  • Legal Compliance: To comply with legal obligations to which we are subject

5. Data Sharing and Disclosure

We may share your personal information with the following categories of recipients:

  • Service Providers: Third-party vendors who provide services on our behalf, such as payment processing, email delivery, customer support, and event management
  • Event Sponsors and Partners: With your explicit consent, we may share your contact information with sponsors or exhibitors
  • Affiliated Organizations: Other entities within our corporate family for purposes consistent with this Policy
  • Legal Requirements: When required by law, legal process, or government authorities
  • Business Transfers: In connection with a corporate transaction, such as a merger, acquisition, or sale of assets

We require all third parties to respect the security of your data and to treat it in accordance with applicable laws.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of sensitive data
  • Secure network infrastructures
  • Regular security assessments
  • Access controls and authentication requirements
  • Staff training on data protection practices

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

  • The duration of our contractual relationship with you
  • Legal obligations to retain data for certain periods
  • Relevant statutes of limitations
  • Potential disputes or legal claims
  • Guidelines from relevant data protection authorities

When personal information is no longer needed, we securely delete or anonymize it.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access: Request access to the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information in certain circumstances
  • Restriction: Request that we restrict processing of your data
  • Data Portability: Request transfer of your information to you or a third party
  • Objection: Object to processing of your personal information
  • Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@hearthsummit.org. We will respond to your request within the timeframe required by applicable law.

9. Cookie Policy

Our website uses cookies and similar technologies to enhance your browsing experience and analyze website traffic.

Types of Cookies We Use:

  • Essential Cookies: Required for the website to function properly
  • Analytics Cookies: Help us understand how visitors interact with our website
  • Functional Cookies: Enable enhanced functionality and personalization
  • Marketing Cookies: Used to track visitors across websites to display relevant advertisements

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

10. International Data Transfers

We may transfer your personal information to countries outside your country of residence, including to countries that may not provide the same level of data protection. When we do so, we implement appropriate safeguards in accordance with applicable law, such as:

  • Standard Contractual Clauses approved by the European Commission
  • Binding Corporate Rules for transfers within our corporate group
  • Derogations for specific situations, such as with your explicit consent

11. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us, and we will take steps to delete such information.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the revised Policy on our website with the "Last Updated" date. Significant changes will be notified to you through email or a prominent notice on our website.