Terms & Privacy Information

Data Privacy, Terms of Participation, and Community Guidelines

Ngao Labs Data Privacy & Protection Statement

This privacy statement describes how Ngao Labs protects the personal data it processes, why and how we collect and use your personal data, and how you can exercise your rights in relation to the processing of your personal information.

This statement should be read together with our Terms of Participation and Community Guidelines. Where there is a conflict, this privacy statement prevails.

1. Definitions

  • "Ngao Labs," "we," "our," or "us" means Ngao Labs Initiative and its successors, affiliates, partners, or volunteers as may be involved in our operations.
  • "Personal data" means information that identifies you as an individual, such as your name, contact details, academic or professional background, and digital identifiers.
  • "Processing" means handling, collecting, using, storing, sharing, retrieving, disclosing, or deleting your personal data.
  • "Sensitive personal data" includes information on your health status, ethnic background, gender, beliefs, biometric data, or any information protected under Kenya's Data Protection Act (2019).
  • "You" means:
    • A student, graduate, or participant engaging in Ngao Labs training, mentorship, or forums.
    • A volunteer trainer, mentor, or peer educator.
    • A partner institution, employer, researcher, or service provider working with Ngao Labs.
    • Any visitor to our website, digital platforms, or physical spaces.

2. Collection of Personal Data

We only collect personal data necessary to support our mission of bridging Kenya's digital skills gap through peer-to-peer learning. We collect data when you:

  • Register for training, workshops, or forums.
  • Volunteer as a trainer, mentor, or peer educator.
  • Interact with Ngao Labs through email, phone, website, or social media.
  • Participate in research, surveys, or community feedback.
  • Apply to collaborate, sponsor, or partner with Ngao Labs.
  • Visit our physical premises, events, or online learning platforms.

We may also collect information from third parties such as universities, employers, or professional networks, but only with your knowledge and consent.

3. Types of Information Collected

  • Identity information: Full name, gender, age, ID/passport, student/employee status.
  • Contact information: Email, phone number, social media handles.
  • Education/professional data: University, field of study, year of graduation, work experience, skills.
  • Participation data: Trainings attended, projects completed, peer-to-peer engagements, performance in assessments.
  • Technical information: Device identifiers, IP address, cookies, browsing activity on our website.
  • Volunteers & partners: Institutional affiliation, area of expertise, availability, and contribution records.

4. Purpose of Using Your Data

Ngao Labs uses your personal data for purposes including but not limited to:

  • Enrolling and managing participants in training programs.
  • Matching learners with peer trainers and mentors.
  • Measuring learning outcomes, skills development, and employability impact.
  • Communicating about events, resources, and opportunities.
  • Conducting research to improve training quality and relevance.
  • Complying with legal and regulatory requirements.
  • Promoting transparency and accountability in our free, open forums.

We will never sell or misuse your personal data for profit.

5. Legal Basis for Processing

We process your personal data under the following grounds:

  • Consent: When you voluntarily sign up or provide information.
  • Legitimate interest: For educational, mentorship, and program management purposes.
  • Legal obligation: Where required by Kenya's Data Protection Act or other laws.
  • Public interest: Supporting Kenya's digital economy by closing the skills gap.

6. Data Sharing & Transfers

We may share your data with:

  • Partner universities, employers, or research institutions (with consent).
  • Volunteer trainers, mentors, and coordinators (only necessary information).
  • Service providers supporting our IT, learning platforms, or communications.
  • Regulatory authorities where legally required.

If data is transferred outside Kenya, we ensure it is protected under equivalent safeguards.

7. Retention of Personal Data

We retain personal data only as long as necessary:

  • Training and mentorship records: up to 7 years.
  • Research and survey data: anonymized and retained for long-term evaluation.
  • Volunteer and partnership data: for the duration of engagement + 5 years.

8. Your Rights

You have the right to:

  • Be informed when we collect your personal data.
  • Request access to your personal data.
  • Request correction of inaccurate or incomplete data.
  • Withdraw consent or object to processing.
  • Request deletion ("right to be forgotten") where applicable.
  • Request restriction of processing in specific situations.
  • Request transfer of your data to another institution (data portability).

9. Use of Cookies & Digital Tracking

Our website and e-learning platforms may use cookies and analytics to:

  • Improve user experience.
  • Track participation and learning progress.
  • Personalize content delivery.

You can opt out of cookies through your browser settings, but some features may be limited.

10. Communication & Outreach

Ngao Labs will communicate with you through email, phone, SMS, and social media for:

  • Program updates
  • Learning resources
  • Surveys and research
  • Networking and career opportunities

You can opt out of promotional communication at any time.

11. Security Measures

We safeguard personal data through:

  • Secure servers and encrypted databases.
  • Access controls for staff and volunteers.
  • Regular data protection training.
  • Compliance with the Kenya Data Protection Act (2019).

12. Amendments

Ngao Labs reserves the right to update this Privacy Statement. Any updates will be communicated through our website.

13. Contact Us

For any questions or to exercise your data rights, contact:

Data Protection Officer
Ngao Labs Initiative
hello@ngaolabs.org

Ngao Labs Terms of Participation and Community Guidelines

These terms explain how you can join and use Ngao Labs programs. They also show the rules you must follow in our community.

By joining Ngao Labs you accept these terms. If you do not agree you should not join or use our services.

1. Purpose

Ngao Labs is a free peer-to-peer learning space. Our goal is to bridge the digital skills gap in Kenya. We focus on data analytics, data visualization, and machine learning.

2. Who Can Join

  • University students, graduates, or early career professionals.
  • Volunteers who want to share skills as trainers or mentors.
  • Partners who support the mission of Ngao Labs.
  • Anyone who agrees to follow these guidelines.

3. Participation Rules

  • Participation is free.
  • You must provide correct information during registration.
  • You are responsible for your own learning.
  • You must respect all trainers, mentors, and learners.
  • You must follow the schedule and rules of each program.
  • You must not misuse learning resources.

4. Community Guidelines

To keep Ngao Labs safe and respectful:

  • Treat everyone with respect.
  • No discrimination based on gender, ethnicity, religion, or background.
  • No harassment, bullying, or abuse.
  • Use professional and polite language.
  • Share knowledge openly and support others.
  • Give credit when you use other people's work.
  • Protect the privacy of members. Do not share their personal data without consent.

5. Use of Platforms

  • Use our website, forums, or online tools only for learning and networking.
  • Do not post harmful or illegal content.
  • Do not share false or misleading information.
  • Do not attempt to hack, disrupt, or misuse our systems.

6. Intellectual Property

  • Learning materials provided by Ngao Labs are for education only.
  • Do not sell, republish, or misuse training resources.
  • Always cite sources when using or sharing work.

7. Privacy

We collect and use your personal data according to our Data Privacy and Protection Statement. By joining you accept that policy.

8. Disciplinary Action

If you break these terms we may:

  • Give you a warning.
  • Remove you from a program.
  • Suspend or block your account.
  • Report you to authorities if laws are broken.

9. Changes to Terms

Ngao Labs may change these terms at any time. Updated terms will be shared on our website.

10. Contact

For any questions about these terms contact:

Community Coordinator
Ngao Labs Initiative
hello@ngaolabs.org