Terms of Service & Privacy

1. Introduction

EREF Foundation is committed to protecting the privacy and personal data of all participants. All collection, processing, storage, and use of personal information is carried out in accordance with the Data Protection Act, 2019 (Kenya) and any applicable regulations issued by the Office of the Data Protection Commissioner (ODPC).

By registering for the Uzalendo Half Marathon, submitting an entry to the Essay Writing Competition, or using services provided through the EREF Foundation website, you acknowledge that you have read and agree to this Privacy Notice and Terms of Service.

2. Information We Collect

Depending on the programme or event, we may collect:

• Full name
• Email address
• Phone number
• National ID or identification number (where required)
• Emergency contact details
• Medical information voluntarily provided for participant safety
• Payment information and transaction references
• Essay submissions and related supporting information
• Any other information necessary for administering our programmes and events

We collect only the information that is reasonably necessary for the stated purposes.

3. Purpose of Processing

Personal data is processed solely for legitimate purposes relating to Uzalendo Half Marathon programmes.

Uzalendo Half Marathon

Information is processed to:

• Register participants.
• Process and verify payments.
• Generate race bibs and participant records.
• Communicate important event information.
• Facilitate race-day check-in and emergency assistance where necessary.
• Prevent fraud and reconcile payments.

Essay Writing Competition

Information is processed to:

• Verify participant eligibility.
• Receive and assess essay submissions.
• Administer the judging process.
• Communicate competition updates.
• Process prize awards and maintain official competition records.

Personal information collected for either programme shall not be used for unrelated purposes without the participant's consent or where otherwise permitted by law.

4. Data Protection

EREF Foundation implements appropriate technical and organizational measures to safeguard personal information against unauthorized access, disclosure, alteration, loss, or misuse.

The Foundation processes personal information in accordance with the principles established under the Data Protection Act, 2019, including:

• Lawfulness, fairness, and transparency.
• Purpose limitation.
• Data minimization.
• Accuracy.
• Storage limitation.
• Integrity and confidentiality.
• Accountability.

5. Data Retention

Personal information is retained only for as long as necessary to fulfil the purposes for which it was collected or as required by law.

Uzalendo Half Marathon

Personal registration information is retained solely for administering the marathon, payment reconciliation, participant verification, and any necessary post-event administrative processes.

Following the completion of the marathon and the conclusion of all related administrative, financial, and reconciliation activities, participants' personal registration data will be securely deleted or anonymized, except where retention is required by applicable law.

Essay Writing Competition

Personal information relating to the Essay Writing Competition is stored solely for the administration of the competition and the processing of prize awards.

After these purposes have been fulfilled, personal data will be securely deleted or anonymized unless a longer retention period is required by law.

6. Sharing of Information

EREF Foundation does not sell, rent, or trade personal information.

Information may only be disclosed:

• To authorized personnel administering Marathon programmes.
• To service providers engaged for payment processing, email communications, or technical infrastructure, subject to appropriate confidentiality obligations.
• Where disclosure is required by law, regulation, or lawful order of a competent authority.

7. Rights of Data Subjects

Under the Data Protection Act, 2019, participants have the right to:

• Be informed of how their personal data is collected and used.
• Access their personal data.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal data where legally applicable.
• Object to or restrict certain forms of processing.
• Withdraw consent where processing is based on consent, subject to any legal or contractual obligations.

Requests relating to personal data may be submitted using the Marathon's official contact details.

8. Participant Responsibilities

Participants are responsible for ensuring that all information submitted is accurate, complete, and truthful.

Submission of false or misleading information may result in disqualification from the event or competition.

9. Consent

By submitting a registration or application through the EREF Foundation website, you consent to the collection, processing, storage, and use of your personal information as described in this Privacy Notice and in accordance with the Data Protection Act, 2019 (Kenya).

10. Contact

Questions regarding these Terms or the processing of personal information may be directed to: