Privacy Policy
Last updated: May 2026 · ROKING Friends Welfare Association
ROKING Friends Welfare Association ("we", "us", or "the Association") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our website or submit a membership application.
1. Who We Are
ROKING Friends Welfare Association is a member-based welfare organisation. Our contact details are:
2. Information We Collect
We collect personal information that you voluntarily provide to us, including:
- Membership applications: full name, national ID number, phone number, email address, current residence, home county and village, beneficiary details (name, ID, gender, relationship), nominee details (name, ID, contact, relationship), recommender details, and your handwritten or typed signature.
- Contact form submissions: name, email address, and the content of your message.
- Technical data: IP address and browser user-agent, collected automatically for security and rate-limiting purposes and not linked to your identity for marketing.
3. How We Use Your Information
We use the information we collect to:
- Process and review membership applications.
- Verify your eligibility and the eligibility of listed beneficiaries.
- Communicate with you about your application status or respond to your enquiries.
- Administer welfare benefits to approved members.
- Maintain accurate membership records as required by the Association's constitution.
- Detect and prevent fraudulent or abusive submissions (rate limiting, audit logging).
4. Legal Basis for Processing
We process your personal data on the following legal bases:
- Consent: You provide your explicit consent when you submit the membership form and tick the consent checkbox.
- Contractual necessity: Processing is necessary to fulfil the membership agreement between you and the Association.
- Legitimate interests: We have a legitimate interest in keeping membership records accurate and securing our systems against abuse.
5. How We Store and Protect Your Data
Your personal data is stored in a secured database hosted on a cPanel-managed server. We take the following technical measures to protect your data:
- All passwords are hashed using bcrypt (cost 12) and are never stored in plain text.
- Database access is restricted to application-level prepared statements only.
- Admin access is protected by authentication, session management, and role-based access control.
- Security audit logs are maintained for authentication events and sensitive administrative actions.
6. Data Sharing
We do not sell, rent, or share your personal information with third parties except:
- When required by applicable Kenyan law or a valid court order.
- With association officials (Chairman, Secretary, Treasurer) who need access to review and approve membership applications — this is an internal process within the Association.
7. Data Retention
Membership application records are retained for the duration of your membership and for a period of at least seven (7) years after membership ends, in accordance with standard association governance requirements. Contact form messages are retained for up to two (2) years. Security audit logs are retained for one (1) year.
8. Your Rights
Subject to applicable law, you have the right to:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete data.
- Erasure: Request deletion of your data where it is no longer necessary for the purposes for which it was collected.
- Objection: Object to the processing of your data in certain circumstances.
To exercise any of these rights, contact us at info@rokingfriends.com. We will respond within 30 days.
9. Cookies and Tracking
Our website uses a PHP session cookie solely for authentication purposes when you access the admin portal. We do not use advertising cookies or third-party tracking technologies on the public site.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify members of material changes by email or by updating the "Last updated" date above. Continued use of our services after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us:
This policy applies to the ROKING Friends Welfare Association website and membership application system.
