Privacy notice
Version 1.1 · 22 September 2026 · Governed by the Data Protection Act, 2019 (Kenya)
Who we are
This site is run by the Golf Section committee of Kanbis Sports Club, Nairobi (“the Committee”, “we”). The Committee is the data controller for the personal data described here. Questions or requests: contact the Golf Captain or Secretary through the Kanbis Golf members’ WhatsApp group, or in person at any round.
What we hold and why
| Data | Purpose | Lawful basis (s.30 DPA) |
|---|---|---|
| Name, playing category (Men / Ladies / Junior), CDH ID or JGF number, playing handicap, home club | Running the league: draws, results, the season leaderboard, prizes | Performance of your membership agreement; legitimate interest of the club in running its competitions |
| Stableford scores and no-show / no-return flags for each round | Ranking, prizes, applying the no-show rule | Same as above |
| Membership status for the season (paid / not yet / junior / guest) and payment date | Knowing who is a member and who plays as a guest | Membership agreement |
| If you choose to add them: home club, whether you hold a CDH number and your handicap index, and a profile photo | Drawing you off the right handicap; letting members recognise you on the leaderboard | Consent — optional, and you can change or remove them on your profile page at any time |
| For committee accounts: username, password (stored only as a salted hash), sign-in times and connection address | Securing the committee area, investigating misuse | Legitimate interest (security) |
We do not store M-Pesa codes, bank references, ID numbers or card details in this system. Phone numbers and email addresses are not collected in this phase; when member sign-in is introduced you will be asked for a phone number, and this notice will be updated first.
Who can see what
- Anyone with the link can see the leaderboard, round results and the calendar — the same information the Committee has always shared in the members’ WhatsApp group. The site is not listed by search engines.
- The Committee can additionally see membership status, handicap identifiers and internal notes, and can enter or correct scores. Every change is logged with who made it.
Juniors
Junior golfers (under 18) appear on the leaderboard by name with their scores, as they do on the printed results at every round. We hold no contact details for juniors. A parent or guardian may ask for a junior’s name to be shortened or removed from the public pages at any time (s.33 DPA).
Where the data is kept
The site and its database are hosted on Cloudflare’s network. Data may be stored and processed outside Kenya. Cloudflare acts as our processor under its standard data processing terms; we do not sell or share your data with anyone else, and we do not use advertising or analytics trackers. The only cookie is the committee sign-in session cookie.
How long we keep it
- Scores, results and standings: kept as the club’s permanent competition record (from 2023 onward where imported).
- Membership status per season: 7 years, in line with the club’s financial records.
- Committee sign-in and audit logs: 12 months.
- Committee accounts: removed when the person leaves the committee.
Your rights
Under Part IV of the Act you may ask to see the data we hold about you, have it corrected, object to its use, or have it deleted where we no longer need it. Ask the Committee; we respond within 30 days. If you are not satisfied you may complain to the Office of the Data Protection Commissioner (odpc.go.ke).
Security
Connections are encrypted (HTTPS). Passwords are never stored in readable form. Committee sessions expire after 8 hours or 60 minutes of inactivity, and accounts lock after repeated failed sign-ins. If a breach affecting your data ever occurs we will notify the ODPC within 72 hours and tell you without delay, as the Act requires.
Changes
We will post any change here and announce it in the members’ WhatsApp group before it takes effect.