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Data Privacy and Protection Policy

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Data Privacy and Protection Policy

 

Policy

This policy elaborates AAS’s obligations to protect the personal information of all those who provide it to AAS and to ensure that all records that come into the possession of AAS in the performance of its duties and responsibilities are properly collected, securely protected, confidentially managed and not made accessible to any third party without following due process or getting the consent of parties involved.

Policy Statement

The AAS will ensure that personal data is gathered legally and under strict conditions, and those who collect and manage it protect it from misuse and exploitation, as well as respect the rights of data owners.

a) Type of information collected

AAS may collect personal information from applicants when they access any of the AAS websites and/or register and/or create an account on the AAS Ishango Online System, including, IP address, location, name(s), email address(es), personal address(es), business address(es), personal identification documents, and phone number(s).

b) Use of personal information

AAS will use the personal information collected by it for the following purposes:

  • To process and review applications made on the AAS website/online system by external parties.
  • To correspond with data owners who may be applicants, experts, consultants and partners.
  • To conduct due diligence activities which may include identity verification, anti-terrorism, anti- corruption, legal personality, economic sanctions and financial checks.
  • To provide ongoing service to applicants, experts, consultants, partners and other relevant organizations and individuals.
  • To inform applicants, experts, consultants and partners about any relevant AAS news and information, or any relevant news or information of AAS’s partners or affiliates, including future Requests for Proposals or any other related information.
  • For other purposes related to the mandate of AAS.

c) Use of Cookies

AAS will not use cookies to profile site users.  However, cookies will be connected with site users in order to permit better and easier use of the site, for transmission of orders and for statistical purposes.

d) Disclosure of Personal Information

Under no circumstances will personal information collected, be communicated or disseminated to third parties, except:-

  • Service providers and suppliers
  • Funding Partners
  • Third party contractors, consultants and experts
  • When required by law. 

e) General Data Protection Regulation (GDPR) Rights

The AAS will enable these rights for all users whose personal information is held in corporate systems:-

Right to Access

Users can access most of the data The AAS has about them through their portal on the AAS Ishango Grants Management System (Ishango), or any other corporate system in use. If users would like a complete report on what personal information The AAS has about them, they should email grants@aasciences.ac.ke.

Right to Rectification

The AAS will strive to keep records accurate. If users would like to modify an inaccurate record, in most cases they can edit the data themselves through the portals. 

Right to Data Portability

If users would like a copy of their personal data to transfer to a new system, they should email grants@aasciences.ac.ke. 

Right to Object

Users can object to The AAS processing users data in certain circumstances. They should email grants@aasciences.ac.ke with more information about their request and reason for objecting.

Right to Restrict Use

Uses can request that The AAS restrict the processing of their data in certain circumstances.

Right to Erasure

Users can request that The AAS delete their data in some circumstances. They should email grants@aasciences.ac.ke with more information about their request.

f) How long does The AAS keep data?

Retention periods vary depending on the category of data. In every case, data will be kept for as long as necessary to fulfill the originally intended purpose.