Privacy Policy

Last updated on 2nd January 2025

Introduction

The East African Documentary Film Fund (“Docubox”, “we”, “us”, and “our”) places a high priority on protecting your privacy. This Privacy Policy (the “Privacy Policy”) describes how we handle the personal information we collect and process. The Privacy Policy applies to the programs and services that we provide, as well as your use of our website or platform, and any other services that link to or refer to the Privacy Policy (such programs and services, collectively, our “Services”).

Personal information is processed by or on behalf of the controller:
East African Documentary Film Fund,
Shalom House,
St. Daniel Comboni Drive,
Nairobi, Kenya

Information We Collect and Receive

Depending on your interactions with our Services, we may collect and/or receive personal information about you in a few different ways.

Information you (and others) give us

We will collect the personal information that you provide directly to us. We may also collect personal information provided to us by your organization, our business partners, or our suppliers.

Website visitors and other online users

When you contact us, for instance, by email or filling out a form on our website such as our newsletter subscription, or submit an application via our portal, you may give us your personal information such as your name, telephone number, email address, physical address, and other demographic information; When you donate funds online, you give us your billing information such as credit card data; When you otherwise contact us online, for instance, through social media pages; or When you register to create an account on our platforms, you may give us personal information such as your name, telephone number, email address, physical address, and organizational affiliation.

Donors

When you make a donation, we keep a record of the donation; or When you meet with us in person at events or meetings, we may collect and process personal information about you with your consent.

Other program participants

If you participate in our programs, we may collect personal information about you, such as your name, contact details, and organizational affiliation, for program delivery and communication purposes.

Candidates for positions

When you submit personal information as part of an inquiry for or submission of an application for a position at Docubox.

Others who contract or partner with us

When you contract with us, receive a grant from us, make a grant to us, participate in trainings, workshops, or meetings with us, supply us with goods or services, or otherwise partner with us.

Information we process about you may include the following list of data elements:

• Contact details including: your name; email addresses; phone numbers; or any other details contained in an email signature.
• Education and professional qualifications and professional and employment information including: degrees and education background; licenses and professional memberships; occupation or title; and compensation information.
• Payment processing related information including: bank account details; taxpayer identification number; and digitized or electronic signature.
• Personal characteristics including: age; date of birth; gender; marital status; nationality; language preferences; and photographs, videos, and audio recordings.

Information We Collect Automatically

We also collect or receive certain information automatically, such as online usage and log data, when you visit or use our website, portal, or other online Services (collectively, our “Online Services”). We may collect some of this information using cookies, web beacons, and other technologies. When you visit our website, you will receive a one-time cookie pop-up consent wherein you are given the opportunity to consent to the use of cookies. Should you decide not to consent to the use of cookies, some functionality of our Online Services may not work properly. Should you consent to the use of cookies, depending on how you access and use our Online Services, we may receive:

• Log information: This is information that is automatically collected and stored when you use our Online Services.
• Device information: This is information we automatically collect and store about the device used by you when accessing our Online Services — for example, the type of device used by you and certain device identifiers which may be unique to your device.
• Location information: This information may include information about your location derived from your IP address if you are on a computer, or your mobile device’s more precise geolocation information.

Most web browsers accept cookies automatically but can be configured not to do so or to notify the user when a cookie is sent. If you wish to disable cookies, please refer to your browser’s help section. Please note that you may need to take additional steps beyond changing your browser settings to refuse or disable cookies and similar technologies.

Read our comprehensive Cookie Policy.

Google Analytics

We also collect information via Google Analytics to understand how visitors use our website and create reports of website visitation trends. The analytics features we have implemented are Google Analytics Demographics and Interest Reporting, AdWords Remarketing, and Google Display Network Impression Reporting. Visitors can learn about Google’s practices here and may opt-out of Google Analytics by downloading the Google Analytics Opt-out Browser Add-on.

Other information

We may receive other information about you that is publicly or commercially available and combine that with the information we have collected or received about you in other ways. We may receive information about you when you choose to connect with social networking websites while using our Online Services.

How We Use the Information We Collect and Receive

We use the information we collect and receive for the following purposes:

• Processing the information is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract.
• The processing is necessary for the purposes of a legitimate interest.
• Processing is necessary for compliance with a legal obligation.
• You have given consent to the processing of your personal information for one or more specific purposes.

More specifically, we collect and receive personal information for the following purposes:

• To provide our Services and to enforce any applicable terms and conditions: We use the personal information we collect and receive to provide our Services, as needed in order to enter into or enforce applicable terms, and to enter into and manage contractual relationships and obligations when you do business with us.
• To communicate with you: We use the personal information we collect and receive to communicate with you about Docubox’s work, including updates on our programs, projects, and services, and invitations to events. You may choose to opt out any time you receive this type of information from us. We also use the information we collect and receive to communicate with you about changes to our policies and terms, or to respond when you contact us.
• To improve our Services: We use the personal information we collect and receive to provide information or content you or other users of our Services are likely to find relevant and engaging. We may also use this information to conduct surveys to measure your satisfaction with our Services, which we use to improve our Services. Information collected will allow us to adjust and improve our Services to your wishes and needs and to prepare anonymized statistics about the use of our Services. Using this information to improve our Services is in our legitimate interest.
• To provide effective advertising: You may receive advertising on third-party websites and apps such as Google AdWords, Facebook, and Instagram. We use the personal information we collect and receive to advertise and to make the advertising we provide more effective, which is in our legitimate interest. Some of the ways we do this are:
  • Showing you ads based on your online activities, such as website content you view and other interactions you have with our websites (including subscribing to our newsletters), your geographic location, the languages you speak, the keywords that you use in search engines, the types of social media content that you “like” and/or follow;
  • Limiting the number of times you see the same ad;
  • Measuring the effectiveness of the ads you see.
• For administrative purposes: We use the personal information you provide for administrative purposes, such as assessment and acceptance of suppliers, contractors, or business partners. We also use your personal information to confirm and verify your identity and for due diligence and screening purposes.
• To fulfill our legal or regulatory obligations: We use the personal information we collect and receive to comply with applicable law, respond to valid legal process, or for other legal reasons, including to protect our organization or our Services.

How We Share the Information We Collect and Receive

We may share the personal information we collect or receive from you or about you with third parties to provide products and services you have requested, when we have your consent, or as described in this Privacy Policy.

We may share information with:

• Business partners and other stakeholders: We may share information with select business partners with whom we have business relationships, such as organizations who collaborate with us in projects and partnerships, as well as funders, grantees, and subgrantees for projects and programmatic activities.
• Service providers: Companies or individuals that provide services to Docubox or act on our behalf may have access to personal information about you. For example, we may disclose or provide access to information to consultants, IT vendors, vendors who collect or make payments for services, donations, and professional advisors such as auditors and attorneys. These service providers are limited in their ability to use information they receive in the course of providing their services to us and may not use information for any purposes other than the services for which we have engaged them.
• Third Parties that provide content, advertising services, or functionality within our Online Services: Some of the content, advertising, and functionality within our Online Services may be provided by third parties that are not affiliated with us. Such third parties include:
  • Advertising providers, which help us provide ads that are tailored to users’ interests and understand how users respond to those ads;
  • Audience-measurement companies, which help us measure the overall usage of our Online Services and compare that usage to other online services.
• Other parties in response to valid legal process or when necessary to protect our organization or our Services: We may disclose your personal information to other parties, such as judicial, governmental, or regulatory bodies, if:
  • It is necessary to respond to lawful governmental requests or legal processes (for example, a court order, search warrant, or subpoena);
  • The personal information is relevant to a crime that has been or is being committed;
  • An emergency exists that poses a threat to your safety or the safety of another person;
  • It is necessary to protect the rights or property of Docubox.
• Change of control: In the event that the ownership of Docubox changes as a result of a merger, acquisition, reorganization, sale, transfer, or other disposition of assets, or in the unlikely event of a bankruptcy, your personal information may be transferred to another company.
• Aggregate information: We may aggregate and/or de-identify personal information such that it is no longer linked to an individual. This Privacy Policy does not limit our ability to disclose aggregated or de-identified information that is not linked to you. We may use and disclose such non-personally identifiable information to donors, partners, stakeholders, and any other third parties in our discretion for marketing, advertising, research, impact reporting, or other legitimate business purposes.

Cross-Border Data Transfers

Docubox is an organization with suppliers and business partners located throughout the world, which means that your personal information may be transferred, stored, and processed outside of Kenya. Please be advised that your personal information may be transferred outside the country of your residence to a country that may not have laws with the same levels of protections as those of your home country. We have in place appropriate and reasonable measures for the transfer of such personal information, including contractual measures requiring the protection of personal information. If you require more information about our data transfer mechanisms, please contact privacy@docubox.org.

Our Commitment to Security

We employ appropriate and reasonable administrative, technical, and organizational measures to protect your personal information against loss or against any form of unlawful processing and shall impose such security obligations on any data processor we enlist. For example, we, or our data processor(s), shall use servers that have been placed in a controlled, secure environment, protected against unauthorized access.

Children’s Privacy

Our Online Services are intended for a general audience. We do not knowingly collect, use, or disclose personal information from children under the age of 18 without prior parental consent. If you are a parent who consents to the collection of personal information from your child, you agree that your child may use all of our Online Services and that we may collect, use, and disclose your child’s personal information consistent with this Privacy Policy.

Records Retention

Docubox keeps records only for as long as they are needed for us to conduct our business and to comply with our legal obligations. We also adhere to Kenyan statutory record retention timelines.

Data Subject Rights

Subject to applicable law, you may have the following rights:

• The right to withdraw consent to our processing of your personal data at any time.
• Receive a copy of or access to your personal data.
• Request a copy of your personal data to be sent to a third party.
• Restrict processing of your personal data.
• Rectify or correct your personal data.
• Ask us to erase your personal data or delete it.

To exercise the rights outlined above, you can contact us at:
East African Documentary Film Fund,
Shalom House,
St. Daniel Comboni Drive,
Nairobi, Kenya
privacy@docubox.org

We will respond within one month (or any earlier period required by law) by: 1) complying with your request as soon as practicable; or 2) providing to you an explanation regarding our inability to comply with your request based on our legal obligations. If your request is complex, we may extend this period by an additional two months (or any shorter period if required by law), and you will be informed about any such extension within the initial period.

If you withdraw your consent, we will discontinue the processing of your personal information upon receipt of your withdrawal. However, any processing performed prior to your withdrawal remains a legitimate processing based on a valid consent at the time. We will not be under the obligation to reverse the processing. Please also note that withdrawing consent or choosing to delete some types of personal information may prevent us from providing services or programs to you or responding to your queries. In order to better protect you and safeguard your personal information, we may take steps to verify your identity before granting access or making changes to your information.

How to Contact Us

If you have questions or concerns about this Privacy Policy or about Docubox’s privacy practices in general, please contact us at:
East African Documentary Film Fund,
Shalom House,
St. Daniel Comboni Drive,
Nairobi, Kenya
privacy@docubox.org

Changes to This Privacy Policy

We may update this Privacy Policy from time to time, and so you should review it periodically. If there are significant changes to Docubox’s information practices, you will be provided with appropriate online notice.