Effective Date: 27 July 2025
Organized By: GeoConnect (Supported by KM-Spatial)
Contact Email: info@kms.co.zw

1. Introduction

We respect your privacy and are committed to protecting your personal information in compliance with the Cyber and Data Protection Act [Chapter 12:07] of Zimbabwe and international best practices.

This Privacy Policy outlines how we collect, process, use, and safeguard your personal information during your participation in the KoboToolbox Crash Course Series. By registering for this program, you acknowledge and agree to the terms outlined in this policy.

2. Data We Collect

When you register for the KoboToolbox Crash Course Series, we collect the following categories of personal data:

  • Identity Information: Full name, email address, phone/WhatsApp number, age range, and gender (optional).

  • Professional Information: Occupation, organization/institution (if applicable), and background in research/community development.

  • Motivational Information: Reasons for applying, career aspirations, and interest in KoboToolbox.

  • Technical Information: Device availability (e.g., smartphone, laptop) for training participation.

We may also collect photos and videos of participants during the training (only with your consent).

3. Purpose of Data Processing

Your personal information is collected and processed for the following purposes:

  1. Training Administration:

    • Processing and reviewing applications for participation.

    • Communicating training details, schedules, and updates.

  2. Program Evaluation & Reporting:

    • Conducting baseline assessments and participant analysis for improving future training.

    • Documenting program outcomes and success stories (non-identifiable data where possible).

  3. Ambassador Program Monitoring:

    • With your explicit consent, we may share your name, email address, and organization details with Kobo (Humanitarian Data Solutions) as part of ambassador program reporting.

  4. Email Communications:

    • We use Kit to send broadcast emails strictly related to this training (e.g., confirmation emails, reminders, post-event updates).

4. Third-Party Services

  • KoboToolbox: We use KoboToolbox to collect and process registration data. Please review their Privacy Policy here: https://www.kobotoolbox.org/privacy/.

  • Kobo (Humanitarian Data Solutions): May require limited participant information for ambassador program monitoring, shared only after receiving your consent. Learn more here: https://www.kobotoolbox.org/about-us/.

  • Kit (Email Broadcast Service): We use Kit solely to send training-related communications.

We do not sell, rent, or trade your personal data with third parties.

5. Legal Basis for Processing

Under the CDPA Zimbabwe, we rely on the following lawful bases to process your data:

  • Consent: We obtain explicit consent before collecting, processing, or sharing your personal information.

  • Legitimate Interest: To administer and evaluate the training program effectively.

  • Legal Obligation: To comply with any applicable laws or data protection requirements.

6. Data Retention

  • We will retain your personal information for up to 5 years for documentation and reporting purposes related to the training series.

  • Upon request, we will delete or anonymize your personal information within 30 days (unless retention is required by law).

7. Your Rights Under the CDPA Zimbabwe

As a data subject, you have the right to:

  • Access your personal information.

  • Request rectification or correction of inaccurate data.

  • Withdraw consent for processing or sharing of your data.

  • Request deletion of your personal information.

  • Object to processing of your data under certain circumstances.

To exercise your rights, email us at info@kms.co.zw.

8. Data Security

We implement strict administrative, technical, and physical safeguards to protect your personal information from unauthorized access, loss, or misuse. Access to personal data is restricted to authorized program staff only.

9. Consent for Data Sharing with Kobo

As part of the KoboToolbox Ambassador Program, we may share limited participant details (e.g., name, email, organization) with Kobo (Humanitarian Data Solutions) only if you provide explicit consent via the registration form. Refusal to consent will not affect your eligibility for participation.

10. Updates to this Policy

We reserve the right to update or revise this Privacy Policy as needed to reflect changes in law, technology, or program practices. Any changes will be communicated via our official channels.

11. Contact Information

For questions, complaints, or data-related inquiries, contact our Data Protection Officer:
Email: info@kms.co.zw