What we do with what you tell us

What we collect

When you register with us — at a rehabilitation centre, at one of our services, or on the tablet we hand round — we ask for your name, a phone number, where you live, which facility you came from, and something about what you are dealing with. Over time, staff who work with you add notes about your progress, the sessions you attend, and the people supporting you.

Some of that is sensitive: addiction and rehabilitation history, grief, trauma, and your faith background. We ask for it because we cannot walk with you properly without it, not because we are required to hold it.

Who can see it

Hai Ministries staff and trained volunteers who are involved in your care. Nobody else. We do not sell it, we do not trade it, and we do not pass it to churches, employers, family members or partner organisations without asking you first.

Every time a member of staff opens your file, the system records that they did. That record exists so we can check that only the right people are looking.

When we would have to share it

There are two situations where we might tell someone else without your agreement: if we believe you or someone else is in immediate danger, and if a court or the law requires it. If that ever happens, we will tell you unless we are forbidden to.

What you can ask us to do

You can ask to see everything we hold about you. You can ask us to correct anything wrong. You can ask us to delete your record, and we will unless we are legally required to keep it. You can withdraw your consent at any time — it will not affect the care we offer you. Speak to any member of staff, or write to us at the address below.

How long we keep it

For as long as we are working with you, and for a period afterwards so that we can pick things up again if you come back to us. We are finalising exactly how long that period is; when we have, this notice will say.

Where it is stored

In a database hosted outside Kenya, protected by encryption in transit and access controls. Only named staff accounts can reach it.

If you are unhappy

Tell us first — we would rather hear it. You also have the right to complain to the Office of the Data Protection Commissioner in Kenya.

Hai Ministries · Integral Mission Department · Nairobi, Kenya. Contact details for data protection queries to be confirmed.