Privacy Policy

Kenyans in Ireland Housing Co-operative Society Ltd ("the Society", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website at kenyansinirelandcoop.com, apply for membership, or interact with us in any other way.

We operate across Kenya and Ireland. As we serve members residing in the European Union and European Economic Area, this policy is drafted in compliance with the EU General Data Protection Regulation (GDPR) (Regulation 2016/679) and, where applicable, the Kenyan Data Protection Act 2019.

Please read this policy carefully. If you do not agree with its terms, please do not use our website or services.

1. Who We Are

The data controller responsible for your personal data is:

Kenyans in Ireland Housing Co-operative Society Ltd
Registered Office: Nairobi, Kenya (P.O. Box 17085-00100)
Registered under: Co-operative Societies Act Cap 490, Laws of Kenya
Registration approved: 27 October 2025
Email: info@kenyansinirelandcoop.com
Phone: +353 899 582 662 | +254 108 081 291

2. Data We Collect

We may collect and process the following categories of personal data:

2.1 Identity Data

Full name, date of birth, nationality, gender, and a copy of government-issued identification (where required for membership verification).

2.2 Contact Data

Email address, phone number, postal address, and country of residence.

2.3 Financial Data

Bank account or payment details used to process membership fees and monthly contributions. We do not store full card details — payments are processed through secure third-party payment providers.

2.4 Membership Data

Membership number, contribution history, savings balance, housing allocation records, and nominee information.

2.5 Technical Data

IP address, browser type and version, time zone setting, operating system, and other technology identifiers collected through cookies and analytics tools when you visit our website.

2.6 Communications Data

Records of your communications with us, including emails, contact form submissions, and support queries.

3. How We Collect Your Data

Directly from you — when you register as a member, submit a contact form, make a payment, or correspond with us.
Automatically — when you visit our website, we may collect technical data through cookies and similar technologies. See our Cookie Policy for full details.
From third parties — where permitted, from payment processors or identity verification services.

4. Legal Basis for Processing

Under GDPR, we process your personal data on the following legal bases:

Contract performance — to manage your membership, process contributions, and provide the services you have signed up for.
Legal obligation — to comply with the Co-operative Societies Act (Cap 490), Kenya's Data Protection Act 2019, and any applicable Irish or EU law.
Legitimate interests — to operate, manage, and improve the Society's operations in a way that does not override your rights.
Consent — for cookies and marketing communications where we have obtained your explicit consent. You may withdraw consent at any time.

5. How We Use Your Data

We use your personal data to:

Process and manage your membership application and account
Collect and record monthly savings contributions and entrance fees
Communicate with you about your membership, housing projects, and Society updates
Maintain required records under the Co-operative Societies Act and applicable data laws
Prepare and submit financial reports and audited accounts
Respond to your enquiries and contact form submissions
Improve our website and digital platform
Comply with legal obligations and regulatory requirements

We will never sell your personal data to third parties. We do not use your data for unsolicited marketing without your explicit consent.

6. Data Sharing

We may share your personal data with:

Payment processors — to facilitate the collection of membership fees and contributions
IT and platform service providers — who support the operation of our digital management system
Auditors and legal advisors — as required for financial auditing and legal compliance
The Commissioner for Co-operative Development (Kenya) — as required by the Co-operative Societies Act
Regulatory or law enforcement authorities — where we are legally required to do so

All third-party processors are required to handle your data securely and in accordance with applicable data protection law.

7. International Data Transfers

As the Society operates across Ireland (EU) and Kenya, your personal data may be transferred between these jurisdictions. Where data is transferred outside the European Economic Area, we ensure appropriate safeguards are in place, including standard contractual clauses where required under GDPR.

8. Data Retention

We retain your personal data for as long as your membership is active and for a period thereafter as required by law and the Society's by-laws. Membership records may be retained for a minimum of 7 years following cessation of membership for audit, legal, and regulatory purposes. Technical and usage data collected via the website is retained for a shorter period consistent with our cookie and analytics settings.

9. Your Rights Under GDPR

If you are located in the EU or EEA, you have the following rights in respect of your personal data:

Right of access — to request a copy of the personal data we hold about you
Right to rectification — to request correction of inaccurate or incomplete data
Right to erasure — to request deletion of your data in certain circumstances
Right to restriction — to request that we limit how we process your data
Right to data portability — to receive your data in a structured, machine-readable format
Right to object — to object to processing based on legitimate interests
Right to withdraw consent — at any time where processing is based on consent

To exercise any of these rights, please contact us at info@kenyansinirelandcoop.com. We will respond within 30 days. If you are unsatisfied with our response, you have the right to lodge a complaint with the Irish Data Protection Commission (DPC) at www.dataprotection.ie.

10. Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction, or alteration. Our digital platform incorporates industry-standard security practices including encrypted data storage and secure access controls.

However, no method of transmission over the internet is completely secure. While we strive to protect your personal data, we cannot guarantee absolute security.

11. Cookies

Our website uses cookies to improve your experience and analyse website traffic. Please see our Cookie Policy for full details and how to manage your cookie preferences.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify members of material changes via email or through the member platform. The date of the most recent revision will always be shown at the top of this page.

13. Contact Us

For any questions about this Privacy Policy or how we handle your personal data, please contact us:

Kenyans in Ireland Housing Co-operative Society Ltd
Email: info@kenyansinirelandcoop.com
Phone: +353 899 582 662 (Ireland) | +254 108 081 291 (Kenya)