Privacy Policy 

KNA collects personal data for the following purposes:

• Membership registration and management
• Communication regarding events, news, and updates
• Processing applications and payments
• Compliance with legal obligations
• Improving services and understanding member needs

Types of Personal Data Collected

The following types of personal data may be collected:

• Name
• Contact information (email address, phone number, residential address)
• Date of birth
• Payment information
• Any other information voluntarily provided by the individual

Legal Basis for Processing Personal Data

Personal data is processed based on the following legal grounds:

• Consent: Clear consent has been given by the individual for processing personal data for a specific purpose.
• Contract: Processing is necessary for the performance of a contract with the individual.
• Legal Obligation: Processing is necessary for compliance with a legal obligation.
• Legitimate Interests: Processing is necessary for legitimate interests, provided those interests are not overridden by the rights and interests of the individual.

Consent for Event Media Usage

When registering for events, members will be provided with a consent option for media usage. A checkbox will be included for members to agree to the use of photos and videos taken at events for the association’s website and social media. Example: ✅ I consent to the use of photos and videos taken at this event for the association’s website and social media.

Verbal Consent for Individual and Group Photos: Before taking group photos at events, an announcement will be made: "We’re taking a photo for our website. If you prefer not to be in it, please step aside."

Opt-Out Option: Members can withdraw their consent at any time by contacting KNA via email at kwacha.nordic@gmail.com or through a contact form request to remove their images from online platforms.

Data Retention

Personal data will be retained only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Data Security

KNA takes the security of personal data seriously and implements appropriate technical and organizational measures to protect personal data against unauthorized access, loss, destruction, or alteration.

Individual Rights Under GDPR

Individuals have the following rights under GDPR:

• The right to access their personal data
• The right to rectify inaccurate personal data
• The right to erasure of personal data ("right to be forgotten")
• The right to restrict processing of personal data
• The right to data portability
• The right to object to the processing of personal data

To exercise these rights, individuals can contact KNA via email at kwacha.nordic@gmail.com.

Data Sharing

KNA does not sell or rent personal data to third parties. Personal data may be shared with:

• Service providers assisting in delivering services (e.g., payment processors)
• Legal authorities when required by law

Changes to This Policy

This policy may be updated from time to time. Individuals will be notified of any changes by posting the updated policy on the website or through direct communication.