Privacy Policy

Effective Date: 27th March 2026

Last Updated: 27th March 2026

Kenyan Diaspora Athletics Club (KDAC) ("KDAC," "we," "our," or "us") respects your privacy and is committed to protecting the personal information you share with us through our website, programs, events, donations, membership services, race registration, live streaming features, and community engagement activities.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information when you interact with KDAC online or offline.

1. Who We Are

KDAC is a community-based athletics organization serving members, supporters, volunteers, partners, and participants across Ontario and Canada. Our website may include running club information, membership registration, race registration, donation pages, sponsorship inquiries, contact forms, newsletters, media content, and live race streaming features.

2. Information We Collect

We may collect personal information that you voluntarily provide to us, including:

Name
Email address
Phone number
Mailing address
Date of birth
Emergency contact details
Membership information
Race or event registration details
Donation and payment details
Sponsorship or partnership inquiry details
Volunteer application information
Communications you send to us

We may also collect technical and usage information automatically, such as:

IP address
Browser type and device information
Pages visited and time spent on the website
Referring website or source
Cookies and similar technologies

3. How We Collect Information

We may collect information when you:

Fill out a membership form
Register for a race, event, or training program
Make a donation
Subscribe to our newsletter
Complete a contact, sponsorship, or volunteer form
Create an account or log in to a member area
Participate in surveys, promotions, or community activities
Interact with our website, livestreams, or social media content

4. How We Use Your Information

We may use your personal information to:

Manage memberships and member communications
Process race, event, and training registrations
Process donations and issue confirmations or receipts where applicable
Respond to inquiries and provide support
Send updates, newsletters, event notices, and organizational announcements
Coordinate volunteers, sponsors, and partners
Improve our website, services, and user experience
Protect the safety, integrity, and security of our website and participants
Meet legal, regulatory, financial, or administrative requirements

5. Legal Basis and Consent

Where required, we collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law. By submitting your personal information through our website or services, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

You may withdraw your consent at any time, subject to legal, contractual, or operational restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain services to you.

6. Membership Information

If you apply for or maintain a membership with KDAC, we may collect and use your personal information to administer your membership, verify eligibility, manage renewals, communicate program information, and provide access to member services or restricted content.

7. Donations and Payments

If you make a donation or payment through our website, your payment may be processed by a third-party payment provider. KDAC does not normally store your full payment card details on its own servers. We may retain transaction records, donation history, and contact information necessary for administration, communication, and legal or financial recordkeeping.

8. Race Registration and Event Participation

If you register for a race, training activity, or community event, we may collect information necessary to administer participation, including contact details, emergency information, category or age group, waivers, and payment information where applicable.

9. Photos, Videos, and Live Streaming

KDAC may photograph, record, or livestream races, events, training sessions, and community activities for promotional, educational, archival, and community engagement purposes.

By attending public KDAC events, you acknowledge that your image, voice, or likeness may appear in photos, videos, livestreams, or recordings published on our website, social media, or other promotional materials, unless otherwise prohibited by law.

If you have a privacy concern relating to media use, please contact us using the contact information below. For minors, a parent or legal guardian may contact us regarding concerns about use of a child’s image or likeness.

10. Cookies and Similar Technologies

Our website may use cookies, pixels, analytics tools, and similar technologies to enhance functionality, understand website traffic, remember user preferences, and improve the user experience.

You may set your browser to refuse cookies or alert you when cookies are being used. Please note that some website features may not function properly if cookies are disabled.

11. Sharing of Personal Information

We do not sell your personal information. We may share your information only where reasonably necessary, including with:

Payment processors
Website hosting or technology service providers
Email communication platforms
Event management or registration service providers
Professional advisors such as accountants, legal counsel, or auditors
Government authorities or regulators where required by law

We require service providers to handle personal information appropriately and only for the purposes for which it was shared.

12. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, comply with legal or regulatory obligations, resolve disputes, enforce agreements, and maintain appropriate records.

13. Security Safeguards

We use reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

14. Your Rights and Choices

Subject to applicable law, you may have the right to:

Request access to personal information we hold about you
Request correction of inaccurate or incomplete information
Withdraw consent to certain uses of your information
Unsubscribe from marketing or newsletter communications
Ask questions about how your information is handled

To exercise any of these rights, please contact us using the details below.

15. Children’s Privacy

Some KDAC programs may involve youth participants. Where appropriate, personal information relating to minors should be submitted by a parent or legal guardian, or with parental or guardian consent where required by law.

16. Third-Party Links and Services

Our website may contain links to third-party websites, platforms, livestreaming services, payment providers, or social media platforms. KDAC is not responsible for the privacy practices, content, or security of those third parties. We encourage you to review their privacy policies before providing personal information.

17. Cross-Border Processing

Some of our service providers may store or process personal information outside your province or outside Canada. Where that occurs, the information may be subject to the laws of the jurisdiction in which it is processed.

18. Privacy Breaches

If we become aware of a breach of security safeguards involving personal information under our control, we will take reasonable steps to contain, assess, and respond to the incident, and provide notice where required by applicable law.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or operations. The updated version will be posted on this page with a revised effective date.

20. Contact Us

If you have any questions, requests, or concerns about this Privacy Policy or how KDAC handles personal information, please contact us:

Kenyan Diaspora Athletics Club (KDAC)
Email: [email protected]