PRIVACY POLICY

EcoPulse Alliance Trust

Effective date: 08/18/2026 |
Website: www.ecopulse.roriama.com

EcoPulse Alliance Trust (“EcoPulse,” “we,” “us,” or “our”) is a charitable trust registered in Kenya, working across the East African Community to advance youth-led conservation, environmental education, art, and mentorship through programmes including EcoSafaris, Eco-Shop, and Eco-Briefs. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website (www.ecopulse.roriama.com), register for membership, join our WhatsApp Community, take part in our Steward Journey experience, make a donation, or otherwise interact with us.

We are committed to handling personal information responsibly and in compliance with the Kenya Data Protection Act, 2019, and applicable data protection standards across the East African Community.

1. Information We Collect

We may collect the following categories of personal information depending on how you interact with EcoPulse:

1.1 Information You Provide Directly

Membership and registration details: name, email address, phone number, country/region, and membership tier selected (e.g. Moja, Mbili, Tatu, Nne, Tano Member) when you register or check out on our membership pages.
Donation and payment information: name, contact details, and transaction details (e.g. M-Pesa PayBill reference) when you make a donation or membership payment. We do not store full payment card or mobile money PINs; these are processed through the relevant payment provider.
Steward Journey responses: answers you provide in our online Steward Journey quiz, including your motivations, interests, skills, preferred EcoPulse programme (EcoSafaris, Eco-Shop, or Eco-Briefs), region, and any optional reflections you choose to share.
Community and communications data: your name and phone number when you join our WhatsApp Community, and any messages, stories, or media you voluntarily share within that community.
Correspondence: information you provide when you email us, complete a contact form, or otherwise communicate with EcoPulse.

1.2 Information Collected Automatically

Basic website usage data such as pages visited, browser type, device type, and approximate location, collected through standard web analytics tools.
Cookies and similar technologies used to improve website functionality and understand how visitors use our site (see Section 6 below).

1.3 Information Relating to Children and Programme Participants

EcoPulse works directly with pupils and schools through EcoSafaris, eco-clubs, and mentorship activities. Where we collect information relating to children (such as names, photographs, or stories for Eco-Briefs and documentation), we do so only with the informed consent of a parent, guardian, or school authority, in line with our Safeguarding Policy. We do not knowingly collect personal information directly from children through our website or online forms without such consent.

2. How We Use Your Information

We use personal information for the following purposes:

To process membership registrations, donations, and payments, including issuing confirmations and receipts.
To provide access to EcoPulse programmes, including EcoSafaris, Eco-Shop, and Eco-Briefs, based on your membership tier or interests.
To generate your Steward Journey results (Steward Profile, Champion Path, and Steward Promise) and to better understand community interests and skills for future engagement.
To communicate with you, including sending updates, stories, newsletters, and invitations via email or WhatsApp, where you have opted in.
To manage our WhatsApp Community, including determining appropriate access levels (General Community or Ecosystem Group Level) based on membership status.
To maintain accurate donor, member, and programme records for governance, reporting, and audit purposes.
To improve our website, programmes, and communications based on aggregated, non-identifying usage patterns.
To comply with legal, regulatory, and safeguarding obligations, including under the Kenya Data Protection Act, 2019.

3. Legal Basis for Processing

We process personal information on the following legal bases, as applicable:

Consent: where you voluntarily provide information, such as completing the Steward Journey quiz, joining our WhatsApp Community, or subscribing to updates.
Contractual necessity: to process your membership registration, donation, or EcoSafari booking.
Legitimate interest: to improve our services, maintain donor and member relationships, and communicate about EcoPulse’s mission and impact.
Legal obligation: to meet regulatory, tax, safeguarding, and reporting requirements applicable to a registered charitable trust in Kenya.

4. How We Share Information

EcoPulse does not sell personal information. We may share information in the following limited circumstances:

Service providers: trusted third parties who support our operations, such as payment processors (e.g. M-Pesa), website hosting providers, and communication platforms (e.g. WhatsApp), who are required to protect your information.
Partner schools and communities: where necessary to coordinate EcoSafaris, mentorship, or Eco-Briefs activities, and only to the extent needed for programme delivery.
Governance and oversight: with EcoPulse’s Board of Trustees, auditors, or regulators, where required for governance, compliance, or reporting purposes.
Legal requirements: where disclosure is required by law, court order, or to protect the safety of a child or community member.
We do not share Steward Journey responses, donation amounts, or membership details with third parties for marketing purposes.

5. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this Policy, including:

Membership and donation records are retained for the duration of your membership and for a reasonable period thereafter to meet financial reporting and audit obligations.
Steward Journey responses are retained to support programme matching and communication, unless you request deletion.
WhatsApp Community membership data is retained for as long as you remain part of the community, or until you request removal.
Information relating to children is retained only as long as necessary for safeguarding, programme documentation, or reporting purposes, and in line with our Safeguarding Policy.

6. Cookies and Website Analytics

Our website may use cookies and similar technologies to remember your preferences, understand site usage, and improve user experience. You can control or disable cookies through your browser settings; however, this may affect certain website functionality, such as membership checkout.

7. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, or destruction. This includes restricting access to personal data to authorised EcoPulse staff, trustees, and volunteers who need it to perform their roles, and requiring confidentiality commitments from staff, interns, and volunteers as set out in our internal policies.

While we strive to protect your information, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Subject to applicable law, including the Kenya Data Protection Act, 2019, you have the right to:

Access the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of your personal information, subject to our legal, safeguarding, and record-keeping obligations.
Withdraw consent at any time, including opting out of WhatsApp Community messages or email communications.
Object to certain types of processing, such as being included in future Steward Journey communications.
Lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya, if you believe your data protection rights have been violated.

To exercise any of these rights, please contact us using the details in Section 11 below.

9. International and Regional Data Transfers

As EcoPulse operates across the East African Community (Kenya, Uganda, Burundi, and other partner regions) and engages supporters globally, personal information may be processed or stored in different countries, including through service providers such as website hosting or communication platforms. Where this occurs, we take reasonable steps to ensure your information continues to be protected in accordance with this Policy and applicable data protection laws.

10. Children’s Privacy and Safeguarding

EcoPulse is committed to protecting the privacy and safety of children involved in our programmes. We do not knowingly collect personal information directly from children under 18 through our website without parental, guardian, or school consent. Any photographs, stories, or personal details relating to children used in Eco-Briefs, EcoSafaris documentation, or promotional materials are collected and used strictly in accordance with our Safeguarding Policy and with appropriate consent from parents, guardians, or partner schools.

If you believe a child’s information has been shared with us without appropriate consent, please contact us immediately using the details below so we can address the matter.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact:

Organisation: EcoPulse Alliance Trust

Email: ecopulse.alliance@gmail.com

12. 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 programme offerings. The updated version will be posted on our website with a revised “Effective Date.” We encourage you to review this Policy periodically to stay informed about how we protect your information.

“Those who dwell among the beauties and mysteries of the earth are never alone or weary of life.”

EcoPulse Alliance Trust