Privacy Policy

Effective Date: 01st July 2025

At Meet Nairobi (“we”, “our”, “us”), we are committed to protecting your privacy and ensuring the lawful processing of your personal data in accordance with the Kenya Data Protection Act, 2019 and the EU General Data Protection Regulation (GDPR).

This Privacy Policy explains how we collect, use, share, and protect your personal information when you engage with our event (Meet Nairobi MICE Trade Show & Exhibition), our website https://meetnairobi.com, or any other affiliated platforms or services.

1. Data Controller Contact Details

Meet Nairobi – Hosted by HMP Events
Nairobi, Kenya
Email: privacy@meetnairobi.com
Phone: +254 703 720 000

2. What Personal Data We Collect

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

a) Identity Data

Full name
Job title
Company or organization name

b) Contact Data

Email address
Telephone number
Postal address
Country of residence

c) Professional & Event Participation Data

Areas of interest
Exhibitor or buyer status
Application and registration data
Survey responses
Pre-scheduled appointment data

d) Technical Data

IP address
Browser type and version
Operating system
Device information
Cookie identifiers

3. Legal Basis for Processing

We process your personal data on the following legal bases, as required under the Kenya DPA and GDPR:

Consent: When you voluntarily provide data or opt-in to communications
Contractual necessity: To fulfil registration, participation, and service delivery
Legal obligation: To comply with legal requirements
Legitimate interest: To operate, market, and improve the event in ways that do not override your rights

You may withdraw consent at any time where processing is based on consent.

4. How We Use Your Data

Your data may be used to:

Register and confirm your attendance at Meet Nairobi
Facilitate pre-scheduled B2B meetings and networking
Provide event updates, travel coordination, and reminders
Display profiles in appointment scheduling platforms (when opted-in)
Send post-event surveys, feedback forms, or marketing updates
Comply with legal or regulatory requirements

5. Data Sharing and Disclosure

We may share your data with:

Authorized service providers (registration systems, app developers, travel coordinators)
Exhibitors or buyers (for matchmaking or appointment scheduling)
Government authorities (as legally required)
Marketing or analytics platforms (only with consent)

All third parties are bound by strict data protection obligations.

6. International Data Transfers

If we transfer your data outside Kenya or the European Economic Area (EEA), we ensure appropriate safeguards such as:

Data protection agreements
Standard contractual clauses
Compliance with adequacy decisions

7. Your Data Protection Rights

Under both the Kenya DPA and the GDPR, you have the right to:

Access your personal data
Correct or update inaccurate data
Request deletion (“right to be forgotten”)
Restrict or object to processing
Request data portability
Withdraw consent at any time
Lodge a complaint with the Office of the Data Protection Commissioner (ODPC) or your local EU supervisory authority

You can exercise these rights by contacting us at hello@meetnairobi.com.

8. Retention Period

We retain your personal data only for as long as necessary for the purposes outlined, or as required by law. Where data is no longer needed, we securely delete or anonymize it.

9. Data Security

We implement technical and organizational security measures including:

Encrypted communications (HTTPS)
Secure servers and access control
Staff confidentiality training
Regular audits and data minimization practices

10. Cookies and Tracking

We use cookies to:

Improve user experience
Analyze website traffic
Enable social sharing and video content

You may manage or disable cookies via your browser settings. See our Cookie Policy for full details.

11. Children’s Privacy

Meet Nairobi does not knowingly collect data from individuals under 18 years of age. Parental consent is required if applicable.

12. Changes to This Policy

We may update this Privacy Policy periodically. All changes will be posted on this page with an updated “Effective Date.” We encourage you to review it regularly.

13. Contact & Complaints

If you have questions or concerns about your data or this policy, contact:
Data Protection Officer
Email: hello@meetnairobi.com
Phone: +254 703 720 000

For complaints, you may also contact:
Office of the Data Protection Commissioner (ODPC)
https://www.odpc.go.ke