Privacy Policy NYC 2026

1. Who We Are

The Kampala Episcopal Youth Apostolate (KEYA) is the organisation responsible for this website and the data collected through the NYC 2026 registration form. KEYA is the data controller under the Uganda Data Protection and Privacy Act, 2019.

Data Controller: KEYA Kampala Episcopal Youth Apostolate
Archbishop's House, Rubaga, Kampala, Uganda
Email: hello@nyckeya2026.org

2. What Data We Collect

When you register for NYC 2026, we collect the following personal data:

Data Point	Type	Required?	Purpose
First & Last Name	Personal identifier	Yes	Identify you in our system & on your entry pass
Gender	Demographic	Yes	Logistics planning (accommodation allocation)
Age Category	Demographic	Yes	Programme grouping & safeguarding
Phone Number	Contact	Yes	Confirmation messages & event updates
Email Address	Contact	No	Confirmation & digital entry pass delivery
Parish	Organisational	Yes	Diocesan coordination & group allocation
Diocese	Organisational	Yes	Delegation tracking & reporting
Role	Participation type	Yes	Accreditation & access levels
Accommodation Preference	Logistics	No	Accommodation planning
Group Size	Logistics	No	Seating & transport planning
Special Requirements	Health / Accessibility	No	Ensuring appropriate support at the event
Registration timestamp	System record	Auto	Audit trail & de-duplication

We do not collect financial data, ID numbers, or biometric data through this form. Any payment processing (when enabled) will use PCI-DSS compliant third-party gateways.

3. Why We Collect It

Our lawful basis for processing your data is:

Performance of a task in the public interest organising a large-scale religious youth event that requires knowing who will attend.
Your explicit consent which you give by ticking the consent checkbox on the registration form.
Legitimate interests ensuring the safety, security and smooth operation of the convention.

4. How We Use Your Data

Use	Detail
Registration confirmation	Sending an SMS / email confirming your place at NYC 2026
Digital entry pass	Generating and sending your personalised QR-code entry card
Event updates	Programme changes, venue directions, pre-event communications sent via SMS or email only
Attendance tracking	Scanning QR codes at event gates to manage access and headcounts
Logistics planning	Accommodation allocation, catering numbers, transport planning
Safeguarding	Age-category data is used to apply appropriate supervision ratios for minors (15–18)
Statistical reporting	Aggregate, anonymised attendance figures shared with KEYA leadership and the Catholic Church in Uganda no individual data is identified

We will NEVER: sell your data · share it with third-party advertisers · use it for commercial marketing · pass it to other organisations without your consent · transfer it outside Uganda without appropriate safeguards.

5. Who We Share It With

Your data is shared only on a need-to-know basis with:

KEYA Secretariat staff who manage registrations and issue entry passes
Diocesan Youth Coordinators to coordinate their delegation's logistics (name, phone, parish, diocese only)
Event security and gate volunteers who see only your name and entry pass validity status via the scanning app
Approved technology partners e.g. SMS gateway provider, subject to data processing agreements

All parties are bound by confidentiality obligations. No data is shared with commercial entities.

6. How Long We Keep It

Registration data is kept for 6 months after the convention ends, then permanently deleted
Anonymised attendance statistics (no personal identifiers) may be retained indefinitely for institutional records
You may request earlier deletion at any time see Section 8 below

7. Your Rights

Under the Uganda Data Protection and Privacy Act, 2019, and aligned with international best practice, you have the right to:

Access request a copy of the personal data we hold about you
Correction ask us to correct inaccurate information
Deletion (Right to be Forgotten) ask us to erase your registration record
Objection object to processing for certain purposes (e.g. marketing messages)
Data Portability receive your data in a common machine-readable format
Withdrawal of Consent you may withdraw consent at any time; this will not affect the lawfulness of prior processing

To exercise any right, contact us at hello@nyckeya2026.org. We will respond within 14 calendar days.

8. Delete Your Data

You have the right to have your registration data permanently deleted from KEYA's records. There are two ways to do this:

Request Data Deletion

Choose any of the following methods. All requests are processed within 14 calendar days and you will receive a confirmation.

Option 01

Email Request

Send an email to hello@nyckeya2026.org with subject line "Data Deletion Request" and include your registration reference number.

Option 02

Online Form (Below)

Fill in the form below and submit. A KEYA staff member will process your request and confirm via the phone number you provide.

Important: Deleting your registration will cancel your place at NYC 2026. If you later wish to attend, you will need to re-register (subject to availability).

Deletion Request Form

Full Name *

Phone Number *

Registration Reference

Reason for deletion

Your request will be logged and actioned by KEYA staff within 14 calendar days.
This form does not immediately delete data a staff member will manually confirm deletion.

9. Security

KEYA takes data security seriously:

Data is transmitted over HTTPS (SSL/TLS) encryption
Access to registration records is restricted to authorised KEYA staff only, protected by role-based access controls
Staff handling personal data receive data protection training
We conduct periodic security reviews of our systems

If you believe there has been a data breach affecting your personal information, contact us immediately at hello@nyckeya2026.org.

10. Contact & Complaints

For any questions, access requests, correction requests or complaints regarding your personal data:

Email: hello@nyckeya2026.org
Subject line: "Privacy [Your Request Type]"
Phones:

Secretariat +256 789 439 606

Fr. Joe Ssebunnya +256 701 810 626

Fr. Vicent Mawejje +256 702 643 042

Ms. Annet +256 789 097 596

Response time: Within 14 calendar days

If you are unsatisfied with how we handle your request, you have the right to lodge a complaint with Uganda's National Information Technology Authority (NITA-U), which oversees data protection compliance.

This Privacy Policy may be updated periodically. The date at the top of this page reflects the most recent revision. Continued use of the registration form following a policy update constitutes acceptance of the new policy.