Privacy Policy for Karen Country Club

Last Updated: 20th November 2025

1. Introduction

Karen Country Club ("KCC”, “the Club," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our facilities, website, mobile application, and services (collectively, "the Services").

By applying for membership, using our Services, or providing your information to us, you consent to the practices described in this policy.

2. Information We Collect

We may collect the following categories of personal information directly from you, automatically through your use of our Services, or from third parties:

Personal Identifiers: Name, address, email address, phone number, passport or national ID numbers, date of birth, gender, and nationality.

Family Information: Details of spouses, children, and other dependents.

Financial Information: Bank account details, credit/debit card numbers, and membership payment history for billing purposes.

Club Usage Data: Information about your participation in events, tee time bookings, dining reservations, and other interactions with Club facilities.

Technical Data: When you use our website or app, we may automatically collect your IP address, device information, browser type, and usage data through cookies and similar technologies.

Images and Footage: Photographic images and video footage from Club events or CCTV for security and promotional purposes.

3. How We Use Your Information

We use your personal information for legitimate business purposes, including:

• To Provide Services: To manage your membership account, process payments, handle reservations (e.g., tee times, dining), and facilitate your use of Club facilities.
• Club Administration: For internal operations such as administration, accounting, and managing member directories.
• Communication: To communicate with you about Club news, events, member surveys, and important updates.
• Safety and Security: To ensure the safety and well-being of our members and guests, including through the use of CCTV.
• Legal Compliance: To comply with our legal obligations and defend against legal claims.

4. How We Share Your Information

The Club will not sell your personal information to third parties.

We may share your information in the following limited circumstances:

• With Service Providers: We share data with trusted third parties who perform services on our behalf, such as payment processing, IT support, and data analytics. These partners are bound by contract to use your information only for Club purposes.
• For Legal Reasons: We may disclose information where required by law, such as to comply with a subpoena or similar legal process, or to protect the rights, property, or safety of the Club, our members, or others.
• Club Publications: Your name and involvement in Club activities may be published in internal communications like membership directories, notice boards, or the Club magazine, unless you opt-out.

5. Data Security

We implement reasonable physical, electronic, and managerial procedures to safeguard and secure the information we collect. We restrict access to your personal information to employees, agents, and contractors who have a legitimate business need to know it.

However, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

6. Data Retention

We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This typically means we retain data for the duration of your membership, plus a period to comply with legal and accounting obligations.

7. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Right to Access: You can request to know what personal data we hold about you.
• Right to Correction: You can update or correct any inaccurate personal data.
• Right to Deletion: You may request the deletion of your personal information under certain circumstances.
• Right to Restrict Processing: You can request that we temporarily or permanently stop processing all or some of your personal data.
• Marketing Communications: You can unsubscribe from our marketing emails at any time by using the "unsubscribe" link in those emails.

To exercise these rights, please contact us using the details in the "Contact Us" section below.

8. Use of Cookies

Our website uses cookies and similar tracking technologies to enhance user experience, analyse site traffic, and personalize content. You can choose to disable cookies through your browser settings, though this may affect your ability to use some features of our website.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by the "Last Updated" date at the top of this policy. We will notify you of any material changes by posting the new policy on our website. Your continued use of the Club after such changes constitutes your acceptance of the new policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Data Protection Officer

Karen Country Club

Karen Road off Langata Road,

Karen,

Nairobi.

[email protected]

+254 709 535 000