1. Introduction

This Privacy Notice explains how the First Lady’s Mazingira Awards (FLAMA) collects, uses, stores, shares, and protects personal data of participating learners. FLAMA is committed to safeguarding the privacy of all participants, especially children, in line with the Data Protection Act, 2019 and other relevant Kenyan laws.

2. Who We Are

FLAMA is an environmental and climate change competition coordinated by the Office of the First Lady of the Republic of Kenya, in partnership with the Ministry of Education and Ministry of Environment, Climate Change and Forestry.

3. What Personal Data We Collect

We may collect and process the following information about learners and participating schools:

  1. Learner’s full name

  2. Age and grade level

  3. Gender

  4. School name and NEMIS code

  5. Parent/guardian contact (for consent and notifications)

  6. Entry materials (essays, drawings, poems, videos)

  7. Images and videos from award ceremonies or publicity events

  8. Any disability or special needs details (only where necessary for reasonable accommodation)

4. How We Use the Data

We use this data to:

  1. Register learners and process their competition entries

  2. Evaluate and assess submissions

  3. Communicate with schools and parents/guardians

  4. Publicly recognize winners and share selected works for environmental awareness

  5. Organize award ceremonies and related activities

  6. Report program impact to stakeholders and partners

  7. Comply with legal and regulatory obligations

Note: We will only use learner submissions and images in media or public exhibitions with explicit parental or guardian consent.

5. Who We Share Data With

We may share learner data only with:

  1. The Ministry of Education and Ministry of Environment for coordination and reporting

  2. Judges and assessors for evaluation purposes

  3. Event and media partners, with consent, for public exhibition or publicity

  4. Lawful authorities where required by law

We will not sell or commercially exploit any personal data.

6. Legal Basis for Processing

We rely on the following legal bases:

  1. Consent: Explicit consent from parents or guardians for processing minors’ data

  2. Public Interest: For advancing environmental education and awareness

  3. Legal Obligation: To comply with regulatory and reporting requirements

7. Data Retention

We will retain personal data only for as long as necessary to fulfill the purposes of the FLAMA program. Entries and images used for awareness may be retained longer with appropriate consent. All other personal data will be securely deleted within 7 years after the awards conclude.

8. Your Rights

Parents or guardians (on behalf of minors) have the right to:

  1. Access personal data we hold

  2. Correct or update incorrect data

  3. Withdraw consent at any time

  4. Request deletion of a learner’s data

  5. Object to publication of their child’s materials or images

To exercise these rights, please contact us via the details below.

9. Data Security

We implement appropriate technical and organizational measures to ensure personal data is secure, confidential, and protected from unauthorized access, disclosure, or loss.

10. Contact Us

For questions, concerns, or to exercise your data rights:

FLAMA Secretariat

Email: [email protected]

Phone: +254 798 644 221

Website: www.flama.go.ke