1. General Conduct

All participants must maintain professional ethics, respect diversity, and ensure a harassment-free environment during the conference.

2. Registration Integrity

Accurate personal and institutional details are mandatory. False information leads to disqualification.

3. Intellectual Property

Presentations, course materials, and resources are for personal use only; redistribution prohibited without permission.

4. Health and Safety Protocols

Follow venue guidelines, emergency procedures, and any COVID-19 protocols in place.

5. Online Conduct (OCAS Platform)

Any misuse of the Online Course Application System may result in account suspension.

6. Data Protection & Privacy (Compliance with Kenya Data Protection Act, 2019)

6.1 Lawful Collection and Processing
The Meru National Polytechnic (“the Polytechnic”) collects and processes your personal data solely for purposes of conference registration, academic administration, communication, and related institutional activities. Processing is based on your consent, contractual necessity, or legal obligation as per Section 19 of the Kenya Data Protection Act (DPA), 2019.

6.2 Data Subject Rights
Under Sections 26–31 of the DPA, you have the right to:

• Access – request confirmation of whether your data is being processed and access to that data.
• Rectification – correct inaccurate or incomplete personal data.
• Erasure (Right to be Forgotten) – request deletion of your data where no lawful basis for processing exists.
• Restriction of Processing – limit how we use your data under certain circumstances.
• Data Portability – receive your data in a structured, machine-readable format.
• Object to Processing – object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent – withdraw previously given consent at any time without affecting lawfulness of processing before withdrawal.

6.3 Data Collected
We collect: full name, salutation, gender, email address, phone number, country/institution, area of specialization, password (encrypted), and any other information you voluntarily provide. Sensitive personal data (e.g., health information) is only collected with explicit consent and processed under Section 45 of the DPA.

6.4 Purpose Limitation
Your data will only be used for: conference registration, issuance of participation certificates, conference communications (e.g.,日程 changes), statistical analysis, and compliance with regulatory requirements. Data will not be used for incompatible purposes without additional consent.

6.5 Data Sharing and Third Parties
The Polytechnic does not sell or rent personal data. We may share data with:

• Conference partners and sponsors (only with your separate consent).
• Government regulators if required by law (e.g., Ministry of Education, Office of the Data Protection Commissioner).
• Service providers (e.g., cloud hosting, payment processors) under binding data processing agreements as required by Section 26(2) of the DPA.

Any cross-border data transfer will comply with Section 48 of the DPA, ensuring adequate protection levels.

6.6 Data Security
The Polytechnic implements appropriate technical and organizational measures (encryption, access controls, firewalls, staff training) to protect against unauthorized access, loss, or breach as required by Section 50 of the DPA. In the event of a personal data breach, we will notify the Office of the Data Protection Commissioner and affected data subjects within 72 hours as mandated.

6.7 Data Retention
Your personal data will be retained for the duration of the conference event plus a period of 3 years for follow-up reporting and academic verification, after which it will be securely anonymized or deleted unless a longer retention period is required by law (e.g., audit or legal proceedings).

6.8 Automated Decision-Making
The Polytechnic does not use automated decision-making or profiling that produces legal effects concerning you without human intervention.

6.9 Consent for Children
If you are under 18 years of age, you confirm that your parent or legal guardian has reviewed and consented to this data processing notice.

6.10 Lodge a Complaint
You have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) at:
P.O. Box 3095-00100, Nairobi, Kenya | Email: info@odpc.go.ke | Website: www.odpc.go.ke

6.11 Data Controller Contact
The Data Controller is:
The Meru National Polytechnic
P.O. Box 1595-60200, Meru, Kenya
Email: info@merupoly.ac.ke | Phone: +254-123-456789
Data Protection Officer (DPO): dpo@merupoly.ac.ke

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By accepting, you confirm that you have read, understood, and agree to abide by all the rules and regulations above, including the Kenya Data Protection Act, 2019 compliance clauses. You explicitly consent to the collection, processing, and retention of your personal data as described.