Privacy Policy
AfriCrew connects Clients with event professionals and helps Crew showcase their work. This Policy explains how AfriCrew Limited collects, uses, shares and protects personal data, and the choices and rights available to you.
Policy Navigation
1 Who is responsible for your data
AfriCrew Limited is the data controller for personal data where we decide why and how it is processed, including account administration, Crew assessment, platform security and our own marketing. Company registration number: PVT-VQ1EBZPZ. Registered address: GB16, 5th Floor, Phoenix Point House, Eastern Bypass – Membley, RWQV+QW Ruiru, Kenya. Website: https://africrew.com.
Privacy enquiries and rights requests: legal@africrew.com. Account support and security reports: support@africrew.com. Address your privacy request to “AfriCrew Privacy Team”. If we appoint a designated data protection officer, we will provide their contact details through this privacy contact; this notice does not claim that an officer or regulatory registration already exists.
Clients, Crew, payment providers and other organisations may separately decide how to use data for their own activities and act as independent controllers. For example, an organiser controls its guest list, and a payment provider may perform its own legally required checks. Where we process information solely on another organisation’s documented instructions, our processor duties are governed by applicable law and the relevant data-processing agreement.
2 Who this Policy covers
This Policy applies to visitors, Clients and their representatives, Crew applicants and members, referees, invited contacts, complainants and people identifiable in material submitted to AfriCrew. A person can have both Client and Crew roles on one identity. We link those roles for account administration and relevant security checks, while limiting disclosures to what the particular purpose requires.
It does not replace another controller’s privacy notice, an employer’s staff notice or a client’s event privacy notice. Follow any additional notice shown for a particular feature. If a feature such as location sharing, AI assistance or a social integration is not enabled, mentioning it here does not mean we collect its data.
3 How we obtain information & The information we collect
We receive information directly when you register, apply, attend an interview, create a profile, enquire, book, pay, message, review or contact support. Other sources include a referrer, referee, booking counterparty, authorised business representative, payment provider, identity or qualification verification source, and a person submitting a complaint or permitted work photograph.
| Category | Examples and Limits |
|---|---|
| Account and contact | Name, email, phone, username, account identifier, age or date of birth where needed, sign-in credentials or provider identifiers, role and communication preferences. Business contacts may include an organisation name and authorised representative. |
| Crew profile and digital CV | Professional role, bio, location or service area, languages, skills, qualifications, education, experience, rates where supplied, availability, profile photo, cover image, portfolio and reviews. Public visibility follows section 6. |
| Verification and interviews | Identity evidence requested for a stated purpose, qualification and licence evidence, referee responses, interview scheduling, assessment notes, outcome and reasons. Audio or video recordings require the additional notice and choice in section 5. |
| Bookings and contracts | Brief, event location and dates, call times, scope, deliverables, quotation and negotiation history, agreement version, signature or acceptance evidence, milestones, attendance, progress and completion records. |
| Payments and billing | Amounts, transaction references, provider status, invoices, subscription and fee records, refund or dispute information, and payout or tax details where necessary. See section 8 for payment-provider boundaries. |
| Messages and support | In-app messages, attachments, voice notes you send, support correspondence, complaints and evidence supplied by the parties. These are not public profile content. |
| Referrals and third parties | An invitee’s name and selected contact detail, referral source and response; a referee’s professional contact details and relevant feedback; limited event or participant data included in an authorised brief or image. |
| Device and usage | IP address, browser or app version, device type, session identifiers, access times, pages or features used, crash and security logs, and cookie data where used as explained in section 10. |
| Location and promotion choices | Chosen service area, approximate location inferred from IP where used, and precise device location only for a disclosed feature with permission. Promotional-image consent, approved materials, permitted channels and withdrawal records. |
4 Sensitive information and legal grounds
Identity documents and event briefs can reveal more than is needed. Provide only requested fields and use a secure upload method. Limit access and remove or redact unnecessary details. Do not post ID numbers, financial credentials, home addresses, health information or other private data in public profiles or reviews.
| Purpose | Relevant Data | Legal Ground & Limits |
|---|---|---|
| Create & manage accounts | Account, contact, roles & authentication | Contract or pre-contract steps. Legitimate interests for security and administration. |
| Assess Crew applications | Profile, identity, qualifications, interview notes, references | Pre-contract steps; legitimate interests in verification and integrity. |
| Publish digital CV & discovery | Selected profile, portfolio, service area & availability | Contract for public profile service you choose. Required consent for optional disclosures. |
| Administer gigs | Enquiries, quotes, messages, contracts, progress & acceptance | Contract performance or requested pre-contract steps. |
| Process payments | Billing, payout, transaction & refund records | Contract; accounting, tax & legal obligations; fraud prevention. |
| Support & resolve disputes | Support records, messages, evidence & audit logs | Contract; legitimate interests in resolving complaints and defending legal claims. |
| Protect platform | Limited logs, errors & security events | Legitimate interests in reliable and secure services. |
| Optional marketing | Selected contact channel & preferences | Express consent for specified marketing purpose. |
| Promote Crew & AfriCrew | Approved name, public profile, images & scope | Separate express consent under clause 16A of Terms. |
5 Application reviews, interviews and referrals
You may apply directly or through a referral. AfriCrew reviews account details and supporting information, decides whom to invite for an interview, and determines approval after assessment. Applicants selected to proceed must complete an interview before approval to operate. Participation does not guarantee approval.
An interview may take place through an identified online meeting provider. Attending a live interview is not consent to an audio or video recording, transcription or AI analysis. Before using those functions, we will explain the purpose, provider, access, and retention, and obtain any required separate consent. Where recording is optional, declining it will not itself disqualify an applicant; a live unrecorded interview or reasonable alternative should be offered.
6 Public profiles and visibility
When you choose to publish a digital CV, selected professional information becomes visible to visitors, potential clients, and search engines. It may include your name, professional photo, bio, skills, work history, portfolio, service area and reviews. You should be shown what will be public before publication. Do not include private verification documents, interview records, payment details, or private messages in the public profile.
7 Messages, reviews and event information
Messages, briefs and files are shared with the intended participants and authorised representatives involved in the booking. Authorised AfriCrew personnel may access relevant records for a support request, a reported breach, a payment dispute, a security investigation, or a legal obligation, with access limited to the purpose.
Reviews and responses may appear publicly with the displayed reviewer identity and booking context. Do not include attendee lists, sensitive allegations, personal phone numbers or private financial records in reviews.
8 Payments and service notifications
Card, mobile-money and bank transactions involve the provider identified in the payment flow. AfriCrew uses the necessary transaction references, amounts, status, billing and payout details to administer funding, releases, withdrawals, fees and refunds. Never send card security codes, mobile-money PINs or passwords through chat or support.
9 Crew images and platform promotion
With your separately recorded express consent, AfriCrew may use your professional name, selected public profile, profile link, likeness, portfolio and permitted event-site work photographs to showcase your skills, attract Clients and promote AfriCrew. Withdraw promotional consent anytime via legal@africrew.com.
10 Cookies, analytics and device permissions
Cookies, local storage, app identifiers or similar tools may maintain sign-in, security, preferences or optional analytics. Essential tools are limited to what the requested service requires. Non-essential analytics and tracking remain off until consent is obtained.
11 Who may receive personal data
We share only what is necessary for the stated purpose. Recipients may include booking counterparties, providers of hosting, authentication, payment, support, and professional advisers. We do not sell personal data to third parties.
12 Data outside Kenya
Cloud hosting, support, communications, payment, or other providers may access or store data outside Kenya under strict statutory protection safeguards, data transfer agreements, and applicable Kenyan Data Protection Act standards.
13 Search AI and automated decisions
Search recommendations use role, location, availability, and skills. Applications and vetting involve direct human assessment. Automated logic does not execute unconfirmed financial charges or contract approvals without user authorization.
14 How long data is kept
| Record Category | Retention Criteria and Action |
|---|---|
| Active account & profile | Kept while active. After closure, public display is removed and unnecessary fields deleted/anonymised. |
| Applications & verification | Kept for assessment, appeal window, and fraud prevention. Raw ID copies deleted when no longer needed. |
| Bookings, contracts & payments | Kept as required for statutory accounting, tax compliance, and legal claim limitation periods. |
| Messages & support | Retained for relevant service, complaint or dispute resolution. Unnecessary attachments removed early. |
| Invitations & marketing | Invitation data kept during delivery window. Minimal opt-out records kept to respect user choices. |
15 Security and incident response
We apply appropriate technical and organizational safeguards including encryption, access controls, and auditing. Where Kenyan law requires notification of a breach, we notify the ODPC without delay and within 72 hours of awareness.
16 Children and incidental attendee information
AfriCrew accounts and booked professionals must be at least 18 years of age. Underage accounts will be restricted. Event photos containing children require applicable parent or guardian consent.
17 Rights available to you
Under the Kenya Data Protection Act 2019, you have rights to access, rectify, erase, object to processing, request data portability, and withdraw consent. Direct marketing objections are honoured immediately.
18 How to make a request
Email legal@africrew.com with your request details. Statutory calendar-day response timelines under Kenyan regulations:
| Request Type | Kenyan Response Requirement |
|---|---|
| Access | Provide access within 7 days of request, free of charge. |
| Correction | Make necessary corrections within 14 days; written reasons within 7 days if declined. |
| Erasure | Respond within 14 days; explain any statutory retention requirement. |
| Objection | Comply within 14 days free of charge. Direct marketing stops immediately. |
| Portability | Complete eligible request within 30 days. |
19 Complaints and independent remedies
If you believe your data has been handled improperly, contact legal@africrew.com. You may also lodge a complaint directly with the Office of the Data Protection Commissioner (ODPC) at https://www.odpc.go.ke/file-a-complaint/.
20 Updates to this Policy
We will keep this Policy aligned with actual practices and state its version and effective date. For material changes, appropriate notice will be given before new processing begins.
