Privacy
Policy.

How we collect, use, and protect data, for schools, students, parents, and the Kenyan partners and communities we work with.

What this policy covers

This policy describes how Kapes Adventures FZ-LLC ("Kapes Adventures", "we") handles personal data when schools, parents, students, or partners interact with us, through enquiries, programme planning, on-trip delivery, and post-trip communication.

What we collect

• School and staff data, names, roles, school name, work email, phone numbers, calendar availability.
• Student data, names, year group, dietary requirements, medical disclosures relevant to safety, emergency contact details. Held only for the duration of the trip + statutory retention.
• Parent / guardian data, emergency contact details, consent records.
• Photo and video records, only with consent. See our Child Protection policy for the standard we hold ourselves to.
• Operational records, payment confirmations, contracts, invoices held by our finance partners.

How we use it

• Programme delivery, itinerary planning, in-country logistics, safety briefings, partner coordination.
• Safety and safeguarding, risk assessment, medical contingency, on-trip leader briefings.
• Communication, programme updates to schools and parents, post-trip reflection materials.
• Improvement, anonymised feedback to improve future programmes.

We do not sell data, share with third-party advertisers, or use student or parent data for marketing.

How we store it

Data is held on encrypted cloud services (Google Workspace, supplier-vetted SaaS providers based in the EU/UK/US). Access is restricted to Kapes Adventures team members and named on-trip Kenyan trip leaders who need it to run the programme safely.

Retention

• Trip-specific student data (medical, dietary), destroyed within 90 days of trip return.
• Photo and video assets, retained only as long as the consent allows; revocable on request.
• Financial records, retained for 6 years per UAE tax law.
• Marketing contacts, held until you unsubscribe.

Your rights

You may request a copy of your data, correction of inaccuracies, deletion of records (subject to statutory retention), or restriction of how we use it. We will respond within 30 days.

Children's data

We treat data about anyone under 18 with extra care. We never publish identifiable photos of visiting students without parental consent collected via your school. See our Child Protection policy.

Cookies and the website

The Kapes Adventures website uses essential cookies to operate. Analytics is privacy-preserving and aggregated. We do not run third-party advertising trackers.