Effective 13 October 2026 · Version 1.0
This policy explains what personal data GreenHope Youth Wealth Circle collects through this website and the member portal, why we collect it, who sees it, and what rights you have. We have written it to follow Kenya’s Data Protection Act, 2019.
1. Who we are
This website and the member portal at greenhopeyouths.com are run by GreenHope Youth Wealth Circle (“GYWC”, “we”, “us”), a self-help group governed by its Amended Constitution. We decide why and how your personal data is used, so we are the data controller. You can reach us at greenhopeyouths@gmail.com or through the Contact section.
2. What we collect
- When you visit the website: technical data such as your IP address, browser and device type, handled by our hosting and security providers. Your sign-in session is kept in your browser’s storage.
- When you create an account: your full name, email address and password (we cannot read your password), and sign-in security details such as two-step verification and one-time codes sent by email.
- When you apply for membership: your full name, national ID number, email, mobile number, date of birth, gender, county, next of kin (name, relationship and mobile number), photos of the front and back of your national ID and a selfie, and details of your registration-fee payment (method, date, transaction code and any receipt you upload). Existing members also give the year they joined, the name and phone number of a person who can confirm their membership, any old membership number and the savings they believe they have contributed.
- As a member: records of your contributions, welfare, loans, repayments, fines, statements, meeting attendance and certificates; payment evidence you upload; queries and inquiries you raise; and messages and voice notes you send in the Communication Center.
- When you contact us or report a concern: your name, your email or phone number, and your message. If you tick “Submit anonymously”, we do not record your name or contact details with the report.
- Records we create: an audit trail of actions taken in the portal (who did what, and when) and a log of emails we send.
Some of this data, such as your national ID number, ID photos, selfie, family details and financial records, is sensitive. We limit access to it and ask for your consent to use it (see section 3).
3. Why we use your data
- To consider your membership application and to run your membership under the Constitution, including recording savings, welfare, loans and meeting attendance.
- To confirm who you are and to prevent fraud, duplicate or false applications.
- To send you notices, one-time codes, password resets and other messages about your membership.
- To keep the portal secure and to keep an audit trail so that members and officers are accountable.
- To prepare reports for members and officers and to meet our legal and record-keeping duties.
We rely on your consent, on the membership relationship between you and GYWC, on our legal obligations, and on our legitimate interest in keeping the group’s records accurate and secure. When you register or apply, we ask for your consent to the uses described here. You can withdraw it at any time (see section 9).
We do not sell your data and we do not use it for advertising. Loan and welfare applications are reviewed and decided by GYWC officers.
4. Who can see your data
- Members can see their own records in the portal.
- Officers can see only the information their role needs. For example, the Treasurer handles contributions and loans, and the Secretary handles membership applications and records.
- Reports submitted through “Report a concern” can be read only by the Chairperson and the Secretary.
- Audit committee members can review records as part of their audit work.
- The public Verify page lets anyone check whether a GYWC certificate is genuine and shows only limited details.
We may also disclose data where the law requires it, or where a court or a competent authority lawfully asks for it.
5. Service providers we use
We use these providers to run the website. They handle data to provide their service to us, and each has its own privacy policy.
- Supabase – database, sign-in and file storage. Our project is hosted in Mumbai, India.
- Cloudflare – website hosting, DNS and security, including the Turnstile check that tells people from bots.
- Resend – sending emails such as codes and notices, from servers in Europe.
- Google Fonts, jsDelivr, cdnjs and unpkg – fonts and software libraries delivered to your browser. When your browser loads them, these services can see your IP address.
6. Data stored or processed outside Kenya
Our providers operate outside Kenya, including in India, Europe and the United States, so your data may be stored or processed there. We do this only to run the website and the portal. We ask for your consent to this when you register or apply. If you have questions about where your data is held, contact us.
7. How long we keep it
We keep your data for as long as you are a member. After that, we keep the records we need for financial record-keeping, audit, dispute resolution and our legal duties, and then delete or anonymise them. Application records, including unsuccessful applications, are kept so that officers can see your application history.
8. How we protect it
We use encrypted connections, role-based access so that people see only what they need, database rules that limit each member to their own records, a bot check on sign-in and registration, two-step verification, and an audit trail of activity. No system is completely secure. Keep your password and one-time codes private and tell us at once if you think your account has been misused. If a breach affects your data, we will tell you and the Office of the Data Protection Commissioner as the law requires.
9. Your rights
Under the Data Protection Act, 2019 you can:
- ask what personal data we hold about you and receive a copy;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, except where we must keep it for financial, audit or legal reasons;
- object to, or ask us to restrict, certain uses of your data;
- ask for your data in a portable format; and
- withdraw your consent at any time. This does not affect what we did before you withdrew, and it may mean we can no longer provide membership or portal services to you.
To use these rights, email us at greenhopeyouths@gmail.com. We may need to confirm who you are first, and we will reply within the time the law requires. If you are not satisfied, you can complain to the Office of the Data Protection Commissioner at odpc.go.ke.
10. Cookies and browser storage
We use your browser’s storage only to keep you signed in and to make the portal work. If you tick “Keep me signed in”, your session is stored on that device until you sign out. We do not use advertising or analytics cookies. Our security provider may set what it needs to run the bot check.
11. Children
The portal is for adults. We do not knowingly collect data from anyone under 18. If you believe a child’s data has been submitted, contact us and we will remove it.
12. Changes to this policy
We may update this policy. The date and version at the top show when it last changed. If we make a significant change, we will tell members through the portal or by email.
13. Contact
Questions or requests about your data: greenhopeyouths@gmail.com.
Effective 13 October 2026 · Version 1.0
These terms apply to your use of the GYWC website and member portal at greenhopeyouths.com (the “Services”). Please read them together with our Privacy Policy.
1. Agreeing to these terms
By using the Services or creating an account, you agree to these terms. If you do not agree, please do not use the Services. For membership, contributions, welfare and loans, the GYWC Amended Constitution applies, and if these terms and the Constitution conflict on those matters, the Constitution prevails.
2. The public website
The public pages give general information about GYWC. They are not financial, legal or investment advice. The Verify page lets anyone check whether a GYWC certificate is genuine.
3. Your account
- You must be at least 18 years old to create an account.
- Give accurate information and keep it up to date. One person may hold one account.
- Creating an account does not make you a GYWC member. Membership is decided by GYWC officers under the Constitution.
- Keep your password and one-time codes secret. You are responsible for activity under your account. Tell us immediately if you think someone else has used it.
- We may suspend an account that looks compromised or that breaks these terms.
4. Payments, balances and records
- Payments to GYWC are made outside this website, for example by M-Pesa or bank transfer. The portal is where you report a payment and attach evidence. Officers may review and verify a payment before it is recorded.
- Balances, statements and other figures in the portal are shown in good faith from GYWC’s records. If something looks wrong, use “Send an inquiry” in the portal and officers will review it. Where a record is corrected, the corrected record applies.
- Welfare claims and loan applications are subject to approval by GYWC officers and to the Constitution. Applying does not guarantee approval.
5. Acceptable use
You must not:
- give false information or forged documents, payment evidence or identity details, or pretend to be someone else;
- access, copy or try to see another person’s data or an area you are not authorised to use;
- test, bypass or attack the security of the Services, or use automated tools to collect data from them;
- upload malicious code, or send abusive, threatening or unlawful messages;
- submit false or malicious reports through “Report a concern”; or
- use the Services for any unlawful purpose.
If you break these rules, we may suspend or close your account, act under the Constitution, and report the matter to the authorities.
6. What you upload and send
You keep ownership of what you upload or send, such as receipts, photos and messages. You allow GYWC to store and use it to run the group and the Services. You confirm that you have the right to share it and that it does not include another person’s sensitive details without their permission.
7. Our content
The GYWC name, logo, text, design and certificates belong to GYWC. You may use the Services for their intended purpose, but you may not copy or reuse our content without permission. Forging or altering a GYWC certificate or record may be a criminal offence.
8. Availability and changes
We work to keep the Services running, but we do not promise they will always be available or error-free. We may change, pause or withdraw any part of them, for example for maintenance or security.
9. Limits on our responsibility
To the extent Kenyan law allows, GYWC and the people acting for it are not responsible for indirect or consequential loss, for loss caused by interruptions or by failures of third-party services, or for loss that results from you not keeping your login details safe. Nothing in these terms limits any liability that cannot lawfully be limited, and nothing affects your rights under the Constitution.
10. Ending your use
You may stop using the Services at any time. Your membership ends in line with the Constitution. We may suspend or close access as described in section 5. We keep records as explained in the Privacy Policy.
11. Complaints and disputes
If you have a complaint, raise it first with GYWC officers through the Contact section so that we can try to resolve it fairly and informally, and follow the dispute process in the Constitution. These terms are governed by the laws of Kenya, and the courts of Kenya have jurisdiction over any dispute that cannot be resolved that way.
12. Changes to these terms
We may update these terms. The date and version at the top show when they last changed. If you keep using the Services after an update, you accept the new terms. For significant changes we will tell members through the portal or by email.
13. Contact
Questions about these terms: greenhopeyouths@gmail.com.