Privacy Policy

Last updated: 16 Oct 2026

Kairos Optima Ventures ("the Club") operates this member portal to manage member records, savings, loans, fees, fines, and related club business. This policy explains what information the portal collects, why, and how it is protected.

Information we collect

• Membership & KYC details — name, date of birth, gender, contact details, identification documents, signature, photo, and next-of-kin/dependant information, collected when you join and updated as your circumstances change.
• Financial records — savings contributions, loans, repayments, fees, and fines, needed to run the club's lending and savings operations.
• Account & security data — your username, a securely hashed password (never stored in plain text), two-factor authentication status, and, if you choose to sign in with Google, the email address Google confirms belongs to you.
• Usage & security logs — sign-in times, IP address, and browser information, kept so administrators can detect suspicious activity and, if needed, see which devices are signed in and end a session remotely.

How we use it

Solely to administer club membership, savings, and lending; to communicate with you about your account (by email, SMS, or a WhatsApp link you can choose to open); and to keep the system secure. We do not sell member data, and we do not use it for advertising.

Who can see it

Your records are visible to club officers (Treasurer, Secretary, Chairman, Committee, and IT Administrator) to the extent needed for their role, and to you for your own records. Every access to sensitive actions is recorded in an internal audit log.

Cookies

The portal sets one strictly-necessary cookie to keep you signed in. We do not use third-party advertising or analytics cookies.

Data retention & security

Records are retained for as long as you are a member and for the period required afterward for financial record-keeping. Data is encrypted in transit, access is role-restricted, and regular backups are kept to prevent data loss.

Your rights & contact

To review, correct, or ask questions about your data, contact the Treasurer or club administration. This policy is intended to align with Uganda's Data Protection and Privacy Act, 2019.

[Placeholder — replace before relying on this policy]: insert the Club's registered legal name, physical address, and a designated privacy contact (name/email), and have this document reviewed by a qualified advisor.