Privacy Policy

Amref Health Africa, through the Ethics and Scientific Review Committee (ESRC), is committed to protecting the privacy of researchers, reviewers, and other users of this Platform. This Privacy Policy explains what information we collect, how it is used, and the choices available to you.

This Privacy Policy is governed by the Kenya Data Protection Act, 2019, and other applicable laws and regulations relating to the protection of personal data. Where research is funded or conducted in collaboration with international partners, additional regulatory or contractual data protection requirements may also apply.

Information collected through the Platform may include your name, email address, telephone number, institutional affiliation, professional role, protocol submissions, supporting research documents, correspondence with the ESRC, payment records, review comments, system audit logs, login information, IP address, browser information, and other technical information necessary for the operation and security of the Platform.

Information is used to: operate the protocol submission and review workflow; communicate about submissions, decisions, and monitoring requirements; maintain the security and integrity of the Platform; and meet ESRC’s reporting obligations to NACOSTI and other accrediting bodies.

Personal information may also be shared with carefully selected third-party service providers who assist in hosting, maintaining, securing, or supporting the Platform. Such providers process personal information only on behalf of Amref Health Africa and under appropriate confidentiality and security obligations. Where information is transferred outside Kenya, appropriate legal and contractual safeguards will be applied in accordance with applicable data protection laws.

Security measures include authenticated user access, role-based authorization, encrypted communications (HTTPS), secure hosting infrastructure, regular system monitoring, audit logging, and administrative procedures designed to prevent unauthorized access, disclosure, alteration, or destruction of information. Security controls are reviewed periodically as part of Amref Health Africa's information security practices.

Personal information and research records are retained only for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal and regulatory obligations, resolve disputes, and enforce applicable agreements. Where records are no longer required, they will be securely deleted, anonymized, or archived in accordance with Amref Health Africa's records management policies and applicable regulatory requirements.

Subject to applicable law, you may request access to your personal information, request correction of inaccurate information, request deletion where legally permitted, object to certain processing activities, request restriction of processing, or lodge a complaint with the Office of the Data Protection Commissioner (ODPC) if you believe your rights have been infringed.

The Platform may use cookies and similar technologies that are necessary for authentication, maintaining user sessions, improving performance, and enhancing the user experience. We may also collect limited usage information for security, system diagnostics, and performance monitoring. Users may manage cookies through their browser settings; however, disabling essential cookies may affect certain Platform functionality.

The Platform is intended for use by researchers, reviewers, and institutional staff, and is not directed at children. We do not knowingly collect personal information from children through the Platform itself.

Note: this clause covers Platform account usage only — it does not describe how child participants in reviewed research studies are protected, which is governed separately by ESRC’s ethical review standards for vulnerable populations.

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date above.

Questions about this Privacy Policy or requests to exercise your data rights can be directed to the ESRC Secretariat.

ESRC Secretariat
Amref Health Africa
Email: esrc.kenya@amref.org
Telephone: +254 795 746 777
Website: https://esrc.amref.org