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Privacy Policy

Last updated: 7 August 2026

360 Climate Institutes respects your privacy and is committed to handling personal data responsibly, securely and transparently. This Privacy Policy explains what personal data we collect through this website, why we collect it, how we use and protect it, and the choices and rights available to you.

1. Who we are

For personal data collected directly through this website, 360 Climate Institutes determines why and how that information is used and acts as the data controller.

You can contact us about privacy or personal data at:

2. Personal data we collect

When you submit an online training application, we collect the information needed to review the application and contact you about training. This includes:

  • your full name;
  • your phone or WhatsApp number;
  • your email address, where supplied;
  • your county or town;
  • your age range;
  • your current situation, such as whether you are studying, seeking employment, employed or self-employed;
  • your preferred contact method;
  • your preferred training programme;
  • the learning goals or outcomes you describe; and
  • your consent to the use of the information for processing the application and contacting you about training.

Our application system also creates administrative information such as an application reference, submission time, submission source, consent record and version, and notification status.

When you use the website, technical systems necessarily receive request information such as an IP address and browser or device request data. For the training application form, the raw IP address is not stored in the private application record. It is used temporarily to derive a one-way hashed rate-limiting key for abuse prevention.

Partnership and learner-support enquiries

When you submit a partnership or learner-support enquiry, we may collect your name, email address, phone number, organisation, organisation website where supplied, the area of partnership or support you select, your message, and your consent to use the information to respond to and administer the enquiry.

3. How we use your personal data

We use personal data only for relevant and legitimate purposes, including to:

  • receive, review and administer training applications;
  • contact applicants using their preferred contact method;
  • understand programme interest and applicants’ stated learning goals;
  • maintain application references and administrative records;
  • respond to questions or requests sent to our official contact channels;
  • protect the website and application process against spam, abuse, fraudulent submissions and security threats;
  • meet applicable legal, regulatory and record-keeping obligations; and
  • establish, exercise or defend legal claims where necessary.

We do not use information submitted through the training application form for unrelated advertising or sell applicant personal data.

For partnership and learner-support enquiries, we use the information you provide to:

  • review and respond to the enquiry;
  • understand the proposed partnership or form of learner support;
  • contact you about the enquiry and practical next steps;
  • maintain appropriate administrative records; and
  • protect the enquiry forms against spam, abuse and fraudulent submissions.

4. Our basis for processing

Depending on the activity, we process personal data because you have given consent, because processing is necessary to take steps you have requested in connection with a training application, because it is necessary for the legitimate and secure administration of our services, or because we must comply with a legal obligation.

Where we rely on consent, you may withdraw that consent by contacting us. Withdrawal does not affect processing that was lawful before the withdrawal. If information is necessary to continue processing an application, withdrawal may mean that we can no longer proceed with that application.

5. Online applications and persons under 18

The online training application form is currently intended for applicants aged 18 or above. A person under 18 should not submit the online application form independently.

If a prospective applicant is under 18, a parent or legal guardian should contact 360 Climate Institutes using the contact details in this policy so that an appropriate application and consent process can be followed.

6. How applications and enquiries are stored and communicated

Accepted online applications are stored as private, non-public records within the 360 Climate Institutes WordPress administration system. Access to those application records is restricted to authorised administrative users.

The substantive application details are also sent by email to the Institute’s configured application recipient so that the admissions or administrative team can review and follow up on the application.

If a form contains validation errors, the system may hold the sanitised form values temporarily so that you can correct the form without personal details being placed in the page URL. That temporary validation state expires after approximately 10 minutes and is deleted when retrieved.

For anti-abuse rate limiting, the application system uses a one-way hashed value derived from the connection’s IP address. The raw IP address is not stored in the application record. The rate-limiting value is short-lived and expires after approximately one hour.

Partnership and learner-support enquiries submitted through the website are stored as private administrative records in WordPress and may generate an email notification to info@360climateinstitutes.org so authorised staff can review and respond. The raw IP address is not stored in the private enquiry record. It is used transiently to derive a one-way hashed rate-limiting key for abuse prevention.

7. Who may receive your personal data

Personal data may be accessed or processed by:

  • authorised 360 Climate Institutes personnel who need the information to administer applications or respond to you;
  • website hosting, email and other technical service providers that support the operation and security of the website and communications;
  • professional advisers or service providers where reasonably necessary and subject to appropriate confidentiality obligations; and
  • public authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law.

We do not sell personal data.

8. Embedded videos and third-party services

The website includes videos delivered using YouTube’s privacy-enhanced embed domain, youtube-nocookie.com. Some video players are loaded only after you choose to play a video, while a featured video on the homepage is currently loaded as an embedded YouTube player when that section is displayed.

When a YouTube player is loaded or used, YouTube or Google may receive technical information about your device, network and interaction with the embedded content and may use cookies or similar storage in accordance with their own policies. You can review Google’s privacy information at Google Privacy Policy.

The public website does not currently use analytics or advertising tracking scripts operated by 360 Climate Institutes.

Google reCAPTCHA on public forms

We use Google reCAPTCHA on the Apply for Training, Partner With Us and Support a Learner forms to help distinguish genuine submissions from automated abuse. When the reCAPTCHA widget is used, Google may receive technical and interaction information needed to provide the verification service. This processing is separate from our private application and enquiry records and is subject to Google’s own privacy terms. We use the verification result only to protect our public forms against spam and automated misuse; it is not used to make training, partnership or learner-support decisions.

9. Cookies and similar technologies

360 Climate Institutes does not currently use public-site analytics or advertising cookies for behavioural tracking.

WordPress may use cookies that are necessary for authenticated administrators and the secure operation of the website. Embedded third-party services such as YouTube may use cookies or similar technologies when their content is loaded, subject to the third party’s own privacy practices.

10. Comments and public user accounts

The public pages of this website do not currently provide public comment forms, and public user registration is not enabled. We therefore do not intentionally collect public visitor information through website comments or public account registration.

11. How long we retain personal data

We retain personal data only for as long as it is reasonably necessary for the purpose for which it was collected, including application review and follow-up, training administration where applicable, legitimate administrative record keeping, compliance with legal obligations, and the establishment or defence of legal claims.

The appropriate retention period may therefore depend on the status and outcome of an application and any continuing administrative or legal requirement. When personal data is no longer reasonably necessary and there is no other lawful reason to retain it, it should be deleted or anonymised securely.

Short-lived validation and anti-abuse information used by the online application form expires much sooner, as described in section 6 above.

Partnership and learner-support enquiry records are retained only for as long as reasonably needed to respond to and administer the enquiry or resulting relationship, maintain necessary administrative records, and meet applicable legal or operational requirements. Records may be deleted or anonymised when they are no longer reasonably needed.

12. Security

We use reasonable administrative and technical safeguards appropriate to the nature of the information we process. These include restricted administrative access to private application records, input validation and sanitisation, request verification, anti-spam measures and rate limiting.

No method of storing or transmitting information can guarantee absolute security. If we become aware of a personal data breach, we will assess and respond to it in accordance with applicable data-protection requirements.

13. International or cross-border processing

Some website, hosting, email or embedded-media service providers may operate infrastructure outside Kenya. Where personal data is transferred or processed across borders, we will handle such processing in accordance with applicable data-protection requirements and use appropriate safeguards where required.

14. Your rights

Subject to applicable law and any lawful limitations, you may have the right to:

  • be informed about how your personal data is used;
  • request access to personal data we hold about you;
  • request correction of inaccurate or incomplete personal data;
  • object to or request restriction of certain processing;
  • request deletion or erasure of personal data where the applicable requirements are met;
  • withdraw consent where processing is based on consent; and
  • raise a complaint about the handling of your personal data.

To exercise a privacy right, contact us at info@360climateinstitutes.org or +254 717 360 360. We may need to verify your identity before acting on a request.

15. Complaints to the Data Protection Commissioner

If you believe your personal data has been handled in a way that does not comply with applicable data-protection law, you may also contact or lodge a complaint with Kenya’s Office of the Data Protection Commissioner. Information about the Office is available at www.odpc.go.ke.

16. Changes to this Privacy Policy

We may update this Privacy Policy when our website, application process, technology or legal obligations change. The current version will be published on this page and identified by its last-updated date.

17. Contact us

Questions about this Privacy Policy or the way 360 Climate Institutes handles personal data can be directed to: