Privacy Notice

This notice explains how Digital Tech Dynamics (Private) Limited ("we", "us"), which operates Kokai, collects and uses personal information when you use this website and our event services. We process personal information in line with the Cyber and Data Protection Act [Chapter 12:07] of Zimbabwe.

Who we are

Digital Tech Dynamics (Private) Limited, Harare, Zimbabwe. You can contact us about privacy atevent@kokai.co.zw or +263 77 625 0268.

What we collect

• Enquiries: when you send an enquiry we collect your name, email address, phone number, event type, preferred date and your message.
• Guest lists and replies: when an organiser uses Kokai for invitations, they give us their guests' names, phone numbers and email addresses (typed in or imported from a spreadsheet). We record each guest's reply, the number of people coming with them, any message they leave for the organiser and when they replied. If you reply on an invitation page without a personal link, we record the name, optional phone number and answer you give.
• Accounts and payments: when you create an account we keep your name, email address, phone number and password (stored encrypted). When you pay, we record the plan, amount, payment method (EcoCash or InnBucks) and the transaction reference you give us.
• Technical information: to block spam, our forms use Cloudflare Turnstile, which processes limited browser and device information. Our servers also keep standard request logs, such as IP address and time of visit.

How we use it

• To reply to your enquiry and plan your event with you.
• To send invitations, reminders and RSVP confirmations, and record replies, on behalf of event organisers.
• To send account holders service emails about their invitations (for example before an invitation goes offline) and occasional reminders, such as an unfinished invitation or a thank-you after the event. You can turn reminders off at any time with the link in each email or on your account page.
• To keep the website secure and prevent spam and abuse.

We do not sell your personal information, and we do not use it for advertising.

Who we share it with

We share personal information only with service providers that help us run Kokai, and only as far as they need it: our website and server hosting providers, Cloudflare (spam protection and website delivery), and Resend, our email provider, which sends account, payment and invitation emails for us. Some of these providers process information outside Zimbabwe. WhatsApp invitations are sent by the organiser from their own WhatsApp account: Kokai only prepares the message. Website fonts are loaded from Google Fonts, which receives your IP address when a page loads. We may also disclose information where the law requires it.

Guests invited by an organiser

If you received an invitation through Kokai, the event organiser gave us your details. The organiser is responsible for having your permission to do so. Only the organiser and our team can see your reply. Your RSVP link is private to you; please do not share it. To have your details removed, ask the organiser or contact us.

How long we keep it

We keep personal information only as long as we need it for the purposes above, or as the law requires, and then delete it. In particular:

• Guest lists and replies are deleted automatically 6 months after the event. We email the organiser 2 weeks before, so they can download a copy.
• Accounts are kept until you close them. You can close your account at any time on your account page; its invitations and guest lists are then deleted.
• Payment records (plan, amount, method and transaction reference) are kept for our accounting and tax records, without your name, email or phone once your account is closed.

Your rights

You may ask to see the personal information we hold about you, have it corrected or deleted, or object to how we use it. If you have an account, you can download your data, correct your details and close your account yourself on your account page. Otherwise, contact us at event@kokai.co.zw. If you are not satisfied with our response, you may complain to the Data Protection Authority (POTRAZ).

Security

We protect your information with access controls, encrypted connections (HTTPS) and regular backups. No system is completely secure, but we work to keep your information safe.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it last changed.