Privacy Policy

Last Updated: 23rd Feb, 2026

Protrain Institute ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you voluntarily provide to us when you:

• Contact Us: When you submit a contact form, we collect your name, email address, phone number (optional), company name (optional), and message.
• Book Training Sessions: When you book a training session, we collect your name, email address, phone number (optional), company name (optional), and any additional notes you provide.
• Create an Account: If you create an admin account, we collect your email address and password (which is encrypted).

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing behavior, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of access

1.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:

• Remember your preferences
• Analyze website traffic and usage patterns
• Improve website functionality

You can control cookie preferences through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To Respond to Your Inquiries: We use your contact information to respond to your questions, comments, or requests.
• To Process Bookings: We use your booking information to process and manage your training session reservations.
• To Improve Our Services: We analyze usage data to improve our website, training programs, and user experience.
• To Send Communications: We may send you emails about your inquiries, bookings, or important updates about our services (you can opt-out at any time).
• To Comply with Legal Obligations: We may use your information to comply with applicable laws, regulations, or legal processes.
• To Protect Our Rights: We may use your information to protect our rights, privacy, safety, or property, or that of our users or others.

3. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: We may share your information with trusted third-party service providers who assist us in operating our website, conducting our business, or serving our users (e.g., hosting providers, email services). These providers are contractually obligated to protect your information.
• Legal Requirements: We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights or comply with a legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• With Your Consent: We may share your information with your explicit consent or at your direction.

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data
• Secure server infrastructure
• Regular security assessments
• Access controls and authentication requirements
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

• Contact Inquiries: We retain contact form submissions for up to 3 years or until you request deletion.
• Booking Information: We retain booking information for up to 5 years for record-keeping and legal compliance purposes.
• Account Information: We retain admin account information for as long as the account is active or as required by law.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

• Access: You can request access to the personal information we hold about you.
• Correction: You can request correction of inaccurate or incomplete information.
• Deletion: You can request deletion of your personal information, subject to legal obligations.
• Objection: You can object to certain processing of your information.
• Data Portability: You can request a copy of your information in a structured, machine-readable format.
• Opt-Out: You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

7. Children's Privacy

Our website and services are not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

8. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws than your country. By using our services, you consent to the transfer of your information to these countries.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated Privacy Policy on our website
• Updating the "Last Updated" date at the top of this policy
• Sending you an email notification (if applicable)

Your continued use of our website after such changes constitutes your acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Protrain Institute

• Email: info@protraininstitute.org
• Phone: +254 700 019 192
• Website: protraininstitute.org

12. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of Kenya, without regard to its conflict of law provisions.

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By using our website and services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your information as described herein.