Privacy Notice

1. Information we process

For people who hold an account: name, email address, phone number, preferred language, a hashed password, and a record of sign-ins and important account actions.

For guests an organiser enters: name, phone number, guest category, how many seats they were allowed, and any note the organiser added. For their invitation: a short code, the generated invitation image, whether it was shared, any RSVP response and the number of seats they said would attend, and any check-in at the door with the time, the seats admitted, and which member of staff admitted them.

For contribution records: the contributor's name and phone number, pledges, payments including the method and any mobile money reference entered, expenses, and the committee members recorded for an event together with their roles.

For the event itself: name, description, date and time, venue and address, dress code, and a contact phone number, all of which may appear on an invitation or a public invitation page.

2. Why we use information

To create and secure accounts, generate and share invitations, let guests respond, admit people at the gate, keep contribution and attendance records with an audit trail, send messages the service depends on, apply role and event permissions, prevent abuse, support users, and meet obligations that apply to us.

3. Controller and processor roles

The organisation that owns an event generally decides why guest, RSVP, attendance, and contribution data is used, and acts as data controller for it. Protend processes that data to operate Waalikwa under their instructions.

Protend acts as controller for a narrower set of information: the account you create, security and sign-in records, service administration, and billing where it applies.

4. Sharing

We do not sell personal data. Information may be shared with the organisation connected to the record, with users authorised within the scope of their role, with the providers that deliver the service, with professional advisers, or with authorities where the law requires it.

Providers currently include hosting and database infrastructure, object storage for generated invitation images, an email provider for account and invitation email, and an SMS provider used to send verification codes, committee invitations, and contribution confirmations. Providers receive only what their service needs.

5. Public invitation pages

An invitation can be opened by anyone holding its short code while the event is active, without signing in. That page shows the guest's name, the event details and address, and the seats the invitation admits. It exists so guests can view and respond without an account, and codes are commonly forwarded between family members.

Invitations for events that have not been activated are not reachable publicly, and a revoked invitation stops working.

6. Security and retention

We use access controls scoped by role and by event, separation between organisations so one cannot read another's records, password hashing, encryption in transit, audit records of sensitive actions, and backups.

Money and attendance records are corrected by a visible reversal rather than deletion, so a correction leaves a trail. This means a voided entry remains stored, with the reason given for voiding it. No system is completely free of risk.

We keep data for as long as needed for the purposes above, for contractual and security reasons, for disputes, for the integrity of contribution and attendance history, and where the law requires it.

7. Your choices and rights

Subject to applicable law you may ask about how your information is processed, request access, correction, deletion where appropriate, restriction, portability, or object to processing, and withdraw consent where consent is the basis.

If an organiser added you to a guest list, ask that organiser first, since they hold the record and decide what happens to it. You may also contact us, or complain to Tanzania's Personal Data Protection Commission.

8. Cookies and messages

Waalikwa uses cookies that are necessary to keep you signed in and to protect the session. Messages we send are the ones the service depends on: email verification, password reset, staff and committee invitations, and a confirmation when a contribution is recorded as attending. We do not send marketing on an organiser's behalf.

9. Contact and changes

Write to privacy@protend.tz with any privacy question. We may update this notice as the service or the law changes, and will show the date it took effect.