Pocket Libraries Privacy Policy

Last updated: October 6, 2025

Pocket Libraries Foundation CLG ("Pocket Libraries", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our mobile applications (the “App”), website (www.pocketlibraries.org), or related services (collectively, the “Services”).

1. Who We Are

Pocket Libraries Foundation CLG is a Kenyan company with branches at Jaffery Sports Club, Naushad Merali Drive, and 209 State House Road, Nairobi. We operate community-centered library services that promote literacy and make reading affordable and accessible for all ages.

2. Scope of This Policy

This Privacy Policy applies to:
• Our mobile app available on the App Store and Google Play
• Our website (www.pocketlibraries.org)
• In-person and online membership services

By using our Services, you consent to the collection and use of information as described in this policy.

3. Information We Collect

We collect the following types of data to provide and improve our Services:

Personal Information
• Name (yours or your child’s, if applicable)
• Date of birth (to calculate age for membership tiers)
• Email address
• Phone number
• Membership details (e.g., ID, branch, renewal dates)

Children’s Information
We may collect limited information about children under 13 with verified parental or guardian consent, in line with Kenya’s Data Protection Act. This includes the child’s name, date of birth, and membership information only.

App & Device Data
When you use our App or website, we may collect:
• Device type and operating system
• App version and usage activity
• Crash reports and diagnostics (via tools like Google Firebase or Expo)
• IP address, browser type, and pages visited (for website users)

Cookies & Tracking Technologies

• On our website, we use cookies to save preferences and measure usage. You can manage or disable cookies through your browser settings.

• Our mobile app does not use cookies. Instead, it may use analytics and crash reporting tools that collect technical and usage data to help us improve app performance.

4. Why We Collect Your Data

We collect and process data to:
• Create and manage user accounts and memberships
• Calculate membership age tiers
• Provide and improve our App and Services
• Send important updates (e.g., renewals, closures, events)
• Respond to inquiries and support requests
• Comply with legal, regulatory, and audit obligations
• Analyze usage to improve user experience

5. Where and How We Store Your Data

Your personal data is securely stored and managed using Airtable, a trusted cloud-based database platform. Airtable may process data on servers located outside Kenya, in accordance with their privacy and security practices.
We have entered into data protection agreements with Airtable to ensure that your data remains safe, encrypted in transit, and processed only for the purposes described in this policy.

6. Account Management and Deletion

If you wish to delete your Pocket Libraries account, please email us at hello@pocketlibraries.org.
We will process your request and respond within 7 days.

Upon deletion:
• Your personal data will be permanently erased or anonymized within 30 days, except where retention is required by law.
• Membership and borrowing records linked to your account may be retained for audit and legal purposes for up to 12 months.

7. How We Share Information

We do not sell your personal data. We may share it only in the following situations:

Service Providers:
With trusted partners (e.g., Airtable, Google Firebase, payment processors, and analytics services) under strict data protection and confidentiality agreements.

Legal Compliance:
If required by law, court order, or to enforce our terms and conditions.

With Your Consent:
When you explicitly agree, for example, to share testimonials, media, or photos.

8. How We Handle Children’s Data

• We require verifiable parental or guardian consent before collecting a child’s information.
• Children’s data is used only for membership management and internal reporting.
• Parents or guardians may review, correct, or request deletion of their child’s data at any time by contacting us.
• If we learn we collected data without proper consent, we will delete it immediately.

9. Data Retention

We keep data only as long as necessary to:
• Maintain active memberships
• Comply with legal obligations
• Analyze usage and improve the App

Inactive accounts may be deleted after 24 months of inactivity.

10. Data Security

We implement appropriate security measures, including:
• Encrypted data storage and secure connections (HTTPS/SSL)
• Limited access to personal data
• Staff confidentiality obligations

However, no method of data transmission or storage is completely secure. Please use strong passwords and avoid sharing sensitive information unnecessarily.

11. Your Rights

Under Kenya’s Data Protection Act, you have the right to:
• Access your data
• Request correction or deletion
• Withdraw consent for processing
• Object to certain types of processing

To exercise these rights, please contact hello@pocketlibraries.org. We may verify your identity before fulfilling your request.

12. Third-Party Services and SDKs

Our App may use third-party SDKs and tools, including:
• Google Firebase – for analytics, crash reporting, and messaging
• Expo and React Native libraries – for app functionality and performance

These services may collect anonymized technical data as described in their own privacy policies.

13. International Data Transfers

If your data is transferred or stored outside Kenya (for example, on Airtable or Google servers), we ensure that adequate legal and technical safeguards are in place to protect your privacy.

14. Updates to This Policy

We may update this Privacy Policy periodically. Major changes will be communicated via the App, website, or email. The “Last updated” date will always show the current version.

15. Contact Us

If you have any questions, concerns, or data requests, please contact us:

📧 hello@pocketlibraries.org

Pocket Libraries Foundation CLG
📍 Jaffery Sports Club, Naushad Merali Drive, Nairobi, Kenya
📍 209 State House Road, Nairobi, Kenya