Data Protection Policy
Data Protection Policy
Effective Date: November 2025
ICHCare Workforce Training Center, operated by ICHCare Inc., is committed to ensuring that all personal, academic, and institutional data under its custody are collected, stored, processed, and shared responsibly. This Data Protection Policy establishes our framework for safeguarding information, ensuring compliance with applicable data protection laws in the United States, Kenya, and other jurisdictions where we operate. It defines how we protect the confidentiality, integrity, and availability of data entrusted to us by students, employees, partners, and the general public.
Our mission is to provide high-quality workforce and healthcare education, vocational training, and community health services relies on responsible data management. As an educational institution with digital systems and international collaborations, we understand that the protection of personal and institutional data is central to maintaining trust. Therefore, we adhere to the principles of fairness, transparency, and accountability in every stage of data processing.
ICHCare collects and manages data for legitimate educational, operational, and administrative purposes. Personal data may include contact information, demographic details, academic records, professional qualifications, health information when required for educational or accommodation purposes, and payment-related information. Institutional data may include staff records, financial accounts, program data, and research materials. All data are obtained lawfully, fairly, and with the consent of the individual wherever required. We do not collect more data than necessary for the stated purpose, and all data are used only in ways consistent with the reason they were collected.
We ensure that every staff member, faculty member, or partner who handles personal or institutional data understands their duty to protect it. Access to sensitive data is granted only to authorized individuals with a legitimate need to know, and access rights are regularly reviewed. Digital systems used for data storage, such as learning management systems, cloud servers, and electronic record platforms, are protected with secure passwords, encryption, and administrative safeguards. Physical documents are stored in secure cabinets or rooms with controlled access, and disposal of data is conducted through shredding, secure deletion, or other approved methods that prevent reconstruction or unauthorized retrieval.
As part of our compliance obligations, we recognize and uphold the rights of data subjects. Individuals have the right to know what data are held about them, to request correction of inaccurate data, to withdraw consent where applicable, and to request deletion of their personal data when it is no longer required. These rights may be limited by educational, legal, or contractual obligations, but ICHCare will respond to all requests in good faith and in accordance with the law. We are guided by the principles of the Kenya Data Protection Act, 2019, and the General Data Protection Regulation (GDPR), which emphasize informed consent, data minimization, purpose limitation, and accountability.
ICHCare does not sell or trade personal data. Where we share data with third parties such as accrediting bodies, educational partners, or technology providers, we do so under written agreements that require the same level of protection that we maintain internally. All third-party processors are vetted for security compliance and required to implement measures consistent with recognized data protection standards. Data sharing across borders, such as between the United States and Kenya, is conducted under secure conditions and in compliance with the legal requirements of both jurisdictions.
We maintain a continuous process of risk assessment and monitoring to identify and mitigate potential threats to data security. In the event of a data breach, accidental loss, or unauthorized access, we have established procedures for containment, notification, and remediation. Any incident involving personal data is promptly investigated, documented, and reported to the relevant authority where required by law. We also commit to notifying affected individuals when the breach poses a significant risk to their rights or privacy.
All ICHCare personnel undergo regular training and awareness sessions on data protection, cybersecurity, and responsible information handling. This ensures that our workforce remains alert to evolving risks and is capable of applying the institution’s standards of care in every context. The culture of ICHCare emphasizes ethical conduct, accountability, and confidentiality as part of professional integrity.
Data retention at ICHCare follows the principle of necessity. Personal and institutional data are retained only for as long as required for the purpose for which they were collected, or as mandated by law, accreditation, or institutional policy. When data are no longer needed, they are securely destroyed or anonymized. This process applies equally to digital and paper records.
ICHCare also recognizes the importance of transparency and communication. We provide clear information to data subjects through our Privacy Policy, consent forms, and program documentation, ensuring they understand how their data are used and protected. Questions, concerns, or complaints about data protection practices are treated seriously and addressed promptly by the designated Data Protection Officer or compliance representative.
This policy applies to all data handled within the operations of ICHCare Workforce Training Center, including academic, administrative, healthcare, and community programs. Compliance with this policy is mandatory for all employees, contractors, students, and affiliates. Violations of this policy may result in disciplinary action, revocation of access privileges, or other measures deemed appropriate under institutional or legal frameworks.
ICHCare will review this Data Protection Policy periodically to ensure continued relevance and effectiveness. Revisions will reflect changes in technology, organizational structure, regulatory frameworks, or best practices. Updated versions will be published on our website, and significant changes will be communicated through official channels.
For any inquiries or requests related to data protection, please contact:
ICHCare Workforce Training Center (Operated by ICHCare Inc.)
475 S. Kirkman Rd, Orlando, FL 32811
Email: iwtc@ichcare.org
Phone: (878) 787 6620
Website: myiwtc.org
ICHCare Workforce Training Center reaffirms its unwavering commitment to maintaining the highest standards of data integrity, confidentiality, and ethical responsibility. We believe that data protection is not merely a compliance obligation but a moral and professional duty that reflects our respect for every individual and partner who places their trust in us.