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Effective Date: July 21, 2025

ETHOS Agency Limited (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with us whether through our website, digital platforms, communications, or in the course of delivering our services.

By accessing or using our services, you consent to the terms of this Privacy Policy.

Who We Are

ETHOS Agency Limited is a woman-led Ugandan company providing sustainable, socially responsible, and impact-driven services. We specialize in:

• Professional event management
  
  
• Administrative support
  
  
• Digital marketing (email and social media)
  
  
• Professional development programs
  
  
• Travel advisory and guest care
  
  
• QR code-based check-in systems
  
  
• Customer service training and consulting
  
  

Our clients include NGOs, businesses, institutions, and community organizations. We align our work with the UN Sustainable Development Goals, emphasizing innovation, equity, and responsible practices.

Information We Collect

We collect personal and organizational information to provide our services effectively and responsibly. The information we collect may include:

1. Information You Provide to Us

• Full name, email, and contact details
  
  
• Organization name and role
  
  
• Travel preferences (for guest coordination)
  
  
• Event registration details
  
  
• Feedback and inquiries
  
  

2. Information We Collect Automatically

When you use our website or digital services, we may collect:

• IP address
  
  
• Browser type
  
  
• Access time and pages visited
  
  
• Device information
  
  
• Cookie data (for analytics and functional purposes)
  
  

3. Information from Third Parties

We may collect information from third-party tools or platforms (e.g., social media or payment processors) when you interact with us through them.

How We Use Your Information

We use the information we collect to:

• Deliver and manage our services (events, travel coordination, check-ins, digital campaigns)
  
  
• Respond to inquiries and provide customer support
  
  
• Personalize your experience
  
  
• Process registrations or applications for programs or events
  
  
• Improve our website and communications
  
  
• Meet legal and regulatory requirements
  
  

All uses are guided by principles of transparency, data minimization, and purpose limitation.

Legal Basis for Processing (Under Uganda Data Protection Laws)

We process your personal information based on the following legal grounds:

• Your consent
  
  
• The necessity of processing for the performance of a contract
  
  
• Compliance with legal obligations
  
  
• Legitimate interests pursued by ETHOS or a third party, provided your rights are not overridden

Sharing of Information

We do not sell or rent your personal information.

We may share your data with:

• Trusted service providers who help us deliver our services (e.g., hosting, email marketing platforms)
  
  
• Government authorities or law enforcement when required by law
  
  
• Event collaborators or logistics partners—only with your consent or as needed to fulfill a service
  
  

All third parties are bound by strict confidentiality and data protection obligations.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to improve performance and user experience. Cookies help us:

• Analyze website traffic
  
  
• Remember your preferences
  
  
• Deliver relevant content
  
  

You can manage or disable cookies through your browser settings.

Data Retention

We retain your personal information only for as long as is necessary:

• To provide you with services
  
  
• To comply with legal and contractual obligations
  
  
• To resolve disputes and enforce agreements
  
  

After the retention period, data is securely deleted or anonymized.

Your Rights

Under applicable data protection laws, you have the right to:

• Access and review your personal data
  
  
• Request correction or deletion
  
  
• Object to or restrict processing
  
  
• Withdraw consent (where applicable)
  
  
• Lodge a complaint with the Uganda Personal Data Protection Office (PDPO)
  
  

To exercise your rights, contact us at the details below.

How We Protect Your Information

We implement industry-standard security measures to protect your data from unauthorized access, misuse, loss, or disclosure. These include:

• Secure servers and encryption protocols
  
  
• Access control and staff training
  
  
• Regular monitoring and updates
  
  

However, no digital system is 100% secure, and we encourage you to be cautious with personal data online.

Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect data from minors without parental or guardian consent.

Third-Party Links

Our website may contain links to external websites not operated by ETHOS. We are not responsible for the privacy practices of such third-party sites. We encourage you to review their privacy policies.

International Transfers

Although ETHOS operates primarily in Uganda, your information may be stored or processed in other jurisdictions. In such cases, we ensure appropriate safeguards are in place to protect your data in accordance with applicable laws.

Changes to This Privacy Policy

We may update this Privacy Policy periodically. The updated version will be posted on our website with a revised “Effective Date.” We encourage you to review this page regularly.

Contact Us

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

ETHOS Agency Limited
P. O. Box 118048, Kampala Uganda

Kisaasi-Kyanja
📧 Email: askme@ethosly.com
📞 Tel: +256 200 924 900/ +256 747 049 900