Privacy Policy

Last updated: 8 July 2026

The Kenya Health Human Resource Advisory Council (KHHRAC), operating under the Ministry of Health of the Republic of Kenya, is the data controller responsible for personal data processed through the Kenya Health Workforce Information System (KHWIS). KHHRAC is registered with the Office of the Data Protection Commissioner (ODPC) in accordance with the Data Protection Act (DPA) 2019.

KHHRAC is committed to ensuring the privacy and integrity of information submitted by users of our website. All information of a personal nature submitted or provided by users will be treated confidentially and will not be disclosed to any person without the express consent of the user concerned, but always subject to the provisions set out below.

1. Permitted Disclosure

Disclosure of any information provided or submitted by a user will be allowed to be made where:

• Such information is in the public domain;
• There is a duty to the public to disclose;
• KHHRAC’s interests require disclosure;
• It is at your request or with your consent; or
• KHHRAC is obliged in terms of a contract to which the user is a party, any law, order of court, legal process or other lawful reason to disclose such information.

2. Personal Data We Collect

KHHRAC collects and processes various categories of personal data about the user, including:

• Identification details (full name, national ID, date of birth, gender);
• Professional details (cadre, specialisation, registration number, licensure status);
• Employment information (employer, facility, county, deployment history);
• Educational and training records;
• Geographic and mobility data (current posting, transfers);
• Contact information (phone number, email address);
• System access logs (login activity, actions performed on the platform).

3. Your Rights as a Data Subject

The user has the following rights pertaining to their data collected above:

• To be informed of the use to which their personal data is to be put;
• To access their personal data in the custody of KHHRAC or the associated data processors;
• To object to the processing of all or part of their personal data;
• To correction of false or misleading data;
• To deletion of false or misleading data about them;
• To restrict the processing of personal data;
• To object to certain data being processed;
• To access their data;
• To erasure of their data;
• To data portability; and
• To ethical and human-supervised automated decision making.

4. Disclosure to Third Parties

• Personal information may be disclosed to KHHRAC’s regulators, members, agents, vendors, suppliers and marketing agents where this information is necessary to meet KHHRAC’s legitimate interest and for them to evaluate and enhance the product and services offered on this website;
• KHHRAC may disclose certain personal information of users, such as names and electronic mail (“e-mail”) addresses, to affiliated service providers for purposes of distributing promotional materials, surveys and questionnaires or other information or material for which a user has specifically indicated its willingness to receive;
• KHHRAC may provide general information to third parties which does not contain particular personal information of users, such as their names and addresses, and which is intended to be used solely for compiling statistical or demographic information or otherwise.

5. Cookies

KHHRAC will only use session/login cookies to keep users signed in. No tracking, analytics, or advertising cookies will be used by KHHRAC. By using KHHRAC’s website you are deemed to have agreed and consented to the use of cookies for the purposes stated in these terms. If you don’t want to accept “cookies” being used, you can disable “cookies” in your web browser’s security settings. Information on how to do this will be available from your web browser’s help menu. This may lead to the website not acting as intended. For the avoidance of doubt, KHHRAC does not and cannot control the confidentiality, access to or dissemination of information which is retrieved through the use of “cookies” or information retrieved through the collecting and storing of IP addresses of visitors to this website by other parties.

All processing of data collected via cookies is handled locally on the user’s device, with no external data transmission or third-party sharing.

6. Contact

Any issue with this privacy policy shall be raised with the designated Data Protection Officer (DPO) of KHHRAC.