Privacy Policy

Last updated: October 8, 2026

This Privacy Policy explains how Bethel Rapha Hub (“BRH”, “we”, “us”, or “our”) collects and uses personal data when you visit our website, make an inquiry, create or manage a booking, communicate with us, visit our property, or use a related service. It is written for guests, prospective guests, booking contacts, event organizers, visitors, and other people whose information we process.

This notice should be read with the booking terms and the cookie policy. Booking-specific information shown before checkout, on your confirmation, or in a written quotation may provide additional details for that transaction. This notice does not remove any rights available under Kenya’s Data Protection Act, 2019 and applicable regulations.

1. Who Is Responsible for Your Data

Bethel Rapha Hub is responsible for the personal data processed for its accommodation, retreat, meeting, workspace, event, communication, and website operations. For a payment or technology service, that provider may separately act as a data controller or processor under its own privacy notice.

For privacy questions or requests, contact accounts@bethelraphahub.com. You can also reach us through WhatsApp at +254756085871.

2. Personal Data We Collect

We collect only data that is relevant to a stated business, contractual, legal, safety, or service purpose. Depending on how you interact with BRH, this may include:

  • Identity and contact data: full name, title, email address, telephone number, postal address, organization, and preferred contact channel.
  • Reservation data: booking ID, space or room, dates, arrival and departure times, number of guests, guest names, requests, preferences, event details, and correspondence about the reservation.
  • Verification and safety data: identification or other information required by law, security procedures, property access, fraud prevention, or a specific booking requirement. We will explain the reason for a mandatory request where practicable.
  • Payment and finance data: selected payment method, payment reference, invoice details, transaction status, proof of payment, refund details, and accounting records. We do not need your card PIN, M-Pesa PIN, one-time password, or full online banking credentials.
  • Communication and support data: messages, calls where lawfully recorded or documented, feedback, complaints, reviews, uploaded documents, and information you choose to include in an inquiry.
  • Technical and usage data: IP address, browser and device information, pages visited, approximate location inferred from technical data, referral information, security logs, and cookie or similar-technology identifiers.
  • Guest and event data: information about other people included in a booking or event. The person making the reservation must have authority to provide it and should share this notice with those people.

3. How We Collect Data

We may receive data directly from forms, bookings, email, telephone, WhatsApp, social media messages, in-person interactions, payment confirmations, and support requests. We may also collect limited technical data automatically when you use the website. Our own website analytics records the pages you view and keeps a random identifier in your browser so that returning visits can be recognised; the Cookie Policy explains what is recorded and how to remove it. Where permitted by law, we may receive relevant data from a person booking on behalf of a group, a payment provider, a technology provider, or another lawful source.

4. Why We Use Personal Data

We use data for specific and proportionate purposes, including:

  • Checking availability, preparing quotations, creating bookings, issuing confirmations, and providing the requested accommodation or facility service.
  • Communicating about arrival, access, changes, payment status, service updates, support requests, complaints, and emergencies.
  • Processing payments, matching references and receipts, issuing accounting records, administering refunds, and preventing duplicate or fraudulent transactions.
  • Managing occupancy, guest safety, property security, maintenance, events, service quality, and operational records.
  • Improving website performance, accessibility, content, booking flows, and customer support through aggregated or appropriately protected analysis.
  • Detecting abuse, spam, security threats, fraud, chargeback misuse, unauthorized access, or breaches of booking and property rules.
  • Meeting tax, accounting, licensing, regulatory, court, law-enforcement, health, safety, and other legal obligations.
  • Sending service communications and, where permitted, relevant marketing. You can opt out of non-essential marketing at any time.

5. Lawful Bases and Choice

Depending on the situation, processing may be necessary to perform or take steps toward a booking contract, comply with a legal obligation, protect vital interests, pursue a legitimate operational or security interest, or act on your consent. Where we ask for consent, it should be freely given, specific, informed, and capable of being withdrawn. Withdrawal does not make earlier lawful processing unlawful and may not stop processing required for a booking, safety, accounting, or legal purpose.

6. When We Share Data

We do not publish guest information for general access. We may share the minimum necessary information with:

  • BRH employees, managers, contractors, and service teams who need it to operate the property or support your booking.
  • Payment, banking, accounting, email, messaging, hosting, security, analytics, customer-support, and other technology providers acting on documented instructions or for their own regulated payment/security function.
  • Event or service partners where their involvement is necessary to deliver a service you requested and disclosure is permitted.
  • Professional advisers, insurers, auditors, regulators, courts, law enforcement, or public authorities where required or reasonably necessary to protect rights, safety, or property.
  • A successor or purchaser in connection with a merger, restructuring, financing, or transfer of the relevant business, subject to appropriate confidentiality safeguards.

We require service providers to protect personal data and use it only as allowed by their engagement and applicable law. External websites, social networks, maps, payment services, and embedded content have their own terms and privacy notices.

7. International Processing

Some providers may process data outside Kenya. Before making an international transfer, we consider the purpose, necessity, provider safeguards, contractual protections, and any consent or other requirement imposed by applicable Kenyan law. We do not sell personal data.

8. Retention

We keep personal data only for as long as it is reasonably needed for the purpose collected, a live booking or support matter, accounting and tax records, safety and security, fraud prevention, legal claims, dispute resolution, or another lawful obligation. Retention varies by category; website analytics records are deleted after 13 months. When data is no longer required, we delete, anonymize, or securely dispose of it, subject to backups and lawful preservation requirements.

9. Security

We use reasonable administrative, technical, and physical safeguards, including access controls, staff procedures, secure communications where available, restricted operational access, and monitoring appropriate to the information and risk. No website, email, messaging service, or storage system is completely risk-free. Please do not send passwords, PINs, one-time codes, or unnecessary identification documents through ordinary messages.

10. Your Data Protection Rights

Subject to the conditions and exemptions in applicable law, you may ask us to:

  • tell you whether we process your personal data and provide access to it;
  • explain the purpose, categories, recipients, and safeguards connected with processing;
  • correct inaccurate, incomplete, false, or misleading information;
  • object to or restrict certain processing, including direct marketing;
  • request deletion or erasure where the data is no longer lawfully required;
  • request portability where the right applies; and
  • withdraw consent where consent is the applicable basis.

Send a request to accounts@bethelraphahub.com with enough detail for us to identify the request. We may request reasonable identity verification, protect other people’s information, charge only where lawfully permitted, and explain any lawful reason we cannot fully comply. We aim to respond within the period required by applicable law.

11. Complaints and the ODPC

Please contact us first so we can investigate and correct a concern. You may also complain to Kenya’s Office of the Data Protection Commissioner (ODPC) or use any other remedy available under applicable law. Nothing in this policy limits a data subject’s statutory right to complain or seek a lawful remedy.

12. Children and Group Bookings

Our services are arranged by adults and are not directed at children as an online audience. If a booking includes a minor, the responsible adult must have authority to provide the minor’s information and must ensure that the minor’s safety and supervision requirements are met. We will not knowingly request unnecessary children’s data.

13. Automated Decisions and Marketing

We may use basic automated tools for availability, form validation, security, fraud signals, or service analytics. We do not intend to make decisions with legal or similarly significant effects solely through automated processing without appropriate review and rights required by law. Service messages needed for a booking are different from optional marketing messages.

14. Third-Party Links and Social Platforms

The website may link to WhatsApp, maps, social platforms, payment providers, or other websites. Once you leave BRH’s website, the third party controls its own processing. Review its privacy notice before submitting information, and do not assume that a social-media interaction is private simply because it begins from our page.

15. Updates and Contact

We may update this policy to reflect changes in services, technology, law, or our processing. The latest version and effective date will appear on this page. For privacy requests, complaints, or questions, email accounts@bethelraphahub.com or contact +254756085871.