1. Introduction
Evolve Media (“Evolve Media”, “we”, “us”, or “our”) respects your privacy and is committed to protecting personal data handled through our website, evolve.co.ke, and through our business operations.
As a media and creative agency that has served clients since 2002, we understand the importance of trust, confidentiality, and responsible information handling. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information relating to website visitors, clients, suppliers, business contacts, and other persons who interact with us.
We aim to process personal data in a lawful, fair, and transparent manner, and in line with the Data Protection Act, 2019 of Kenya, together with applicable good practice in digital privacy and information security.
2. Who We Are
Evolve Media is a creative and media business operating through evolve.co.ke and related communication channels. Our services may include branding, digital media, design, strategy, content production, campaigns, communications, and related professional creative services.
For privacy or data protection queries, you may contact us at info@evolve.co.ke.
3. Scope of This Policy
This Privacy Policy applies to website visitors, persons who contact us through our website, email, or phone, current and prospective clients, service providers, contractors, business partners, and individuals whose personal data may be included in project communications, briefs, approvals, or service delivery records.
This Privacy Policy does not apply to third-party websites, platforms, or services linked from our website. Those third parties operate under their own terms and privacy policies.
4. Information We Collect
Information you provide directly: This may include your full name, organisation name, email address, phone number, job title, contact form submissions, project inquiries, briefs, comments, approvals, correspondence, and billing-related contact information.
Client and project information: In the course of providing services, we may receive or create brand assets, campaign materials, production notes, stakeholder contact details, timelines, media files, and review comments necessary to carry out a project.
Technical and usage information: When you visit our website, we may automatically collect your IP address, browser type, device type, operating system, referral source, pages viewed, session duration, and general navigation behavior.
Cookies and similar technologies: We may collect information through cookies, pixels, analytics tags, and similar technologies to support website functionality, security, traffic analysis, and user experience improvements.
5. How We Collect Information
We may collect information directly from you when you fill in forms, request a quotation, send us an email, call us, or engage us for professional services. We may also collect information automatically through analytics tools, cookies, and server logs, and in limited cases from publicly available business sources where relevant to a legitimate engagement.
6. Purpose of Processing Personal Data
We may use personal data to respond to inquiries, prepare proposals, manage projects, deliver services, coordinate reviews and approvals, maintain client records, issue invoices, support internal administration, improve our website and services, maintain digital security, and comply with legal, regulatory, tax, and record-keeping obligations.
7. Legal Basis for Processing
Where applicable, we process personal data on one or more of the following grounds: your consent, performance of a contract or steps taken before entering into a contract, compliance with a legal obligation, and our legitimate interests in operating, securing, and improving our business and services.
8. Disclosure of Personal Data
We do not sell, rent, or lease personal data to third parties for advertising or marketing resale purposes.
We may disclose information where necessary to trusted service providers who support website hosting, communications, analytics, storage, payments, or administration; to professional advisers; or to courts, regulators, law enforcement agencies, and public authorities where required by law or lawful process.
Where third-party providers process data on our behalf, we expect them to handle such data securely and only for authorised purposes.
9. Data Retention
We retain personal data only for as long as reasonably necessary to respond to inquiries, deliver services, maintain project and client records, resolve disputes, meet tax and legal obligations, and preserve lawful business evidence. Retention periods may vary depending on the nature of the engagement and the sensitivity of the data involved.
10. Data Security
We take reasonable administrative, technical, and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, destruction, or alteration. These measures may include controlled access to files and systems, password protection, restricted sharing on a need-to-know basis, secure storage practices, and review of third-party tools used in our operations.
No online transmission or storage system can be guaranteed to be completely secure. Users should therefore exercise caution when sending sensitive information electronically.
11. Confidentiality of Client Materials
As a media and creative agency, we frequently receive confidential project information, campaign strategies, unreleased drafts, and brand assets. We treat such materials with professional care and use them only for authorised project-related purposes, internal administration, or as otherwise agreed with the client.
Unless otherwise agreed in writing, submission of materials to us does not transfer ownership rights to us beyond the rights necessary to perform the requested services.
12. International Transfers
Some technology providers or digital tools used in our operations may store or process data outside Kenya. Where such transfers occur, we take reasonable steps to ensure appropriate safeguards are in place and that data is handled consistently with applicable legal and contractual obligations.
13. Your Rights
Subject to applicable law, you may have the right to request access to personal data we hold about you, request correction of inaccurate or incomplete data, request deletion where retention is no longer justified, object to certain processing, request restriction of processing in appropriate cases, and withdraw consent where processing is based on consent.
Requests may be sent to info@evolve.co.ke. We may request reasonable verification of identity before acting on a request.
14. Third-Party Platforms and Embedded Content
Our website or services may include links to third-party platforms, video embeds, maps, social media integrations, or external publishing tools. These external services may collect information independently and are governed by their own terms and privacy notices. We are not responsible for the privacy practices of third-party websites or services not controlled by Evolve Media.
15. Children’s Data
Our website and services are generally intended for business, professional, or general audience use. We do not knowingly collect personal data from children except where lawfully provided and appropriate for a specific permitted purpose.
16. Changes to This Policy
We may amend this Privacy Policy from time to time to reflect changes in law, technology, our services, or our internal practices. The updated version will be posted on this page with the revised “Last Updated” date.
17. Contact Us
For questions, requests, or concerns relating to this Privacy Policy or our handling of personal data, please contact Evolve Media at info@evolve.co.ke.
