Hackhouse

Legal

Event & Ticket Policy

Last updated: 23 June 2026

1. Scope

This policy applies to every event listed on the Hackhouse platform at community.hackhouse.africa and hosted at Hackhouse Africa, 124 Manyani East Road, Nairobi. By purchasing a ticket or registering (including free RSVPs), you agree to the terms set out below.

2. Ticket Terms

  • A ticket or RSVP confirmation grants the holder a personal, non-transferable licence to attend the specified event, unless the organizer explicitly allows transfers.
  • Each ticket contains a unique QR code. Duplicated, screenshot, or forwarded QR codes may be rejected at check-in. Only the first scan will be admitted.
  • Tickets must be presented (digitally or printed) at entry. Hackhouse and the event organizer reserve the right to verify identity against the registered name.
  • Ticket resale above face value is prohibited. Tickets obtained through unauthorized resale may be cancelled without refund.
  • Ticket prices are quoted in Kenya Shillings (KES) and are inclusive of any applicable VAT unless otherwise stated by the organizer.
  • A 2.5% ticketing feeapplies to all paid ticket purchases: 1.5% covers Paystack payment processing and 1% is the Hackhouse platform fee. This fee is deducted from the ticket price before settlement to the organizer — the price shown to attendees is the total amount charged.
  • Free events (RSVP) have no fees for either organizers or attendees.

3. Photography, Videography & Audio Recording

By attending any event at Hackhouse, you acknowledge and agree to the following:

3.1 Official event content

Events at Hackhouse may be photographed, filmed, live-streamed, or audio-recorded by Hackhouse, the event organizer, or their appointed media representatives (“Official Media”). This content may include images and recordings in which you are identifiable.

3.2 Consent to capture & use

By entering the event venue, you grant Hackhouse Africa Limited and the event organizer a non-exclusive, royalty-free, worldwide, perpetual licence to use photographs, video, and audio recordings of your likeness and voice captured during the event for the following purposes:

  • Promotion of the event, the organizer’s community, and the Hackhouse platform (social media, website, email newsletters, printed materials).
  • Documentation and archival of the event.
  • Press and media coverage of the event.
  • Educational or informational content related to the community or Hackhouse programs.

3.3 Duration of use

  • Active promotional use - Content may be actively used for promotional purposes for up to 24 months from the date of the event.
  • Archival use- After the active promotional period, content may remain in Hackhouse and the organizer’s archives and public portfolios (e.g. past event galleries, community highlight reels) indefinitely, unless you request removal.
  • Social media- Content posted to social media platforms (Instagram, LinkedIn, TikTok, X) is subject to those platforms’ own terms of service and may remain accessible even after removal from Hackhouse’s accounts.

3.4 Opting out

If you do not wish to be photographed or recorded:

  • Inform the event organizer or Hackhouse staff at the venue before the event begins. We will make reasonable efforts to avoid capturing you in official media.
  • After the event, you may request removal of specific content in which you are clearly and individually identifiable by emailing privacy@hackhouseafrica.com with a description of the content and where it appears.
  • We will process removal requests within 30 days. Note that removal from third-party platforms (social media, press outlets) is subject to those platforms’ own policies and may not always be possible.

This consent is given in accordance with Section 32 of the Kenya Data Protection Act, 2019. Photographs and videos of identifiable individuals constitute personal data, and your right to withdraw consent under Section 32(6) of the Act is preserved through the opt-out process described above.

3.5 Attendee recordings

Attendees may take personal photographs and short video clips for non-commercial use unless the organizer restricts this for specific sessions (e.g. confidential presentations, closed workshops). Recording entire presentations, panels, or performances without the organizer’s written permission is prohibited.

4. Organizer Content Rights

Event organizers retain all intellectual property rights in their presentations, materials, and event content. By hosting an event on the platform, the organizer grants Hackhouse a limited licence to use event-related content (title, description, cover image, and event photographs) for the purpose of promoting the event and the Platform, subject to the duration limits in Section 3.3 above.

Organizers who capture attendee content are independently responsible for complying with the Kenya Data Protection Act, 2019, including obtaining any additional consents required for their specific use cases beyond what this policy covers.

5. Venue Rules & Attendee Conduct

  • All events are held at Hackhouse Africa, 124 Manyani East Road, Nairobi. Maximum venue capacity is 140 persons.
  • Attendees must comply with all venue safety rules, emergency procedures, and any instructions from Hackhouse staff or the event organizer.
  • Hackhouse and the event organizer reserve the right to refuse entry or remove any attendee whose behaviour is disruptive, threatening, or in breach of this policy - without refund.
  • Smoking is not permitted inside the venue. Designated smoking areas are available outside.
  • Attendees are responsible for their personal belongings. Hackhouse is not liable for lost, stolen, or damaged property.
  • Attendees must comply with any applicable public health directives in effect at the time of the event.
  • CCTV surveillance is in operation at all times throughout the Hackhouse venue for the safety and security of all persons and property. By entering the venue, you acknowledge that you may be recorded by CCTV. Footage is retained for a minimum of 30 days and may be shared with law enforcement authorities if required. See Section 8 (Data Collection at Events) and our Privacy Policy for further details.

6. Accessibility

Our space is accessible to the best of our ability and we are always happy to make improvements. If you have specific accessibility needs, please contact the event organizer or email info@hackhouseafrica.com at least 48 hours before the event and we will do our best to accommodate you.

7. Liability

Hackhouse provides the venue and the Platform. The event organizer is responsible for the content, execution, and safety of the event itself. Hackhouse’s liability is limited to providing a safe and functional venue. To the maximum extent permitted by Kenyan law, Hackhouse shall not be liable for any injury, loss, or damage arising from attendance at an event, except where caused by Hackhouse’s negligence.

8. Venue Services

Hackhouse has in-house teams that offer the following services to event organizers on an optional basis:

  • Photography & Videography - Professional event coverage including photos, highlight reels, and full recordings.
  • Catering - Meals, snacks, and refreshments prepared on-site and tailored to your event size.
  • Bar Service - Licensed bar with cocktails, soft drinks, and custom drink packages.

These services are entirely optional. If an organizer chooses to engage any of these teams, the arrangement is made directly between the organizer and the service provider. Hackhouse is not a party to, and accepts no liability for, such transactions. Pricing, scope, and terms are agreed independently between the organizer and the service team.

Hackhouse encourages organizers to support the community by engaging these on-site teams where possible, as they are familiar with the venue and can deliver a seamless experience for your attendees.

9. Venue Booking & Admin Approval

All events listed on the Platform must be approved by the Hackhouse administration before they can be published. The approval process confirms that:

  • The venue contract has been signed by the event organizer.
  • Venue hire payment has been received or a payment plan agreed.
  • The event date and time do not conflict with existing bookings.

Hackhouse reserves the right to suspend or remove an event from the Platform if the organizer fails to uphold the terms of the venue contract, including but not limited to: failure to make payment on time, breach of venue rules, or misrepresentation of the event. In such cases, registered attendees will be notified, and the organizer’s refund obligations under the Refund Policy remain in effect.

10. Data Collection at Events

In addition to the data collected through the Platform (see our Privacy Policy), the following data may be collected at the event:

  • Check-in data - time of entry, QR scan timestamp.
  • Photographs and video - as described in Section 3.
  • CCTV footage - Hackhouse operates CCTV cameras throughout the venue at all times. CCTV footage is recorded for security purposes, retained for a minimum of 30 days, and may be retained longer if required for an incident investigation. Footage may be shared with Kenya Police or other law enforcement bodies where required by law or to protect the safety of persons on the premises. CCTV footage is processed under the legitimate interest lawful basis (Section 30(1)(f) of the Kenya Data Protection Act, 2019).
  • Feedback and surveys - if the organizer collects post-event feedback, participation is voluntary.

All data collection at events is subject to the Kenya Data Protection Act, 2019. Organizers who collect additional data at the venue (e.g. sign-in sheets, badge scans, survey forms) must disclose the purpose of collection and obtain appropriate consent.

11. Changes to This Policy

This policy may be updated from time to time. The version in effect at the time of your ticket purchase or registration applies to that event. Material changes will be communicated via the Platform.

12. Contact

For questions about this policy, contact:

Hackhouse Africa Limited
124 Manyani East Road, Nairobi, Kenya
Email: info@hackhouseafrica.com
Privacy concerns: privacy@hackhouseafrica.com
Phone: +254 722 717 770