The Winners Efi Hope Foundation (WEHF) is committed to protecting the privacy and confidentiality of the personal information of our volunteers, partners, donors, and the young women we serve (Participants). This policy explains what personal data we collect, why we collect it, how we use and protect it, and your rights regarding that information.
I. Data Controller
The data controller responsible for the personal data collected under this policy is:
Winners Efi Hope Foundation (WEHF)
[Insert Organisation Address]
info@winnersefihopefoundation.org
II. Information We Collect
We collect information primarily from two groups submitting forms:
Category of Data Subject
Data Collected (Examples)
Purpose for Collection
Volunteers
Full Name, Contact Details (Email, Phone, Address), Date of Birth, Skills/Interests, Emergency Contact Info, Background Check Consent & Results
Screening, Safety, Role Matching, Communication, Legal Compliance (Child Safety).
Partners/Donors
Organization Name, Contact Person, Title, Business Contact Details, Financial Contribution Details, Proposal Information
IP Address, Browsing Data, Cookie Information (via website analytics)
Website Security, Improving User Experience, Understanding Traffic.
III. Legal Basis for Processing
We process your data based on the following legal grounds:
Legitimate Interests: To manage our operations, run our programs, recruit suitable volunteers, and secure necessary partnerships, provided your rights are not overridden.
Legal Obligation: To comply with mandatory requirements, such as conducting criminal background checks for all personnel working with minors, tax reporting for donations, and adherence to child protection laws.
Contractual Necessity: To fulfil obligations arising from a volunteer agreement or a partnership/sponsorship contract.
Consent: Where required (e.g., for non-essential email newsletters or marketing), we obtain clear, explicit consent which you may withdraw at any time.
IV. How We Use the Information
Your personal data is used exclusively for purposes related to the mission of WEHF, including:
Safety & Vetting: To screen and verify the suitability of volunteers and staff to ensure the safety and security of our participants.
Communication: To contact volunteers about shifts, training, or events, and to manage partner/donor relationships.
Administration: To maintain accurate records, manage internal organisation, and process expense reimbursements (if applicable).
Compliance: To meet all legal, regulatory, insurance, and child safeguarding requirements.
V. Sharing and Disclosure
We only share your personal data when strictly necessary and with safeguards:
External Service Providers: We use third-party services (e.g., cloud storage, email platforms, background check agencies) to perform functions on our behalf. These providers are required to adhere to strict data protection and confidentiality agreements.
Legal Authorities: We will disclose information when legally required to do so, such as in response to a court order or to comply with mandatory reporting laws related to child protection.
Partners (Limited): We may, with explicit prior consent, acknowledge or recognise partner organisations publicly (e.g., on our website or event materials), but financial details and personal contact information of employees/contacts are never shared without permission.
VI. Data Security and Retention
Security: We implement appropriate technical and organisational measures (including encryption, access controls, and staff training) to protect your personal data from unauthorised access, disclosure, alteration, and destruction.
Retention: We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal and accounting requirements. Volunteer application data is retained for a period of [Insert Timeframe, e.g., three years] after the volunteering relationship ends, or as required by child safety laws.
VII. Your Rights
Depending on your location and applicable law, you may have the following rights regarding your personal data:
Right to Access: To request copies of the personal data we hold about you.
Right to Rectification: To ask us to correct any inaccurate or incomplete personal data.
Right to Erasure (‘Right to be Forgotten’): To request that we delete your personal data, subject to legal limitations (e.g., data required for mandatory background checks cannot be immediately erased).
Right to Restrict Processing: To ask us to limit the way we process your data.
To exercise any of these rights, please contact the Data Controller at the email address provided in Section I.
VIII. Policy Changes
We may update this Privacy Policy periodically. We will post any new version on our website and update the “Effective Date” at the top of the policy.
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