Data Protection & Privacy Policy

1. About this policy

Help African Animals ("HAA", "we", "us" or "our") respects the privacy of individuals whose personal information we collect, use or otherwise process.

This policy explains what personal data we may collect, why we collect it, how we use and protect it, when we may share it, how long we retain it, and the rights available to individuals.

HAA is committed to handling personal data fairly, lawfully, transparently and securely in accordance with applicable Ugandan data-protection law, including the Data Protection and Privacy Act, 2019 and the Data Protection and Privacy Regulations, 2021.

2. Who this policy applies to

This policy applies to personal information collected through:

• The HAA website
• Contact forms
• Newsletter subscriptions
• Volunteer applications
• Internship applications
• Partnership enquiries
• Project enquiries
• Donations and fundraising activities
• Events and activities
• Research and community activities where personal information is collected
• Communications with HAA
• Other HAA-operated digital or physical services

3. Information we may collect

Depending on how you interact with HAA, we may collect:

Identity information

• Name, Organization, Professional role
• Age or date of birth where legitimately required

Contact information

• Email address, Telephone number
• Postal or physical address, Preferred communication method

Volunteer and internship information

• Education, Skills, Experience, Areas of interest, Availability
• Application information, References where required

Partnership information

• Organization, Position, Professional contact details
• Information relevant to the proposed partnership

Website information

• IP address, Browser/device information
• Website usage information, Cookie information
• Pages visited and interactions, where applicable

We will seek to collect only information that is adequate, relevant and necessary for the purpose for which it is collected.

4. How we collect information

We may collect personal data:

• Directly from you when you submit a form or subscribe to our newsletter
• When you communicate with us or apply for a volunteer or internship opportunity
• When you participate in an HAA program
• Through our website and technology systems
• From publicly available sources where lawful and appropriate

Where required, we will tell you what information is being collected, why it is required, whether providing it is optional or mandatory, who may receive it and how long it will be retained.

5. How we use personal information

HAA may use personal information to:

• Respond to enquiries and process applications
• Manage volunteers, interns, and partnerships
• Deliver conservation programs and communicate project updates
• Send newsletters where subscribed
• Process and acknowledge donations
• Conduct legitimate research and monitoring
• Maintain organizational records and meet legal obligations
• Protect the security of HAA systems and prevent fraud
• Improve our website and communications

We will not use personal data for unrelated purposes without an appropriate lawful basis.

6. Newsletter communications

If you subscribe to HAA's newsletter, we may use your email address to send conservation updates, project news, publications and other communications relevant to HAA.

You may unsubscribe at any time using the unsubscribe mechanism provided in our emails or by contacting HAA.

7. Sharing personal information

HAA may share personal information with service providers or partners where necessary for legitimate organizational purposes, including:

• Website and hosting providers, Email/newsletter providers
• Payment or donation providers, IT and security providers
• Professional advisers, Program partners
• Government or regulatory authorities where legally required

HAA will take appropriate steps to ensure that third parties processing personal data on its behalf provide appropriate safeguards.

8. International transfers

Some technology providers used by HAA may process information outside Uganda.

Where personal data is transferred outside Uganda, HAA will take appropriate steps to assess the protection available in the receiving jurisdiction and comply with applicable Ugandan requirements.

9. Data security

HAA will implement reasonable technical and organizational safeguards appropriate to the risks associated with personal data.

These may include access controls, password protection, secure hosting, limited access to personal data, staff confidentiality obligations, secure backups, data minimization, security monitoring, and secure disposal.

No electronic system can be guaranteed to be completely secure. HAA will nevertheless take reasonable measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

10. Data retention

HAA will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to meet legal obligations, resolve disputes, maintain appropriate organizational records or protect legitimate interests.

Specific retention periods are defined in HAA's internal data-retention schedule.

11. Your rights

Subject to applicable legal limitations, individuals may have rights concerning their personal information, including rights to:

• Request access to personal information held about them
• Request correction of inaccurate information
• Request that processing be stopped where applicable
• Object to certain processing
• Withdraw consent where processing is based on consent
• Request deletion where legally applicable
• Raise concerns about HAA's handling of personal data

12. How to exercise your rights

Requests should be sent to:

Data Protection Officer
Help African Animals
Kalungi Plaza, Kampala Road, Uganda
Email: info@helpafricananimals.org

HAA may request reasonable information to verify the identity of the person making a request.

13. Complaints

If you believe HAA has mishandled your personal information, please contact our Data Protection Officer first.

Individuals may also make complaints to Uganda's Personal Data Protection Office where appropriate.

14. Changes to this policy

HAA may update this policy periodically to reflect changes in law, technology, organizational practice or services. The latest version will be published on the HAA website.