Privacy Policy and Cookie Consent
SM Kittoe Foundation ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information in accordance with the General Data Protection Regulation (GDPR). This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you interact with our website (www.smkittoefoundation.com), engage with our activities, make donations, volunteer, or otherwise provide us with your personal data.
By using our Site or providing us with your information, you acknowledge that you have been informed of and, where necessary, consent to the practices described in this Privacy Policy.
1. Information We Collect and Legal Basis for Processing
We may collect the following types of personal information from you, and we process this data based on the following legal grounds under GDPR:
- Contact Information: Your name, email address, postal address, phone number, and other similar contact details. (Legal Basis: Legitimate Interests - to communicate with you, respond to inquiries)
- Donation Information: When you make a donation, we collect your billing information, donation amount, payment method, and donation history. (Legal Basis: Contract - to process your donation; Legal Obligation - for financial record keeping)
- Volunteer Information: If you volunteer with us, we may collect your contact information, skills, interests, availability, background check information (where applicable), and records of your volunteer activities. (Legal Basis: Legitimate Interests - to manage volunteer activities; Consent - for specific sensitive data like background checks)
- Website Usage Information: We automatically collect certain information when you visit our Site, such as your IP address, browser type, operating system, referring website addresses, pages you visit, and the dates and times of your visits. We may use cookies and similar tracking technologies for this purpose (see Section 6 for more information). (Legal Basis: Legitimate Interests - to improve our site, analyze usage; Consent - for non-essential cookies)
- Communication Data: Records of any correspondence you have with us, including emails, phone calls, and online form submissions. (Legal Basis: Legitimate Interests - to maintain records of communication)
- Marketing and Communication Preferences: Information about your preferences for receiving marketing communications from us. (Legal Basis: Consent - for direct marketing communications)
- Other Information: Any other information you voluntarily provide to us. (Legal Basis: Consent - where explicitly provided)
2. How we use your information
We may use your personal information for the following purposes:
- To Process Donations: To process your donations, issue receipts, and maintain donation records.
- To Manage Volunteer Activities: To manage your volunteer application, communicate with you about volunteer opportunities, and track your volunteer hours and activities.
- To Provide Information and Services: To respond to your inquiries, provide you with information about our mission, projects, and events, and fulfill your requests.
- To Improve our Site and Services: To analyze website usage trends, personalize your experience on our Site, and improve our content and services.
- To Send Marketing Communications: With your explicit consent, we may send you newsletters, updates, and information about our fundraising campaigns and events. You have the right to withdraw your consent at any time (see Section 7).
- To Maintain Records and Compliance: To maintain internal records, comply with legal and regulatory obligations, and for auditing purposes
- To Prevent Fraud and Ensure Security: To detect and prevent fraudulent transactions and activities, and to ensure the security of our Site and your information.
- For Other Legitimate Purposes: Where we have a legitimate interest and your rights do not override those interests.
3. How We Share Your Information
We may share your personal information with the following categories of recipients:
- Service Providers: We may engage third-party service providers located both inside and outside the European Economic Area (EEA) to assist us with various functions, such as payment processing, website hosting, email marketing, data analysis, and volunteer management. We have contracts in place with these providers to ensure your data is protected in accordance with GDPR. Where data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.
- Partners and Collaborators: With your explicit consent, we may share your information with partner organizations or collaborators for specific projects or initiatives. You will be informed of these partners at the point of consent.
- Legal Authorities: We may disclose your information to legal authorities if required to do so by law or in response to a valid legal request, such as a court order or subpoena.
- To Protect our Rights: We may disclose your information when we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
- In Aggregate or Anonymized Form: We may share aggregated or anonymized information that does not directly identify you with third parties for research, statistical analysis, or reporting purposes.
4. Data Security
We take reasonable and appropriate measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:
- Using secure server infrastructure and data encryption (including encryption at rest and in transit where appropriate).
- Implementing firewalls and intrusion detection systems.
- Restricting access to your personal information to authorized personnel who have a need to know and are subject to confidentiality obligations.
- Regularly reviewing and updating our security practices.
However, please remember that no method of data transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
5. Data Retention
We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, as outlined in this Privacy Policy, and as permitted or required by applicable laws, including GDPR. Donation records, for example, may be retained for longer periods to comply with financial reporting and legal obligations. Volunteer records will be retained for the duration of your involvement and as necessary for our legitimate administrative purposes. We will regularly review our retention periods and securely delete or anonymize data when it is no longer needed.
6. Cookies and Tracking Technologies
Our Site may use cookies and similar tracking technologies to collect information about your browsing activities. Cookies are small text files that are stored on your device when you visit a website. We may use the following types of cookies:
- Strictly Necessary Cookies: These cookies are essential for the operation of our Site and enable you to navigate and use its features. They do not require your consent.
- Performance/Analytics Cookies: These cookies collect information about how you use our Site, such as which pages you visit most often and if you encounter any errors. This helps us to improve the performance of our Site. We will obtain your consent before placing these cookies.
- Functionality Cookies: These cookies allow our Site to remember choices you make (such as your language preference) and provide enhanced, more personal features. We will obtain your consent before placing these cookies.
- Marketing/Targeting Cookies: These cookies are used to deliver content and advertisements relevant to your interests. They may also be used to track the effectiveness of our marketing campaigns. We will obtain your explicit consent before placing these cookies.
You can manage your cookie preferences through our cookie consent banner upon your first visit to our Site and through your browser settings. Most browsers allow you to block or delete cookies. However, please note that disabling certain cookies may affect the functionality of our Site.
7. Your Rights
Depending on your location and applicable law, you may have certain rights regarding your personal information, including the right to:
- Right to Access: You have the right to request access to the personal information we hold about you and to receive a copy of this data along with information about how it is processed.
- Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you without undue delay.
- Right to Erasure ("Right to be Forgotten"): You have the right to request the deletion of your personal information under certain circumstances, such as when the data is no longer necessary for the purpose for which it was collected, or if you withdraw your consent (where applicable).
- Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal information under certain circumstances, such as while we verify the accuracy of your data or if the processing is unlawful and you oppose erasure.
- Right to Data Portability: You have the right to receive your personal information, which you have provided to us, in a structured, commonly used, and machine-readable format and have the right to transmit that data to another controller without hindrance from us, where the processing is based on consent or contract and carried out by automated means.
- Right to Object: You have the right to object to the processing of your personal information for certain purposes, including direct marketing and processing based on our legitimate interests (unless we have compelling legitimate grounds for the processing which override your interests, rights, and freedoms).
- Right to Withdraw Consent: If we are processing your personal information based on your consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
To exercise any of these rights, please contact us using the contact information provided in Section 9. We may require you to verify your identity before responding to your request.
8. Links to other websites
Our Site may contain links to other websites that are not operated by us. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any website you visit.
9. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post any changes on this page and update the "Last Updated" date at the top of the policy. We encourage you to review this Privacy Policy periodically.
By continuing to use our Site or engage with our activities after any changes to this Privacy Policy, you acknowledge and agree to the updated terms.