PRIVACY 
POLICY

The purpose of this policy is to maintain the privacy of and protect the personal information of employees, contractors, vendors, interns, associates, donors, sponsors, beneficiaries and partners of Kohka Foundation and ensure compliance with laws and regulations applicable to our organisation. 

This document sets out the details of Kohka Foundation's Privacy Policy, in relation to information collected about you on this website (www.kohkafoundation.org), as well as through other means including in person, by post, by telephone, by emails and social media platforms (Facebook, Twitter, LinkedIn, Instagram). We are committed to protecting and respecting your privacy. This policy explains when, how, and why we collect personal information about people who visit our website, take part in our projects, reserve or attend our events or performances, and donate money to us; how we keep this information secure, and the conditions under which we may share it with others. 

If you have any queries relating to our Privacy Policy, or how we use your personal data, please email kohkafoundation@gmail.com

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What we do with your information

In general, for our donor/sponsor relationships we rely on the contractual necessity and legitimate interests as the legal basis for processing your personal data. We do not rely on consent as a legal basis for donor/sponsor relationships, other than when we are obliged to do so in accordance with data protection laws in India. For our relationships with donors and funders, we generally rely on consent and will use your most recent contact preferences to ensure we contact you only when you have asked us to, and in the ways, you have told us to do so. Occasionally, we may use legitimate interests to contact you by post with relevant information, unless you have told us not to. 

The purposes for which your personal data may be used include the following: 

  • To send you promotional, marketing, or fundraising information by electronic means, when you have told us you wish to receive it. These types of communications can include:

  • Informing you of other products, services or events related to Kohka Foundation's work, such as forthcoming projects, upcoming events and activities.

  • News and updates about our organizational values, such as via email, newsletter, and specific marketing or supporter e-newsletters.

  • Information on our fundraising activity, including requests to consider giving financial support to Kohka Foundation, such as through ongoing or specific project appeals, or to ask you to consider supporting us in other ways.  

  • If you are an existing supporter, we may contact you with information about opportunities and services similar to those that were the subject of a previous to you.

  • Surveys about our work and opportunities to be involved in market research 

  • Additional research, to help us understand our sponsors, donors and potential donors, including gathering information from publicly available resources to give an insight into your philanthropic interests and ability to support Deepalaya. See How we analyse your data for further information.

There are some essential donation and transaction communications that we are required to send to you, regardless of your contact preferences. This would include Standing Order and Direct Debit payment confirmations, donation receipts and thank you letters, up to three renewal reminders, Gift in kind confirmation letters, birthday greetings, half-yearly report, annual progress report and querying any bounced payments. If you have told us you do not wish to be contacted, these are the only communications we will have with you. You will not receive our newsletters or event invitations unless you update your communication preferences.

For employees, volunteers or interns, the data is stored in the personal information files of the respective candidate. Such data is usually saved in physical files, which are kept in lock and key under the custody of the Administrative & HR head. No one can access that information unless, it is authorized by the senior management.

Besides, we may enter into agreements, Memorandum of Understanding (MoU) or a contract for various purposes, either for receiving funds, supply of material, construction or any other contract necessary for carrying on the activities of the organization, such agreements/documents shall be safely stored and kept under lock and key under the custody of Administrative & HR head. No one can access that information unless, it is authorized by the senior management.

Documents relating to confidential decisions, meetings, executive committee, general body meetings shall also be kept under lock and key under the custody of Administrative & HR head. No one can access that information unless, it is authorized by the senior management.

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What we do with your information

We only collect your Personal Information to conduct our business and to enable us to deliver and improve our services. We do not for any reason whatsoever sell your Personal Information to any third party or otherwise trade on it.

 

We may share your Personal Information with other organizations in the following circumstances:

  • if the law or a public authority says we must share the Personal Information or for the administration of justice;

  • if we need to share Personal Information in order to establish, exercise or defend our legal rights (this includes providing Personal Information to others for the purposes of preventing fraud);

  • where we restructure, sell or transfer our business (or a part of it). For example, in connection with a takeover or merger;

  • with the staff of Kohka Foundation for data processing and storage; providing you with access to our services; providing customer support; making decisions about service improvements and content development;

  • with third party service providers, to provide marketing, advertising, communications, infrastructure, hosting and IT services, to personalize and optimize our service, to process credit card transactions or other payment methods, to provide customer service, to collect debts, to analyze and enhance data. We do not authorize them to use or disclose your personal information except in connection with providing their services.

We may also disclose aggregate or de-identified data that is not personally identifiable with third parties, including our commercial and strategic partners. We respect the confidentiality of the Personal Information that you provide to us.

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How we store your personal information

We have robust security measures in place to protect the personal information that we have under our control, and to protect it from unauthorized access or improper use. Data you share with us through our website is encrypted and stored on secure hard drives. We do not store any payment information ourselves. 

The personal information you share with Kohka Foundation when purchasing or making a donation may be transferred to countries outside of India, such as if the computer servers for third-party processing companies are based in the USA. If we transfer your data in this way and outside of India, we will take all necessary precautions to maintain your privacy rights and protect your information as we have outlined in this privacy policy. 

We will retain your personal information on our IT systems only for as long as is reasonably necessary in order to carry out the purposes set out in this privacy notice and to fulfill our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose we are holding your information for, however in general we will store your data for up to five years from the date of your last interaction with us e.g. the last time you purchased or did a transaction, requested information from us, made a donation, or attended an event. After five years, we will remove all personal data we hold on you, except for the bare minimum we need to keep such as your name and donation history. Please contact us using should you wish to find out more about how long we will keep your information. 

Changes to our Privacy Policy

We regularly review this privacy policy, and may make changes throughout the year. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 19th July 2021 and is due to be reviewed on or before 31st March 2022.

How & Why we collect personal information

We collect personal information that you provide when you contact us, interact with us, or use our website. This can include when you make a donation to us, or when you take part in one of our projects or work with us as a volunteer or intern or an employee. The data in all these situations is either stored through online activities or in files in offline mode.

We collect small pieces of information called cookies when you are using our website, to help us ensure we are providing the best possible experience for users. Please see the section on ‘Cookies’ below for more details. 

If you are aged 16 or under, you must have your parent or guardian’s permission before you provide us with your personal information. Unless you have their consent, you are not allowed to give us your information.

We collect personal information in a number of ways which include:

  • When you use our website or a third party website (like Razopay, PayTm or any other platform, where we have made a fundraising campaign etc., ) to make a donation

  • When you use our website or a third-party website to complete a survey, enter a query, or attend an event

  • When you call us by phone to make a donation, enquire about our projects, collaborations or take part in one of our projects

  • When you contact us by post, such as when you submit a response, return a donation form, return a contact form, or return a sign up form to take part in one of our projects 

  • When we partner with a funding agency or a partner for implementing a project

  • When we employ staff or recruit volunteers or staff

  • When we implement projects, we collect data for the beneficiaries

  • When we publish a picture or a video or a success story, we collect details regarding the benficiaries

  • We very infrequently receive data about some supporters from other sources, such as from partner organisations. Please see ‘What we do with your information’ for more details. In these instances, please also refer to the Privacy Policy of the organisation which is collecting your information for more guidance on how they will share your data.

When working with vulnerable communities such as rural children, sex workers, transgender or government schools, we need to collect additional information from individual/school/ parent/guardian including, but not limited to: medical details, educational attainment, details of any learning difficulties, special access requirements, residence & Id proof of the parents, blood group etc. This information will be used by our staff working on the specific project, in order to plan and deliver the best learning experiences for our beneficiaries and to keep them safe throughout their experience with Kohka Foundation. This information may be passed to emergency services (like Police, Fire stations, court, hospitals etc.) for use should any emergency situation arise.  Except for these circumstances, the data is kept in a safe. 

In such circumstances, we will always ask schools/learning centres to ensure they have consent from parents or guardians to provide the information and consent to its use for the purposes described. It may be necessary to share this information with some of our partner organisations who participate in project functioning, but that will not be done without your knowledge or permission. 

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Types of information we collect

We collect and store personal information from you when we are required to do so, such as to fulfil a contract you have with us; and when you’ve opted to give it to us. 

The following list of information is data we gather directly from you through this (https://www.kohkafoundation.org) website, over the phone or by post, or through third party processors such as Google Forms, and crowdfunding/volunteering platforms, Facebook which is usually collected when you make a donation, or interact with us:

  • Your title, name, and date of birth

  • Your postal address and/or billing address and proof

  • Your email address and phone number

  • Your PAN no. details & proof

  • Your place of work

  • Your IP address and information on what pages you accessed (see Cookies policy below)

  • Your current professional interests or activities which may be related to Kohka Foundation's work

  • Your detailed curriculum vitae, experience certificates, qualification details, certificates, proof of accolades etc.

We will also collect and hold details of any contact you have with us as a customer or supporter of Kohka Foundation. which may contain details of:

  • contact preferences;

  • your age range 

  • event registration, attendance, or purchases;

  • gifts and donation information, such as Standing Order bank details if applicable;

  • details of correspondence sent to you and received from you by email, post, and over the phone;

  • donor status and donation assessment information;

  • employment information and professional activities;

  • where relevant, selected media coverage concerning you, such as performance reviews or interviews (if you are an employee or partner who worked with us on a project);

  • where relevant, information accessed through social media sites such as Facebook, Twitter, and Instagram, LinkedIn (only where you have given permission for this to happen); 

  • any other information provided by yourself, at the request of Kohka Foundation.

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Special Data

Some of the information which we collect from you or a third party may constitute sensitive personal data, for example, data collected from a school, learning centre or a parent/guardian or the individual when signing up to take part in one of our projects. We will only ever use this in accordance with this policy and shall maintain strict and necessary measures to protect this information and its confidentiality.

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Taking part in our projects 

When an individual, a school, a centre or a parent/guardian enrolls themselves or a child up to take part in a project, the information provided will be used solely for that specific project or any other allied activity that they are participating in. Kohka Foundation will securely hold and process the data provided to us for the purposes of joining the project, in accordance with this privacy policy, and future communication will be carried out with the person or organisation who provides us with the data. 

When joining a Kohka Foundation project, we will securely hold and process the data provided for the purposes of your/your child’s involvement in this project, to enable us to plan and deliver the best learning and educational experience, and, in extreme circumstances, to ensure the safety of all participants, and to contact parents/guardians in case of an emergency. 

If you are enrolled on the project, we will use the details provided for your/your child’s involvement as detailed below. After the project has ended and there is no longer a requirement to hold and process the data provided by you, we will delete this personal data within eight years of your last engagement with Deepalaya or in case a funding agency is involved as per the requirement of that funding partner. Thereafter, a minimum level of information necessary for our administrative records to meet legal requirements shall be stored with us.

Please note that for certain projects it may be necessary to share information with third parties for project, reporting and research purposes. With the beneficiary’s knowledge and consent from a parent/guardian, obtained by the school/centre, necessary data will be shared securely with relevant partner organisations when planning projects, such as to ensure that specific needs are catered for. Anonymised data may be shared for use in funding applications, reporting, and evaluation.