Privacy policy Kolewa, May 2018
Introduction
At Kolewa, we care about your privacy and safe storage and utilization of your data.
In this privacy policy, we will outline what data we store, and why. Besides that, this policy contains information on your rights regarding our processing of your personal data. We recommend reading this statement thoroughly. If you have any questions, you can always reach us at info@kolewa.nl.
Who is Kolewa?
Kolewa is a foundation, with offices at Raadhuisstraat 110 2406 AH Alphen aan den Rijn, the Netherlands and in the Dutch Chamber of Commerce’s commercial register under nr. 28114958. When it comes to personal data collection by Kolewa, Kolewa is the processor. Kolewa concerns itself with children and families situated in the most isolated areas of Indonesia who often go unaided or barely aided by other charities. Kolewa pledges to aid children with disabilities who are not (yet) able to act as their own agent and improve their living conditions. This is done by providing children with surgical intervention and aid during revalidation. Kolewa is fully dependent on donations from individuals and funds, etc.
How does Kolewa use your data?
Below is an overview of ways in which Kolewa collects user data. Included is an outline of reasons why we use it the way we do, the legal basis for our data collection and for how long we retain user information.
For the sake of transparency, we have an overview by the type of data stream.
1. Outreach, accounting and financial administration
1.1 Complaints
Complaints regarding GDPR
Purpose: the procedure of processing complaints about the processing of your personal data
Data: name, email address, nature of a complaint
Basis: unambiguous consent
Retention period: 1 year
Complaints regarding Kolewa
Purpose: complaints about Kolewa, its goals and its procedures
Data: name, email address, nature of a complaint
Basis: unambiguous consent
Retention period: 1 year
2. Marketing
Purpose: newsletters and Facebook outreach, to inform donors and associates on the latest developments within Kolewa.
Data: name, email address, IP address for newsletters and names, user description, clicking behaviour on Facebook (range per week, amount of hits, people served and the total amount of likes)
Basis: unambiguous consent
Retention period: 3 years for the newsletters and Facebook after the last moment of use
Our website has a button used to promote our Facebook page (“liking”). This button operates through software provided by Facebook itself. This software uses cookies. We are unable to change this. We advise you to read Facebook’s privacy policy to find out what they use your user data for.
3. Website
Purpose: information about Kolewa
Data: name, email address, description of donation and the text of the requested page
Basis: unambiguous consent
Retention period: 6 months
This website is encrypted using SSL. Your personal data is communicated through a secure connection to secure servers.
Cookies: Kolewa uses functional, analytic, tracking and social media cookies. They are used to, including but not limited to, optimizing and making the website function correctly. Upon a user first visiting the website, we provide information about and ask for the user’s permission to use cookies. Kolewa’s website utilizes Google Analytics. The data we collect using Analytics is anonymous and not used by any other Google services.
Kolewa also uses social media cookies. Those are cookies from third parties used on our website. They make sharing information from our website on social media easier. For more information regarding social media cookies, we recommend reading the privacy policies of the parties’ respective websites. For more information on our usage of cookies on our website, visit “cookie disclaimer”.
Other operations
Purpose: donation button on website, periodic authorization of donation and sponsorship requests
Data: name, address, email address, international bank account number
Basis: unambiguous consent
Retention period: 7 years
We do not sell your personal data to third parties and do not use RFID, MAC address or IMEI.
4. Financial administration and administration of donations
Bank processing
Purpose: registration of financial data
Data: name and description
Periodic authorization
Purpose: archiving of the agreement and authorization
Data: name, email address, international bank account number
Financial administration
Purpose: processing of financial data
Data: name and description of the transaction
Retention period for donor administration and financial administration is legally 7 years
5. Other operations
Patient data
Purpose: sponsor requests
Data: name, photo and island of birth of patients
Basis: unambiguous consent
Retention period: 7 years
We parse as little personal data as possible, meaning only data that is integral for the purpose of our data collection. Your rights concerning your personal data may be found in our privacy policy. Parents are required to give written consent for use of their photographs for sponsorship purposes.
Data donors
Purpose: requesting a sponsor
Data: name, address, email address, nature of the mission
Basis: unambiguous consent
Retention period: 7 years
We parse as little personal data as possible, meaning only data that is integral for the purpose of our data collection. Your rights concerning your personal data may be found in our privacy policy.
Volunteers and trainees
Purpose: volunteer work and internships
Data: name, address, job description, email address, motivational letter and curriculum vitae, nature of internship/job
Basis: unambiguous consent
Retention period: 3 years after internship/volunteer work terminates
How do we acquire your personal data?
Kolewa is in possession of your personal data because you provided it.
What are your rights?
Under the European General Data Protection Regulation, you have a number of rights concerning your data and its processing:
Right to access
If you want to access your data Kolewa has stored, you may put in an access request.
Right to rectification
If you desire to alter your personal data following an access request, you may put in a request for rectification to Kolewa. You may request Kolewa to alter, correct, add to, delete or foreclose your data.
Right to object to automated processing
Furthermore, under certain conditions, you have the right to request limitation to data processing done by Kolewa.
Right to object
If any processing with the legal basis by Kolewa or a third party takes place, you have the right to object to the aforementioned processing.
Right for data portability
You have the right to retrieve your personal data from Kolewa. Kolewa will provide them in a structured well-established way, as to make data portable to other digital systems. This makes it easier for you to host your data at another provider.
Right to withdraw consent
In every instance where the legal basis for the collection of data is your personal consent, you have the right to withdraw said consent. This does not work retroactively, but it does mean that we are no longer allowed to process any further data. As an effect, Kolewa may not be able to provide you with some of their services.
Right to a reply from Kolewa
Requests may be sent to info@kolewa.nl. Kolewa will grant your request as soon as possible, no later than one (1) month after receiving such a request. In case Kolewa sees fit to deny your request, our reply will contain an explanation as to why.
Recipients of personal data
The data may be passed on to processors. We may share data you present to us with third parties when it’s necessary for any of the aforementioned purposes. Kolewa may be required to provide your data to a third party, e.g. on grounds of legal obligation.
Alterations to the privacy policy
This privacy policy may change. We advise you to regularly reread the privacy policy to be aware of any amendments.
Do you have any complaints and/or inquiries?
If you have any other questions about this privacy policy and the ways Kolewa uses your data, you can reach us at info@kolewa.nl. If you wish to voice a complaint, you can reach us at info@kolewa.nl. Besides that, you may contact the national supervisory authority for private security. In the Netherlands, that would be the Autoriteit Persoonsgegevens (AP).
