Data privacy and protection policy

Purpose and scope

KIVIDEA handles personal information in order to deliver safe, accountable work with children, young people, families, volunteers, donors, partners, and communities in Kigoma. This policy explains the practical standards used when information is collected through programmes, referrals, events, forms, sponsorship enquiries, monitoring, and communication channels.

Information KIVIDEA may collect

Depending on the activity, KIVIDEA may collect names, contact details, age, location, school or programme participation, accessibility or support needs, consent records, attendance, referral information, volunteer applications, donor or partner correspondence, and photographs or stories approved for communication. Sensitive information is collected only when it is needed for programme delivery, safeguarding, health support, or an agreed reporting purpose.

Children and young people

KIVIDEA gives additional care to information about children and young people. Staff and authorised partners should collect only what is necessary, explain the purpose in age-appropriate language, seek the required consent or assent, and limit access to people who need the information to provide support. Safeguarding concerns are handled through KIVIDEA's safeguarding and referral procedures.

How information is used

Information may be used to enrol and support participants, coordinate youth-friendly health or protection referrals, provide education and livelihood support, respond to enquiries, manage volunteers and partnerships, document consent, improve programme quality, meet donor accountability requirements, and report results. Public reports should use aggregated or de-identified information wherever individual identification is not necessary.

Photographs, video, and stories

KIVIDEA seeks appropriate permission before using an identifiable photograph, video, quote, or personal story. Consent for receiving a service is separate from consent for publicity. A person may ask KIVIDEA to stop future use of their image or story, subject to material already lawfully published or required records.

Sharing and service partners

Personal information is not shared for unrelated marketing. It may be shared with authorised service providers, referral partners, funders, or public authorities when necessary for an agreed service, safeguarding, legal obligation, or accountable programme delivery. KIVIDEA expects recipients to protect the information and use it only for the agreed purpose.

Security, access, and retention

KIVIDEA uses proportionate physical, organisational, and technical safeguards, including role-based access, secure storage, careful transfer, and staff confidentiality. Records are kept only for as long as they are needed for the programme, safeguarding, accountability, or legal purpose, then securely deleted or destroyed.

Your choices and questions

You may ask what personal information KIVIDEA holds about you, request a correction, withdraw optional consent, or raise a concern about how information has been handled. Requests involving a child should be made through their parent, guardian, authorised representative, or the appropriate safeguarding process. Contact KIVIDEA through the contact page so the request can be recorded and directed to the responsible team.