Who we are
Atupa Ire Charity Foundation is responsible for the personal information we handle through this website. This policy covers browsing, contact enquiries, applications, registrations, feedback, and links to services such as our donation platform.
Authorised members of our team manage submission records. For privacy questions or requests, email [email protected]. Please also read our Terms and Conditions.
Information we handle
- Enquiries: your name, email address, message, and any optional phone number or subject you provide, including information you send by email.
- Website forms: the answers requested on the form you choose. Questions may cover contact details, interests, availability, applications, event registrations, or feedback. Each form explains its purpose and marks required fields.
- Volunteer applications: the form may ask for names, email, phone, date of birth, address, emergency contact details, skills, experience, interests, availability, reasons for volunteering, and a proposed start date. The questions displayed on the form are the current requirements.
- Submission records: a reference, submission time, the form questions and version at the time of submission, your privacy acknowledgement and its version, and staff follow-up or review notes.
- Technical information: our hosting and security services may process IP addresses, browser and device details, requested pages, timestamps, and security events to deliver and protect the website.
- Donations: information you provide on an external donation service is handled there. We may receive donor contact details, donation amounts, and transaction or receipt information through that service.
Please share only what is needed. Do not put card numbers, passwords, identity documents, or unnecessary health information in contact messages or application answers. Let an emergency contact know before sharing their details with us.
How we use information
We use information to respond to messages, assess and manage applications, coordinate activities, process registrations or feedback for the stated form purpose, keep appropriate records, and protect our services from abuse. Emergency contact details support contact with your nominated person if needed during volunteer activities.
Submitting a contact enquiry or a form does not subscribe you to marketing. We do not sell your personal information or use form answers for targeted advertising.
Where applicable data protection law requires a lawful basis, this may include responding to steps you request, our legitimate interests in operating the foundation and securing the website, meeting legal obligations, or consent where required. A privacy acknowledgement records that you have read the notice; it is not blanket consent to unrelated uses.
Storage and retention
Contact enquiries and form submissions are kept until an authorised staff member manually deletes them. There is no automatic submission deletion deadline. Staff can review older records and request deletion when information is no longer needed. Open cases without meaningful follow-up for six calendar months may be archived; archiving keeps the record and allows it to be reopened.
Personal submission fields and form answers are encrypted in the application database. Admin access is protected by authentication and permissions. These measures reduce risk, but no website, email service, or storage system can guarantee absolute security.
Deleting an admin record does not recall contact emails already delivered to the team inbox. Those copies must be handled separately when reviewing a deletion request. Deleted records may remain in restricted recovery backups until those backups expire.
A minimal deletion record, containing the submission type, random reference, and deletion date rather than your answers, is kept for 37 days to help prevent a deleted record returning after a backup restore. Deletions are reapplied before a restored system is used. Technical security logs and provider records follow the relevant service's operational retention arrangements.
Your privacy choices
You may contact us by email instead of using a website form. You can ask to access or correct information, withdraw an application or interest, or request deletion. Depending on the law that applies, you may also have rights to restrict or object to processing, receive a portable copy, withdraw consent, or complain to a relevant data protection authority.
Send requests to [email protected] and include a submission reference if available. We may need to confirm your identity. We will explain any legal or other applicable reason that limits a request. Withdrawing consent does not affect processing already carried out lawfully.
Children and families
Our work may support children, but public contact and application forms are intended for adults coordinating with the foundation. If you are under 18, ask a parent or guardian to contact us before sharing personal information. Adults should contact us first about the appropriate process for a child's participation and avoid sending unnecessary sensitive information about children.
If you believe a child has shared information without appropriate permission, contact us so we can review it and take appropriate action, including deletion where required.
Changes and contact
We may update this policy as our website or activities change. The “Last updated” date above shows the latest revision.
For questions about this policy or how your information is handled, contact [email protected].