Effective Date: 14 January 2025

At Elm Project (NPO314-020), we take your privacy seriously. This Privacy Policy outlines how we collect, use, store, and protect your personal information in compliance with the Protection of Personal Information Act, 2013 (POPIA) and other relevant South African data protection laws.

By engaging with us, visiting our website, donating, or interacting with our services, you consent to the collection and use of your personal information as described in this policy.

1. Introduction

Elm Project (“we”, “our”, or “us”) is a registered Non-Profit Organisation (NPO314-020) based in South Africa. We are committed to protecting the privacy and confidentiality of your personal information in accordance with the Protection of Personal Information Act (POPIA), as well as any other applicable legislation.

This policy explains what personal data we collect, why we collect it, how we use it, and the choices you have regarding your information.

2. What Information We Collect

We collect personal information in the course of our operations, including:

• Personal Identification Information: Name, surname, email address, phone number, postal address, identity number, and date of birth.
• Financial Information: Payment details such as bank account numbers, payment card information, and donations history.
• Demographic Information: Age, gender, geographic location, and other voluntary data shared by you.
• Communication Data: Email correspondence, feedback, surveys, and other communications exchanged with Elm Project.
• Web and Analytics Data: Information collected via cookies, IP address, browser type, and usage data when you visit our website.

3. How We Collect Your Information

• Direct Collection: Information you provide directly to us, such as when you sign up for our newsletter, donate, apply to volunteer, or contact us.
• Automated Collection: Information is collected through cookies or similar tracking technologies when you visit our website.
• Third-party Sources: We may also receive information from third-party sources, such as social media platforms or partner organisations, where you have agreed to share information.

4. Why We Collect Your Information

We collect personal information for the following purposes:

• To provide you with information about our programs, projects, and updates.
• To process donations, issue receipts, and provide tax certificates.
• To manage your involvement as a donor, volunteer, or beneficiary.
• To communicate with you regarding upcoming events, volunteer opportunities, and other relevant activities.
• To maintain accurate records of our operations and ensure legal compliance.
• To improve our website, services, and marketing efforts.

5. How We Use Your Information

• Communication: To send newsletters, updates, and communications related to the work of Elm Project.
• Donations & Financial Management: To process financial transactions and send receipts and statements.
• Event Management: To register you for events, programs, or volunteer opportunities.
• Legal Obligations: To comply with relevant legal and regulatory requirements, including auditing and tax reporting.

We do not use your personal data for any purposes that are not related to the operations of Elm Project or that fall outside the scope of your consent.

6. How We Protect Your Information

We implement appropriate technical and organisational measures to safeguard your personal information from unauthorized access, loss, misuse, or alteration. These include:

• Encrypted transmission (e.g., SSL) for sensitive data such as donations or personal details.
• Secure data storage and access controls to limit who can access personal information.
• Regular security assessments to ensure that our systems remain secure and compliant with industry standards.

Despite these efforts, no data transmission over the internet can be 100% secure, and we cannot guarantee the absolute security of your information. You provide your data at your own risk.

7. Sharing of Your Information

We respect your privacy and will never share, sell, or trade your personal information with third parties for marketing purposes. However, we may share your information in the following circumstances:

• Service Providers: We may share information with third-party service providers who assist us in carrying out operations such as payment processing, website management, and communication services. These third parties are required to keep your information confidential.
• Legal Compliance: We may disclose your information when required by law, in response to lawful requests by public authorities, or to comply with a legal obligation.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

8. Cookies and Tracking Technologies

Our website may use cookies or similar technologies to enhance your experience, analyse site usage, and track website performance. You can manage your cookie preferences through your browser settings, but disabling cookies may impact your ability to use certain features of our website.

9. Your Rights and Choices

As a data subject, you have the following rights regarding your personal information:

• Access: You can request access to the personal data we hold about you.
• Correction: You may request corrections to any inaccurate or incomplete information we hold about you.
• Deletion: You have the right to request the deletion of your personal information, subject to legal and contractual obligations.
• Objection: You may object to the processing of your data for marketing purposes or other legitimate interests.
• Withdrawal of Consent: You may withdraw your consent for processing your data at any time. Please note that this will not affect any processing that has already occurred.

To exercise any of these rights, please contact us using the details provided below.

10. Retention of Your Information

We will retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy or as required by law. After this period, we will securely dispose of or anonymise your data.

11. Children’s Privacy

Elm Project does not knowingly collect or solicit personal information from children under the age of 18. If we become aware that we have collected personal information from a child, we will take steps to delete such information as quickly as possible.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page, and the date of the latest update will be noted at the top of the policy. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise any of your rights, please contact us:

Elm Project (NPO314-020)
Email: info@elmproject.org.za
Phone: +27 82 686 6067
Address: Hillside Farm Kareedow 6400

We take your privacy seriously and will respond to any inquiries promptly.