🔒 Privacy Policy

Swagati Sneha Sangam (SSS) — Privacy & Data Protection
This Privacy Policy explains how Swagati Sneha Sangam ("we", "us" or "our") collects, uses, stores and shares personal information when you visit our website, use our services, contact us, sign up as a volunteer, donate, or otherwise interact with us. We are committed to protecting your privacy and handling your data responsibly and transparently.

1. Who we are (Data Controller)

Swagati Sneha Sangam (SSS)
Address: D.N. 34/22, SVDS Nagar, Tummapala, Anakapalli, Andhra Pradesh
Phone / WhatsApp: +91 82791 43286
Email: sssakp2004@gmail.com

2. Scope & Acceptance

This policy applies to personal data we collect through our website, digital forms (including prefilled WhatsApp messages), email, phone/WhatsApp communications, events, camps, and in-person program activities. By using our website or services, you consent to the practices described in this policy.

3. What information we collect

• Contact & identity data: name, phone number, email, address, ID numbers (where provided for documentation drives).
• Program & case data: beneficiary details relevant to program delivery (health information, family details, household needs) — collected only with consent and as necessary for service delivery.
• Volunteer & partner data: CV, skills, availability, IDs for background checks (where applicable).
• Technical data: IP address, browser type, device, cookies and usage data collected automatically when you visit our website.
• Communications: messages exchanged with us via email, WhatsApp or phone and any uploaded documents you share.

4. Sensitive information

Some program activities may require collection of sensitive personal data (e.g., health status, HIV status, disability-related information). We collect such information only when necessary, with explicit informed consent, and with strict safeguards. If you do not consent, we will explain alternative ways to receive services where possible.

5. Why we collect your data (Purposes)

• To deliver programs and services (health camps, nutrition support, education, legal aid, livelihoods).
• To process volunteer applications, partner requests and donations.
• To communicate updates, event information and emergency response coordination.
• To comply with legal, regulatory or funder requirements (reporting, audits, verification).
• To improve our website and services via analytics and feedback.

6. Lawful basis & consent

We rely on consent for most direct interactions (e.g., volunteer signup, health program enrollment). For essential program delivery and legal obligations (e.g., enrolment for government schemes or funder reporting), we may process data as necessary to perform a contract or comply with legal duties. You may withdraw consent at any time (see Contact & Rights below), but withdrawal may affect provision of some services.

7. How we use & share information

• We use data internally for case management, follow-up, referrals and program monitoring.
• We may share necessary data with trusted third parties: government agencies, partner NGOs, health facilities, legal aid providers, auditors and funders — only to the extent required for service delivery or compliance.
• We never sell personal data to third parties.
• Where we engage service providers (hosting, payment gateways, analytics), we require contractual safeguards and only share data necessary for their role.

8. Cookies & website tracking

Our website may use cookies and similar technologies to improve user experience and collect usage analytics. Cookies help remember site preferences and measure traffic. You can manage cookie settings via your browser. We do not use tracking to profile users for sale or targeted advertising.

9. Data retention

We retain personal data only as long as necessary for the purposes it was collected, to meet legal or funder requirements, and to support service continuity. Typical retention periods:

• Volunteering and partner records: 3–7 years after last activity (unless otherwise required).
• Beneficiary case records and health referrals: retained per program/funder guidelines (may be longer where clinical continuity is required).
• Financial and audit records: as required by law (typically 7 years).

10. Data security

We adopt reasonable technical and organisational measures to protect personal data (access controls, password protection, encrypted backups and staff training). However, no system is 100% secure — if a data incident occurs we will assess impact and notify affected individuals and authorities as required.

11. Children

We take extra care with data concerning children. For beneficiaries under 18 we collect data only with parental/guardian consent or as required for essential child welfare services. Photographs or stories featuring children are shared only with explicit guardian consent and in accordance with our safeguarding policies.

12. Your rights

You have rights regarding your personal data, including to:

• Request access to the information we hold about you.
• Request correction of inaccurate data.
• Request deletion or restriction of processing (subject to legal/funder obligations).
• Withdraw consent where processing is based on consent.
• Object to direct marketing or certain processing activities.

To exercise these rights, contact us (details below). We will respond in a timely manner and explain any limitations where legal or contractual obligations prevent deletion or restriction.

13. Complaints & supervision

If you have questions or are unhappy with how we process your data, please contact our Data Protection Contact (below). You may also raise concerns with the relevant supervisory authority in India if you remain unsatisfied.

14. International transfers

Some service providers (e.g., cloud hosting providers) may store or process data outside India. Where this happens, we use contracts or other safeguards to protect your data and comply with applicable laws.

15. Third-party links & embedded content

Our site may contain links to third-party websites (payment gateways, partner sites, social media). This policy does not apply to those websites — please review their privacy policies before sharing personal information. Embedded content (e.g., videos) may set cookies or collect usage data according to their operators.

16. Changes to this policy

We may update this policy occasionally. When we make material changes we will publish the new effective date at the top of this page and where appropriate notify users directly (e.g., via email or website notice).

17. Contact & Data Protection Officer

For any questions, rights requests, or complaints about data use please contact:

Data Protection Contact
Swagati Sneha Sangam (SSS)
Address: D.N. 34/22, SVDS Nagar, Tummapala, Anakapalli, Andhra Pradesh
Phone / WhatsApp: +91 82791 43286
Email: sssakp2004@gmail.com

Effective date: October 31, 2025.