Privacy Policy

1. Introduction

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Hope Haven Home ("we," "us," or "our") is committed to protecting the privacy and security of the personal information of our donors, volunteers, visitors, and partners. We value the trust you place in us to care for vulnerable children, and we apply that same level of care to the stewardship of your data.

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This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and the Promotion of Access to Information Act 2 of 2000 (PAIA).

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By using our website, making a donation, or volunteering your time, you consent to the data practices described in this policy.

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2. Information We Collect

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We may collect and process the following categories of Personal Information:

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• Identity Data: First name, maiden name, last name, and title. If you require a Section 18A tax certificate, we may also require your ID number or Company Registration number.

• Contact Data: Billing address, physical address, email address, and telephone numbers.

• Financial Data: Bank account details and payment card details (processed securely via third-party payment gateways).

• Volunteer Data: Information regarding your skills, employment history, religious affiliation (where relevant to our ethos), and potentially criminal record checks (strictly for vetting purposes regarding child safety).

• Technical Data: Internet Protocol (IP) address, browser type and version, time zone setting, and operating system (collected via Cookies).

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3. How We Collect Information

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We collect data through:

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• Direct Interactions: You may give us your identity and contact data by filling in forms on our website (e.g., the "Sponsor a Cot" form, Volunteer Application, or Contact Us page) or by corresponding with us via email.

• Automated Technologies: As you interact with our website, we may automatically collect Technical Data about your equipment and browsing actions using cookies and Google Analytics.

• Third Parties: We may receive distinct data from payment providers (e.g., PayFast, Yoco, or EFT notifications) confirming your donation.

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4. How We Use Your Information

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We will only use your Personal Information when the law allows us to. Most commonly, we will use your personal information for the following purposes:

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1. Donation Processing: To process specific sponsorships (such as the "Sponsor a Cot" initiative), general donations, and to issue Section 18A tax certificates/receipts.

2. Communication: To send you updates on the babies' journeys (e.g., newsletters from our House Mother), fundraising events, and thank-you notes. You can opt-out of marketing communications at any time.

3. Volunteer Vetting: To assess your suitability for working with vulnerable children and to ensure the safety of our home.

4. Legal Compliance: To comply with South African tax laws, reporting obligations to the Department of Social Development, and other legal requirements.

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5. Protection of Minors (Special Note)

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Hope Haven is a sanctuary for abandoned and abused babies.

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• Data of Minors in Care: We treat information regarding the identities, health, and backgrounds of the babies in our care as Strictly Confidential. While we may share testimonials or photos (with faces obscured or with pseudonyms) to show the impact of our work, we never release specific identifying details that could compromise a child’s safety or future adoption process.

• Minors as Users: Our website is not intended for persons under the age of 18 without parental consent. We do not knowingly collect personal data from minors.

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6. Disclosure of Your Information

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We do not sell your personal information. We may share your data with:

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• Service Providers: Third parties who provide IT and system administration services, email marketing platforms (e.g., Mailchimp), and payment processors.

• Professional Advisers: Lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.

• Regulatory Authorities: The South African Revenue Service (SARS) and the Department of Social Development, if required by law.

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7. Data Security

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We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorized way.

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• Donations made online are encrypted using SSL technology.

• Access to volunteer files containing vetting information is restricted to the Board of Directors and the House Mother strictly on a need-to-know basis.

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8. Data Retention

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We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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• Example: SARS requires us to keep records of donations for five (5) years.

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9. Your Legal Rights

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Under POPIA, you have the right to:

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• Request access to your personal information (often known as a "data subject access request").

• Request correction of the personal information that we hold about you.

• Request erasure of your personal information (where there is no good reason for us continuing to process it).

• Object to processing of your personal information for direct marketing purposes.

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To exercise any of these rights, please contact our Information Officer.

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10. Information Officer Contact Details

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If you have any questions about this privacy policy or our privacy practices, please contact us:

Information Officer: info@hopehavenhome.co.za

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11. Lodging a Complaint

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Should you believe that we have utilized your personal information contrary to applicable laws, you undertake to first attempt to resolve any concerns with us. If you are not satisfied with such a process, you have the right to lodge a complaint with the Information Regulator of South Africa.

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The Information Regulator (South Africa) Website: https://inforegulator.org.za/ Email: POPIAComplaints@inforegulator.org.za