Privacy Policy

Effective date: [Insert date]

Last updated: [Insert date]

1. Introduction

The Vanuatu Red Cross Society (referred to in this policy as “we”, “us”, “our”, “VRCS”) is committed to protecting the privacy and personal data of individuals with whom we interact — including donors, volunteers, beneficiaries, website visitors, supporters and employees. This Privacy Policy explains how we collect, use, store, disclose, and manage your personal information, and your rights in relation to that information.

We comply with the relevant laws and regulations of the Republic of Vanuatu, including the Vanuatu National Data Protection & Privacy Policy 2023.

By using our website, services, or interacting with us in any way, you acknowledge that you have read and understood this policy.

2. What personal information do we collect?

We may collect personal information about you in the following circumstances:

When you voluntarily provide it to us: for example when you make a donation, volunteer, sign up for a mailing-list, register for an event, apply for a job or internship, or correspond with us.
When you use our website or electronic services: we may automatically collect certain technical information (e.g., IP address, browser type, access times) and usage data via cookies or similar technologies.
From third parties (where permitted): for example, partner organisations, service providers or publicly available sources, when necessary for our operations.

Examples of personal information we may collect include:

Name, address, email address, telephone number.
Donation history and payment information.
Volunteer information, skills, availability.
Employment or applicant information (resume, qualifications, references).
Beneficiary data as required for humanitarian or relief programmes (subject to special protections).
Technical/usage data about your interaction with our website or communications.

3. How we use your information

We use your personal information for the following purposes (as relevant to your engagement with VRCS):

To verify your identity, process donations, manage volunteer payroll/relationships, recruit staff, and deliver the services you have requested.
To communicate with you: e.g., sending newsletters, appeals, updates about our work and events; responding to your queries or feedback.
To improve and develop our website, services, programmes and communications; to analyse usage patterns and trends.
To comply with our legal, regulatory and contractual obligations.
To protect our rights and property, ensure the safety of our users, staff, and beneficiaries, and prevent or investigate fraud or misconduct.
For any other purpose for which you have given your consent.

4. Cookies and website tracking

Our website may use cookies, web analytics tools and other tracking technologies to collect non-identifying information (such as pages visited, browser type, device, time and date of access) to help us improve our website’s functionality and user-experience. You may configure your browser to decline cookies, but this may limit your ability to use some features of our website.

5. Disclosure of your personal information

We will treat your personal information as confidential, and will not rent, sell or trade your personal data for commercial purposes. We may disclose your personal information in the following circumstances:

To our service providers, agents or contractors who assist us in delivering our services (for example, payment processors, communication platforms, IT hosting providers). These parties will have appropriate obligations of confidentiality.
To government authorities, regulatory bodies or law enforcement agencies if required by law, to enforce our rights, or to protect the safety of individuals or the public.
To affiliated organisations or partners when required to deliver our programmes (with appropriate safeguards).
With your consent, for new purposes not described at collection time, if you agree.

6. International and cross-border transfers

Given the global nature of humanitarian work, your personal data may be transferred to or processed by entities outside Vanuatu. Where this occurs, we will take reasonable steps to ensure that your personal information receives an adequate level of protection consistent with the data protection standards applicable in Vanuatu. (Note: The Vanuatu policy emphasises that personal data generated or collected in Vanuatu should not be used elsewhere without prior authorisation.)

7. Data retention

We will retain your personal information only for as long as is necessary for the purposes for which it was collected, or as required by law, regulation or contract. Once it is no longer required, we will securely delete or anonymise your data.

8. Data security

We take reasonable technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration or destruction. These measures include access controls, encryption (where applicable), secure servers and appropriate policies. However, no system can be completely secure, and the transmission of information via the internet carries some risk.

9. Your rights

Depending on your relationship with us and any applicable laws, you have rights relating to your personal information, including:

The right to access the personal information we hold about you.
The right to request correction of inaccurate or incomplete information.
The right to request deletion (erasure) of your personal data, where applicable.
The right to object to or withdraw consent for certain processing activities.
The right to ask for restriction of processing in certain circumstances.

If you wish to exercise any of these rights, please contact us (see Section 12 below). We may require verification of your identity before acting on your request.

10. Children / minors

If you are under the age of [insert age as appropriate, e.g., 16] please make sure your parent or guardian provides consent and/or assists you before providing personal information through our website or services.

11. Changes to this Privacy Policy

We may update this policy from time to time. When we do, we will post the revised version on our website and indicate the “Last updated” date at the top. We encourage you to review this policy periodically.

12. Contact us

If you have questions, concerns or complaints about this Privacy Policy, or you wish to access or update your personal information, please contact:

Vanuatu Red Cross Society

PO Box 618, Port Vila, Vanuatu

Email: admin@redcross.org.vu

Telephone: (678) 27418

In the event that you believe your data protection rights have been violated and we are unable to resolve your complaint, you may refer the matter to the relevant data protection authority or regulator in Vanuatu.

Acknowledgement

By providing us with your personal information, you consent to the collection, use, storage and transfer of such information in accordance with this Privacy Policy.