Privacy Policy

The Needed Care Outreach Foundation

Introduction

The Needed Care Outreach Foundation is committed to protecting your privacy and ensuring that your personal information is handled responsibly, securely, and transparently.

This Privacy Policy explains how we collect, use, store, and protect personal information when you interact with us, including when you make a donation, volunteer, participate in our activities, contact us, or use our website.

We are committed to handling personal information in accordance with applicable data protection and privacy laws.

1. Our Commitment to Privacy

We recognise that your personal information is important. The Needed Care Outreach Foundation is committed to collecting and using personal information fairly, lawfully, and responsibly.

We will only collect information that is reasonably necessary for legitimate charitable, administrative, fundraising, communication, safeguarding, or legal purposes.

2. Information We Collect

We may collect personal information when:

• You make a donation.
• You register for an event, campaign, challenge, or fundraising activity.
• You volunteer with The Needed Care Outreach Foundation.
• You subscribe to receive news, updates, or communications from us.
• You contact us through our website, email, telephone, or social media channels.
• You apply to participate in one of our programmes or activities.
• You partner with or support the Foundation as an individual, organisation, business, or community group.

The information we may collect can include your name, email address, telephone number, postal address, donation details, communication preferences, and other information that you voluntarily provide.

Where necessary, we may also collect information required to meet legal, financial, safeguarding, or regulatory obligations.

3. How We Use Your Information

Information you provide may be used to:

• Process donations and provide confirmations, acknowledgements, or receipts.
• Maintain accurate financial and administrative records.
• Keep you informed about our appeals, campaigns, projects, programmes, events, and charitable activities.
• Share updates about the impact of your support.
• Confirm participation in events, fundraising activities, volunteering, and community programmes.
• Respond to enquiries, requests, and correspondence.
• Manage relationships with donors, volunteers, supporters, partners, and beneficiaries.
• Meet our legal, regulatory, safeguarding, and reporting obligations.
• Improve our website, services, fundraising activities, and communications.

Where appropriate and with the necessary consent, The Needed Care Outreach Foundation may use photographs, videos, testimonials, or other media for reporting, awareness, fundraising, educational, and promotional purposes.

If you do not wish your photograph, video, or testimonial to be used for these purposes, please contact us.

4. Legal Basis for Using Personal Information

Where applicable, The Needed Care Outreach Foundation will process personal information on an appropriate legal basis, which may include:

• Your consent.
• The need to fulfil an agreement or request you have made.
• Compliance with a legal or regulatory obligation.
• The legitimate interests of the Foundation, where those interests are not overridden by your privacy rights.
• Other lawful grounds permitted by applicable data protection legislation.

Where we rely on consent, you may withdraw your consent at any time.

5. Sharing Your Information

The Needed Care Outreach Foundation does not sell, rent, or trade personal information.

We may share personal information with trusted service providers where reasonably necessary to carry out our charitable and administrative activities. These may include payment processors, website and technology providers, event service providers, professional advisers, communication platforms, and other organisations that provide services to the Foundation.

We may also disclose personal information where required by law, court order, regulatory requirements, or where necessary to protect the safety, rights, or wellbeing of individuals.

We take reasonable steps to ensure that organisations processing personal information on our behalf handle it appropriately and securely.

6. Donations and Payment Information

When you make an online donation, your payment may be processed through a third-party payment provider.

The Needed Care Outreach Foundation may receive information such as your name, contact details, donation amount, transaction reference, and other information necessary to record and administer your donation.

Payment card or banking details may be processed directly by the relevant payment provider and may not be stored by the Foundation.

Third-party payment providers may have their own privacy policies and terms governing how they process personal information.

7. Keeping Information Secure

The Needed Care Outreach Foundation takes reasonable and appropriate measures to protect personal information against unauthorised access, misuse, alteration, loss, destruction, or disclosure.

Access to personal information is restricted to authorised persons who have a legitimate reason to access it.

However, no method of storing or transmitting information over the internet can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of information transmitted electronically.

8. How Long We Keep Your Information

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including fulfilling legal, accounting, financial, safeguarding, regulatory, and reporting requirements.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy, or anonymise it.

9. Your Privacy Rights

Subject to applicable law, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete personal information where there is no lawful reason for us to continue holding it.
• Ask us to restrict how we use your information in certain circumstances.
• Object to certain uses of your personal information.
• Withdraw consent where processing is based on consent.
• Update your communication preferences.
• Ask us to stop sending you fundraising or marketing communications.

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

10. Marketing and Communications

We may contact you with information about our charitable activities, appeals, campaigns, events, volunteering opportunities, and other ways to support The Needed Care Outreach Foundation, where permitted by law.

You can ask us to stop sending you non-essential fundraising or marketing communications at any time.

Every appropriate marketing communication will provide a way for you to manage your communication preferences or opt out.

11. Photographs, Videos and Testimonials

From time to time, we may take photographs, record videos, or collect testimonials relating to our charitable activities, events, projects, and programmes.

Where consent is required, we will seek appropriate consent before using identifiable photographs, videos, or testimonials for public communications, fundraising, educational, or promotional purposes.

If you have previously provided consent and wish to withdraw it, please contact us.

12. Children and Vulnerable Individuals

The Needed Care Outreach Foundation recognises the importance of protecting the privacy, dignity, safety, and wellbeing of children and vulnerable individuals.

We will take appropriate steps when collecting, storing, using, or sharing information relating to children or vulnerable individuals and will apply appropriate safeguarding procedures.

Where required, we will obtain appropriate consent or authorisation before collecting or using personal information relating to children.

13. Cookies

Like most websites, our website may use cookies and similar technologies to help improve your browsing experience, understand website usage, maintain website functionality, and improve our online services.

You can control or disable cookies through your browser settings. Disabling certain cookies may affect some website functionality.

14. Third-Party Websites

Our website may contain links to websites, payment platforms, social media services, or other third-party websites.

Once you leave our website, the privacy practices of the third party will apply. The Needed Care Outreach Foundation is not responsible for the privacy practices, security, or content of third-party websites.

We encourage you to review the privacy policy of any third-party website before providing personal information.

15. International Transfers

Where personal information is transferred or processed outside the country in which it was originally collected, The Needed Care Outreach Foundation will take reasonable steps to ensure that appropriate safeguards are in place and that the information is handled in accordance with applicable data protection requirements.

16. Changes to This Privacy Policy

The Needed Care Outreach Foundation may update this Privacy Policy from time to time to reflect changes in legislation, regulatory requirements, technology, our charitable activities, or the way we process personal information.

Any updated version will be published on our website. We encourage you to review this page periodically to remain informed about how we protect your information.

17. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your personal information is being handled, please contact us:

The Needed Care Outreach Foundation

Email: [email protected]

Telephone: +254 788 564 485

Website: theneededcareoutreachfoundation.org

We will endeavour to respond to privacy enquiries within a reasonable period and in accordance with applicable data protection requirements.

The Needed Care Outreach Foundation Privacy Policy 2026