Privacy Notice For Barn Och Kvinnor Organisation

Barn Och Kvinnor Organisation is a registered charity organisation in Sweden with registration  number 802511-3658, also a registered company limited by guarantee in Uganda with company  registration number 80020003906032.

We are committed to respecting your privacy and protecting your personal data. This Privacy Notice explains:

  • who we are
  • how we collect, share and use your personal data
  • how you can exercise your privacy rights

Barn Och Kvinnor Organisation is the data controller responsible for your personal data. Wherever you see “we”, “us” or “our” in this privacy notice it means Barn Och Kvinnor Organisation.

  1. PERSONAL DATA WE COLLECT FROM YOU

The personal data we gather may not be limited. It depends on the services you sign up for.
We collect this data in order to maintain a relationship with you and keep you updated with our  work.

  • Process your application for membership
  • Deal with your enquiries requests and complaints
  • Process your donations
  • Provide you with the services, products or data you have requested.
  • Process Gift Aid donations
  • Confirm receipt of donations (unless you have asked us not to do this) • Provide you with data about our work activities events and services
  • Comply with our legal obligations, policies and procedures
  • Provide and personalising our services
  • Administer membership records
  • Fundraising

2. CATEGORIES OF DATA WE COLLECT

The types of personal data we collect from you include/are: Identity data which includes your full name and title.

  • Contact data which includes your email address and phone number
  • Identification Documents which includes your driving licence
  • Technical data which includes online tracking data and service usage data It is important that the personal data we hold about you is accurate and up

3. PERSONAL DATA WE COLLECT FROM OTHERS

Sometimes we work with carefully selected third parties who collect personal data on our behalf as well as for their own use. Third parties that we currently receive data from but are not limited to the following:

  • Business Partners
  • Other Charities
  • Religious Institutions

SHARING YOUR PERSONAL DATA

We may share your personal data with third parties where we are required to do so by law. Special Category data is not shared with the third parties. The data is stored in a secure manner to which only our limited staff has access.

HOW WE USE YOUR PERSONAL DATA

Data Protection law permits us to process personal information only if we have a valid legal basis to do so. We must have one of the following reasons:

  • to enter into, or for the performance of a contract;
  • where we have a legal duty or obligation;
  • where it is in our legitimate interest; and where you consent to it.

4. PERSONAL DATA RELATING TO CHILDREN (CHILD PROTECTION AND FIRM CONSENT)

4.1. Commitment to Child Protection

Our commitment to child protection is our highest priority. We adhere strictly to national and international child safeguarding guidelines, ensuring a secure and supportive environment for all children participating in our programs, services, and online platforms.

You can download our full comprehensive policy here: Child Protection and Safeguarding Policy (PDF)

4.2. Data Collection and Legal Basis (Firm Consent)

In compliance with regulations like COPPA (Children’s Online Privacy Protection Act) and GDPR, we require Firm Consent from a verifiable parent or legal guardian before collecting, using, or disclosing any personal identifiable information (PII) from children under the age of 16 (or the relevant legal age in your jurisdiction).

  • Minimal Data: We only collect necessary data (e.g., first name, age, primary email for login) required for the child’s participation.

  • No Third-Party Sharing: We never sell or rent children’s PII to third parties for marketing purposes.

4.3. Parent/Guardian Rights

Parents/Guardians may exercise the following rights with respect to their child’s PII:

  • Review and Access: The right to review the personal data collected from their child.

  • Deletion: The right to request the deletion of their child’s PII at any time.

  • Revocation: The right to revoke consent for any future collection or use of the child’s personal data.

4.4. Media and Image Use Consent

If we wish to use photos, videos, or audio recordings of children for promotional or archival purposes, we require explicit, separate consent from the parent/guardian. This permission is sought through our “Firm Consent Agreement” form.

Please download, complete, and return the required consent form: Photograph and Film Consent Form (PDF)

  • Safety First: Names will never be published alongside identifying photos without specific, additional consent.

  • Usage Scope: Media usage is generally limited to our official website, social media channels, and printed materials (e.g., newsletters or annual reports).

Where we are processing your Personal Information for our legitimate interests, you may object to the processing of your Personal Information.

We use your personal information for the following purposes:

Purpose/ Activity Types of Personal data Legal basis

Marketing activities which include fundraising etc.
  • Technical data
  • Identity data
  • Contact data
  • Consent
  • Legitimate
  • interest

Legal claims / obligations such as defence of legal claims
  • Identity data
  • Contact data
  • Identification
  • Legitimate interest
  • Public
  • interest
Managing your complaints, enquiries as well  as improving the website,
managing the social  media, administrating membership records
  • Technical data
  • Identity data
  • Contact data
  • Consent
Processing the donations such as gift aid donations, Fundraising,
confirming the receipt of donations.
  • Identity data
  • Contact data
  • Consent
delivering services, products and data including updating about work
activities or events and requested data
  • Identity data
  • Contact data
  • Consent

We do not collect Special Category data from our supporters unless there is a clear and specific  reason for doing so such as a participation in a fundraising event where we need this to ensure  that we provide appropriate facilities or support to enable you to participate in the event.

In such cases, clear notices will be provided on application forms to make clear what data we need  and why we need it.

TRANSFER OF YOUR PERSONAL DATA OUTSIDE SWEDEN

Your personal data may be transferred outside of Sweden.
We will only transfer your data when:

  • we’re required or permitted to by law or regulatory requirements
  • we’re sharing data with a third party to support us in the management of our purpose mentioned above

We require third parties to keep your personal data confidential and secure. We ensure that suitable protection is maintained at all times by ensuring appropriate safeguards are in place

RETAINING YOUR PERSONAL DATA

We retain your personal information for as long as is necessary for the purposes described above.

We keep personal data for as long as it is required by us to meet our legal or regulatory obligations  and for the exercise and/or defence of any legal claims.
Special Category data is deleted when no longer required by us.

PROFILING

We do not engage in any profiling activities with your personal data.

AUTOMATED DECISION MAKING

We do not use any automated processes to make decisions about you.

YOUR DATA SUBJECT RIGHTS AND HOW TO EXERCISE THEM

You have rights relating to the personal data we hold about you, however, they may be subject  to various exceptions and limitations.

You can request to exercise your rights at any time by contacting us using the details in this privacy  notice.

Your rights:

Right to be informed: We are obliged to provide clear and transparent data about our processing  activities of your personal data.

Request access to your personal data (commonly known as a “data subject access request”):  You have the right to understand what personal data we hold about you and why.

Request correction of the personal data: If you believe that we hold inaccurate or incomplete personal data, you have the right to request us to rectify or correct your personal data.

Request erasure of your personal data: You may ask us to delete or remove personal data where  there is no good reason for us to continue to process it. Please note, however, that we may not  always be able to comply with your request for erasure for specific legal reasons.

Request restriction of processing of your personal data: You may ask us to stop processing  your personal data. We will still hold the data but will not process it any further. You may exercise  the right to restrict processing when one of the following conditions applies:

  • the accuracy of the personal data is contested
  • processing of the personal data is unlawful
  • we no longer need the personal data for processing but the personal data is required for part of a legal process
  • the right to object has been exercised and processing is restricted pending a decision on the status of the processing

Right to Data Portability: You may request your personal data be transferred to another  controller or processor, provided in a commonly used and machine-readable format. This right is  only available if the original processing was on the basis of consent, the processing is by  automated means, and if the processing is based on the fulfillment of a contractual obligation.

Right to Withdraw Consent: You may withdraw consent at any time if we are relying on your  consent to process your personal data. This won’t affect any processing already carried out before  you withdraw your consent or processing under other grounds.

Right to object: You have the right to object to our processing of your personal data where:

  • processing is based on legitimate interest
  • processing is for the purpose of direct marketing

MAKING A DATA PROTECTION COMPLAINT

If you have any concerns about the use of your personal data or the way we handle your requests relating to your rights, you can raise a complaint directly with us by using the contact details provided in this notice. If you are not satisfied with the way we handle your complaint, you are entitled to raise a complaint directly with the Swedish data Commissioner’s Office via the details available on their website:

For alternate EU Data Protection Authority contacts please see further information on the following link National Data Protection Authorities.

DATA PROTECTION OFFICER

Barn Och Kvinnor Organisation
E-mail us at: admin@barnochkvinnor.org