PRIVACY POLICY — Rongjeng Welfare Foundation

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Last Updated: October 11, 2025
Effective Date: October 11, 2025

** IMPORTANT NOTICE **
Your privacy is important to us. This Privacy Policy explains how Rongjeng Welfare
Foundation collects, uses, protects, and shares your personal information when you
visit our website or use our services. Please read this policy carefully.

ORGANIZATION DETAILS:
Name: Rongjeng Welfare Foundation
Address: c/o: Lumkshaid, Block 4
Lower Mawprem, Shillong 793002
Meghalaya, India

Contact Information:
Phone: +91 9401732209
Email: rongjeng@shilong.com
Website: rwf.shillong.com

Data Protection Officer: Available upon request
Privacy Concerns Contact: rongjeng@shilong.com

1. SCOPE AND APPLICATION

1.1 What This Policy Covers
This Privacy Policy applies to:

• Our website: rwf.shillong.com
• All services provided by Rongjeng Welfare Foundation
• Information collected through online and offline interactions
• Mobile applications (if any) operated by us
• Social media pages and online presence
• Email communications and newsletters
• Donation processing and fundraising activities

1.2 Who This Policy Applies To
This policy covers:

• Website visitors and users
• Donors and supporters
• Volunteers and participants
• Service beneficiaries
• Partners and collaborators
• Anyone interacting with our organization

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2. INFORMATION WE COLLECT

2.1 Personal Information You Provide
We may collect the following information when you voluntarily provide it:

CONTACT INFORMATION:
• Full name and title
• Email address
• Phone number(s)
• Mailing address
• Emergency contact details

FINANCIAL INFORMATION:
• Donation amounts and frequency
• Payment method preferences
• Billing address
• Transaction history
• Tax-related information for receipts

DEMOGRAPHIC INFORMATION:
• Age or date of birth
• Gender
• Occupation
• Interests and preferences
• Volunteer skills and experience

COMMUNICATION PREFERENCES:
• Newsletter subscriptions
• Event notifications
• Communication frequency preferences
• Language preferences

2.2 Information Automatically Collected
When you visit our website, we may automatically collect:

TECHNICAL INFORMATION:
• IP address and location data
• Browser type and version
• Operating system
• Device information
• Screen resolution
• Referring website URLs

USAGE INFORMATION:
• Pages visited and time spent
• Links clicked and downloads
• Search terms used
• Date and time of visits
• User interaction patterns

COOKIES AND TRACKING:
• Session cookies for website functionality
• Preference cookies for customization
• Analytics cookies for website improvement
• Third-party cookies from integrated services

2.3 Information from Third Parties
We may receive information from:

• Social media platforms (with your consent)
• Payment processors and financial institutions
• Partner organizations and collaborators
• Public databases and directories
• Volunteer and employment background checks
• Event registration platforms

3. HOW WE USE YOUR INFORMATION

3.1 Primary Uses
We use your personal information for:

OPERATIONAL PURPOSES:
• Processing donations and payments
• Providing requested services and information
• Managing volunteer applications and activities
• Organizing events and programs
• Sending confirmations and receipts
• Maintaining accurate records

COMMUNICATION PURPOSES:
• Responding to inquiries and requests
• Sending newsletters and updates
• Notifying about events and opportunities
• Sharing impact reports and success stories
• Providing volunteer coordination updates
• Emergency communications when necessary

LEGAL AND COMPLIANCE:
• Meeting regulatory requirements
• Maintaining financial transparency
• Generating tax receipts and documentation
• Complying with audit requirements
• Protecting our legal rights and interests

3.2 Secondary Uses
With appropriate consent, we may use information for:

• Fundraising and donor development activities
• Marketing and promotional communications
• Research and program evaluation
• Website and service improvements
• Creating anonymized statistical reports
• Grant applications and reporting

3.3 Data Analytics and Improvement
We analyze data to:

• Understand user preferences and behavior
• Improve website functionality and content
• Optimize donation processes
• Enhance program effectiveness
• Measure impact and outcomes
• Make data-driven organizational decisions

4. INFORMATION SHARING AND DISCLOSURE

4.1 When We Share Information
We may share your information in the following circumstances:

WITH YOUR CONSENT:
• When you explicitly authorize sharing
• For specific programs or collaborations
• With partner organizations for joint activities
• For testimonials or case studies (with permission)

FOR SERVICE PROVISION:
• With payment processors for transaction handling
• With email service providers for communications
• With cloud storage providers for data management
• With website hosting and technical service providers

LEGAL REQUIREMENTS:
• When required by law or legal process
• To protect our rights and property
• To ensure safety and security
• In response to valid government requests
• For fraud prevention and investigation

4.2 Third-Party Service Providers
We work with trusted third-party providers for:

• Payment processing and financial services
• Email marketing and communication platforms
• Website hosting and cloud storage
• Analytics and performance monitoring
• Customer support and help desk services
• Event management and registration platforms

All third-party providers are required to:
• Maintain appropriate security measures
• Use information only for specified purposes
• Comply with applicable privacy laws
• Provide adequate data protection guarantees

4.3 Information We Do NOT Share
We do not sell, rent, or trade your personal information to:

• Commercial marketers or advertisers
• Data brokers or list companies
• Unrelated third parties for profit
• Organizations without legitimate need
• Anyone without your explicit consent (except as legally required)

5. DATA SECURITY AND PROTECTION

5.1 Security Measures
We implement various security measures to protect your information:

TECHNICAL SAFEGUARDS:
• SSL encryption for data transmission
• Secure servers and data centers
• Regular security updates and patches
• Firewalls and intrusion detection systems
• Access controls and authentication systems
• Regular security audits and assessments

ADMINISTRATIVE SAFEGUARDS:
• Staff training on privacy and security
• Background checks for personnel handling data
• Clear policies and procedures
• Regular review of access permissions
• Incident response and breach notification procedures
• Vendor management and oversight

PHYSICAL SAFEGUARDS:
• Secure facilities with restricted access
• Locked storage for physical documents
• Clean desk policies for sensitive information
• Secure disposal of documents and devices
• Environmental controls for equipment protection

5.2 Data Breach Response
In the unlikely event of a data breach:

• We will investigate and contain the breach immediately
• Affected individuals will be notified within 72 hours (where required)
• Relevant authorities will be informed as legally required
• We will provide clear information about the incident
• Remedial actions and protective measures will be implemented
• Lessons learned will be applied to prevent future incidents

5.3 Limitations of Security
While we implement robust security measures:

• No system is 100% secure
• Internet transmission carries inherent risks
• You share responsibility for protecting your information
• Use strong passwords and secure devices
• Report suspicious activities immediately

6. COOKIES AND TRACKING TECHNOLOGIES

6.1 Types of Cookies We Use
Our website uses different types of cookies:

ESSENTIAL COOKIES:
• Required for website functionality
• Enable secure login and transactions
• Remember your preferences during sessions
• Cannot be disabled without affecting site functionality

PERFORMANCE COOKIES:
• Help us understand website usage
• Collect anonymous statistical information
• Identify popular content and features
• Help improve website performance

FUNCTIONAL COOKIES:
• Remember your preferences and settings
• Personalize your experience
• Enable social media features
• Provide enhanced functionality

6.2 Third-Party Cookies
We may use third-party cookies from:

• Google Analytics for website analytics
• Social media platforms for sharing features
• Payment processors for transaction processing
• Email service providers for communication tracking
• Video hosting services for embedded content

6.3 Managing Cookies
You can control cookies through:

• Browser settings and preferences
• Opt-out tools provided by third parties
• Privacy settings on our website
• Clearing cookies and browsing data regularly

Note: Disabling certain cookies may affect website functionality.

7. YOUR PRIVACY RIGHTS

7.1 Access and Control Rights
You have the right to:

• Access your personal information we hold
• Request corrections to inaccurate information
• Update your contact details and preferences
• Request deletion of your information (where applicable)
• Opt-out of marketing communications
• Withdraw consent for specific uses

7.2 Communication Preferences
You can control communications by:

• Unsubscribing from email newsletters
• Updating your communication preferences
• Contacting us to modify your settings
• Using preference centers in our emails
• Opting out of specific types of communications

7.3 Data Portability
Where technically feasible:

• You can request a copy of your data
• Data will be provided in a readable format
• You can transfer data to other organizations
• We will assist with reasonable data portability requests

7.4 Exercising Your Rights
To exercise your privacy rights:

CONTACT METHODS:
Email: rongjeng@shilong.com
Phone: +91 9401732209
Mail: Rongjeng Welfare Foundation
c/o: Lumkshaid, Block 4
Lower Mawprem, Shillong 793002
Meghalaya, India

VERIFICATION PROCESS:
• We may need to verify your identity
• Provide order numbers or account details
• Allow reasonable time for processing requests
• Some requests may have legal limitations

8. CHILDREN'S PRIVACY

8.1 Age Restrictions
• Our services are not directed to children under 13
• We do not knowingly collect information from children under 13
• If we learn we have collected such information, we will delete it
• Parents/guardians should supervise children's online activities

8.2 Parental Rights
If you believe we have collected information from a child under 13:

• Contact us immediately for investigation
• We will verify the claim and take appropriate action
• Information will be deleted if collected inappropriately
• We will implement additional safeguards if necessary

8.3 Educational Programs
For programs involving minors:

• Parental consent is obtained before participation
• Limited information is collected as necessary
• Special protection measures are implemented
• Information is used only for program purposes
• Parents can access and control their child's information

9. INTERNATIONAL DATA TRANSFERS

9.1 Cross-Border Processing
Your information may be processed in countries other than your residence:

• We use reputable international service providers
• Adequate protection measures are in place
• Data is transferred only to countries with appropriate safeguards
• You consent to such transfers by using our services

9.2 Safeguards for International Transfers
We ensure protection through:

• Contractual commitments with service providers
• Compliance with international data protection standards
• Regular review of transfer arrangements
• Implementation of technical and organizational measures

10. DATA RETENTION

10.1 Retention Periods
We retain your information for different periods based on:

ACTIVE RELATIONSHIPS:
• Donor information: Duration of relationship plus 7 years
• Volunteer information: Duration of involvement plus 3 years
• Website user data: 3 years from last interaction
• Communication preferences: Until you opt-out

LEGAL REQUIREMENTS:
• Financial records: 7 years as required by law
• Tax-related information: As required by tax authorities
• Legal dispute information: Until resolution plus applicable limitation periods

OPERATIONAL NEEDS:
• Customer service records: 2 years
• Website analytics: 2 years
• Marketing communications: Until opt-out plus 1 year for compliance

10.2 Secure Disposal
When information is no longer needed:

• Electronic data is securely deleted or anonymized
• Physical documents are shredded or destroyed
• Storage devices are wiped or physically destroyed
• Disposal is documented for audit purposes
• Third parties are notified to delete information as required

11. PRIVACY POLICY UPDATES

11.1 Policy Changes
This privacy policy may be updated to reflect:

• Changes in our practices or services
• New legal or regulatory requirements
• Improvements in privacy protection
• Feedback from users and stakeholders
• Technological developments affecting privacy

11.2 Notification of Changes
When we update this policy:

• Updated version will be posted on our website
• Significant changes will be highlighted
• Email notification may be sent to registered users
• Effective date will be clearly indicated
• Previous versions will be archived for reference

11.3 Your Continued Consent
By continuing to use our services after policy updates:

• You accept the revised privacy policy
• New terms apply to all information we hold
• You can review changes and contact us with concerns
• You retain all rights to control your information

12. CONTACT INFORMATION AND COMPLAINTS

12.1 Privacy Inquiries
For privacy-related questions or concerns:

PRIMARY CONTACT:
Email: rongjeng@shilong.com
Phone: +91 9401732209
Business Hours: Monday to Saturday, 10:00 AM - 6:00 PM (IST)

MAILING ADDRESS:
Privacy Officer
Rongjeng Welfare Foundation
c/o: Lumkshaid, Block 4
Lower Mawprem, Shillong 793002
Meghalaya, India

12.2 Complaint Process
If you have privacy concerns:

INTERNAL PROCESS:
• Contact our privacy team directly
• Provide detailed information about your concern
• We will investigate and respond within 30 days
• Escalation to senior management if needed
• Written response provided for formal complaints

EXTERNAL OPTIONS:
• Contact relevant data protection authorities
• Seek legal advice if necessary
• Use alternative dispute resolution mechanisms
• File complaints with consumer protection agencies

12.3 Response Commitment
We commit to:

• Acknowledge receipt of inquiries within 2 business days
• Investigate concerns thoroughly and fairly
• Provide clear explanations of our findings
• Take corrective action when appropriate
• Follow up to ensure satisfaction with resolution

SUMMARY OF KEY PRIVACY PRACTICES:

✓ We collect only necessary information for our operations
✓ Your consent is obtained for non-essential uses
✓ Information is protected with appropriate security measures
✓ You can access, correct, and control your information
✓ We do not sell your information to third parties
✓ Cookies can be managed through your browser settings
✓ Children's privacy receives special protection
✓ Data retention periods are based on legal and operational needs
✓ You can contact us with any privacy concerns

APPLICABLE LAWS AND REGULATIONS:

This privacy policy is designed to comply with:
• Indian Information Technology Act, 2000
• Personal Data Protection Bill (as applicable)
• General Data Protection Regulation (GDPR) principles
• International privacy best practices
• Sector-specific regulations for non-profit organizations

This document was last reviewed and updated on October 11, 2025.

For the most current version of this policy, please visit: rwf.shillong.com