top of page

1. Introduction

At AASHES Nonprofit Organization (“AASHES,” “we,” “our,” “us”), protecting the privacy and security of personal information is a core part of our commitment to transparency, accountability, and ethical operations.

​​

This Privacy and Data Policy explains how we collect, use, store, share, and safeguard information entrusted to us by our donors, volunteers, partners, and community members. It also outlines the rights of individuals whose data we handle and the procedures we follow to ensure compliance with the Data Protection Act of Trinidad and Tobago (2011) as well as with recognized global best practices in nonprofit data management.

​

By engaging with AASHES, whether through our website, events, volunteer opportunities, donations, or other programs, you agree to the practices outlined in this Policy.

2. Scope of This Policy

This Policy applies to all personal information collected by AASHES in the course of carrying out our nonprofit mission, including:

  • Information submitted via our website, email, or physical forms.

  • Information collected during events, workshops, or community programs.

  • Information shared with us voluntarily by donors, volunteers, and partners.

It applies to both digital and physical records maintained by AASHES.

3. Information We Collect

We only collect information that is necessary and relevant to our work as a nonprofit.

​

A. Personal Information Provided by You

​

  • Name (first and last)

  • Email address

  • Phone number

This is typically collected when you:

  • Subscribe to our newsletters or communications.

  • Register as a volunteer or participant in an event.

  • Make a donation or pledge support.

  • Contact us with a question or request.

​​

B. Automatically Collected Information

​

When you visit our website or engage with our online platforms, we may collect:

  • Log Data: IP address, browser type, operating system, and access times.

  • Usage Data: Pages visited, referral sources, clicks, and interactions.

  • Cookies: Small text files stored on your device to enhance browsing and analyze website performance.

​​

Cookies may be disabled in your browser settings, though some features of our website may be limited as a result.

​

C. Sensitive Information

​

AASHES does not intentionally collect sensitive personal data (e.g., financial account details, identification numbers, health records). If such information is ever provided to us in error, we will securely delete it.

4. Purposes of Data Collection

We use the personal information we collect strictly for nonprofit-related purposes, including:

​

  • Communication: Sending updates about our programs, events, and initiatives.

  • Donor Engagement: Acknowledging contributions and reporting on the use of donated funds.

  • Volunteer Management: Coordinating schedules, sharing updates, and ensuring effective participation.

  • Organizational Accountability: Maintaining records for transparency, reporting, and governance.

  • Website Improvement: Analyzing site traffic to improve user experience.

  • Legal and Regulatory Compliance: Meeting obligations under Trinidad & Tobago law and nonprofit best practices.

​​

We do not use personal information for commercial advertising or profiling.

5. Information Sharing and Disclosure

We treat your information with the utmost care. We will never sell, rent, or trade your personal information.

​

We may share data only in the following cases:

​

  1. Authorized Personnel: Limited to staff, volunteers, and board members who require access to perform organizational duties.

  2. Third-Party Service Providers: For services such as email distribution or event registration, under strict confidentiality agreements.

  3. Legal Requirements: To comply with lawful obligations under the laws of Trinidad & Tobago, including responding to court orders or government requests.

  4. Emergency Situations: If disclosure is necessary to protect the vital interests of an individual (e.g., safety or security concerns).

6. Data Security

We implement multiple safeguards to protect personal data, including:

​

  • Access Controls: Restricting access to personal information based on role and necessity.

  • Secure Storage: Protecting both digital and physical records through password-protected systems and locked storage.

  • Encryption: Protecting data transmitted online using SSL/TLS encryption.

  • Regular Monitoring: Reviewing systems for unauthorized access or unusual activity.

  • Training: Ensuring staff and volunteers understand their data protection responsibilities.

7. Data Retention and Deletion

We retain personal information only for as long as it is necessary to fulfill the purposes outlined in this Policy.

 

  • Contact Information (Name, Email, Phone): Retained while an individual remains engaged with AASHES, and deleted upon request or after a period of inactivity.

  • Donor Records: Retained as required by law and for organizational reporting purposes.

  • Volunteer Records: Retained for the duration of service and for a limited period afterward, unless deletion is requested.

 

When data is no longer required, it will be securely deleted (digitally erased) or destroyed (in the case of physical records).

8. Your Rights

Under the Data Protection Act of Trinidad & Tobago (2011), you have the right to:

​

  • Access: Request a copy of the personal data we hold about you.

  • Correction: Request corrections to your information if it is inaccurate or outdated.

  • Deletion (“Right to be Forgotten”): Request that your personal information be erased, subject to legal or reporting requirements.

  • Objection: Opt out of receiving communications or restrict certain types of processing.

  • Portability: Request a copy of your information in a commonly used format.

​​

To exercise these rights, contact us at: info@aashestt.org.

9. Ethical Use of Data

AASHES is committed not only to legal compliance but also to ethical stewardship of information. We ensure that:

​​

  • Personal data is never used to exploit or misrepresent communities.

  • Stories, photos, or testimonials from community members are only shared with consent.

  • Data is used responsibly to further our mission without creating risk for vulnerable individuals.

10. Children’s Data

AASHES does not knowingly collect personal data from individuals under 18 without parental or guardian consent. If we discover that a child has provided us with personal information without such consent, we will delete it immediately.

11. International Considerations

While AASHES operates in Trinidad & Tobago, we recognize that supporters and donors may be based outside of the country. For those individuals, we handle data according to this Policy and in alignment with international principles of data protection, such as those found in the General Data Protection Regulation (GDPR).

12. Changes to This Privacy and Data Policy

We may update this Policy periodically to reflect changes in:

​

  • Legal or regulatory requirements.

  • Nonprofit best practices.

  • Our organizational activities and operations.

 

Updates will be posted on our website with a revised Effective Date. Significant changes may also be communicated via email or other direct communication channels.

bottom of page