HVT Foundation (“we”, “our”, “us”) is committed to protecting your privacy and ensuring that your personal information is handled responsibly. This Privacy Policy explains how we collect, use, store, and protect the information you provide when you visit our website or interact with our volunteering programmes.
By using our website, you agree to the collection and use of information in accordance with this Privacy Policy.
1. Information We Collect
Depending on how you interact with us, we may collect the following information.
Personal Information
When you register as a volunteer, host organisation, partner, donor, or make an enquiry, we may collect:
- Full name
- Email address
- Phone number
- Postal address
- Date of birth (where applicable)
- Gender (optional)
- Emergency contact details
- Educational or professional background
- Skills and areas of interest
- Identity verification documents (where required)
- Photographs submitted by you
- Social media profiles (optional)
Volunteer Information
For volunteers applying to our programmes, we may additionally collect:
- Volunteer preferences
- Previous volunteering experience
- Languages spoken
- Availability
- Travel information (where applicable)
- Medical or accessibility information voluntarily provided for safety purposes
- References (where applicable)
Host Information
For host organisations or institutions, we may collect:
- Organisation name
- Registration details
- Contact person details
- Address and location
- Programme descriptions
- Capacity to host volunteers
- Safeguarding information
- Required documentation for partnership
Automatically Collected Information
When you visit our website, we may automatically collect:
- IP address
- Browser type
- Device information
- Operating system
- Pages visited
- Date and time of visit
- Referring website
- Website usage statistics through cookies and analytics tools.
2. How We Use Your Information
We use your information to:
- Process volunteer applications.
- Process host registrations.
- Match volunteers with suitable opportunities.
- Communicate regarding applications, events and programmes.
- Provide volunteer support before, during and after placements.
- Verify eligibility where necessary.
- Improve our website and services.
- Respond to enquiries.
- Send newsletters or updates if you have opted in.
- Maintain programme records.
- Comply with legal and regulatory obligations.
- Ensure the safety and wellbeing of volunteers and host organisations.
3. Sharing Your Information
We do not sell or rent your personal information.
We may share your information with:
- Verified host organisations participating in HVT Foundation programmes.
- Programme coordinators.
- Volunteers and hosts where necessary for programme coordination.
- Service providers assisting with website hosting, email communication or data storage.
- Government authorities where legally required.
- Emergency services where necessary to protect life or safety.
We only share the minimum information necessary for the intended purpose.
4. Data Security
We take appropriate technical and organisational measures to safeguard your information against:
- Unauthorised access
- Loss
- Misuse
- Alteration
- Disclosure
While we strive to protect your data, no method of online transmission or electronic storage is completely secure.
5. Data Retention
We retain personal information only for as long as necessary to:
- Deliver our programmes.
- Meet legal and regulatory requirements.
- Resolve disputes.
- Maintain historical volunteer records where appropriate.
Once information is no longer required, it is securely deleted or anonymised.
6. Cookies
Our website may use cookies to:
- Improve website functionality.
- Understand visitor behaviour.
- Analyse website traffic.
- Remember user preferences.
You may disable cookies through your browser settings, although some features of the website may not function correctly.
7. Third-Party Services
Our website may contain links to third-party websites or use services such as:
- Google Analytics
- Google Forms
- Social media platforms
- Payment gateways (where applicable)
- Email marketing platforms
These services operate under their own privacy policies, and we encourage you to review them before providing personal information.
8. Children’s Privacy
Some of our programmes involve schools and young people.
Where information relating to minors is collected, it will be done only through authorised parents, guardians, schools, or partner organisations and solely for programme administration and safeguarding purposes.
We do not knowingly collect personal information directly from children without appropriate consent.
9. Your Rights
Depending on applicable laws, you may have the right to:
- Request access to your personal information.
- Correct inaccurate information.
- Request deletion of your information where legally permissible.
- Withdraw consent where processing is based on consent.
- Object to certain processing activities.
- Request a copy of the information we hold about you.
To exercise these rights, please contact us using the details below.
10. Volunteer Photos and Media
During volunteering activities, events, workshops or community programmes, photographs, videos or testimonials may be captured.
With your consent where required, these may be used for:
- Website content
- Social media
- Annual reports
- Promotional materials
- Programme documentation
If you wish to withdraw permission for future use of your images, please contact us.
11. International Users
As HVT Foundation works with volunteers and partner organisations across different regions, your information may be processed in countries where our authorised partners or service providers operate.
We take reasonable steps to ensure that your information remains protected regardless of where it is processed.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our programmes, legal obligations, or website functionality.
The updated version will always be published on this page with the revised effective date.
13. Contact Us
If you have any questions regarding this Privacy Policy or wish to exercise your privacy rights, please contact us:
HVT Foundation
Email: connect@hvtfoundation.org
Website: https://dev.himalayanvolunteertourism.com
We are committed to responding to privacy-related enquiries in a timely and transparent manner.