Introduction
Ibanda Community Organisation Network, known as ICON, is a registered charity headquartered in Ibanda District, Uganda. We care about the privacy of everyone who visits our website, registers as a member, attends our events or contacts us. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we share it with, and what rights you have.
By using icon.ug (the "Website") or by giving us your information, you confirm that you have read this policy. If you do not agree with it, please do not use the Website or submit your details through it. This policy should be read together with our Terms of Use.
We handle personal information in line with the Data Protection and Privacy Act, 2019 of Uganda, its regulations, and other applicable laws.
Who we are and how to reach us
For the purposes of data protection law, ICON is the data controller of the personal information described in this policy. That means we decide why and how it is used.
- Organisation: Ibanda Community Organisation Network (ICON)
- Address: Ibanda University, Ibanda Municipality, Uganda
- Telephone: +256 789 121194
- Email: info@icon.ug
Our team member responsible for data protection can be reached at the email address above. Please put "Data protection" in the subject line so that your request reaches the right person quickly.
Information we collect
We collect only the information we need for the purposes described below. The information falls into these groups.
Information you give us directly
- Membership registration: your full name, email address, phone number, village or town, occupation, chosen membership plan, and any note you choose to add.
- Contact form and emails: your name, email address, phone number, subject, and the content of your message.
- Events and programs: registration details, attendance, and any information you provide when taking part in a training, clinic, dialogue, tournament or savings club.
- Payments: membership fees are paid to our bank account. We keep the payment reference or slip you send us, but we do not collect or store card numbers or mobile money PINs through this Website.
Information collected automatically
- Technical data: your IP address, browser type and version, device type, operating system, pages viewed, date and time of visit, and the address of the page that referred you.
- Security data: signals used to tell people from automated programs when you submit a form, and a record of how often a form is submitted from one address.
Information from other sources
Occasionally partners, schools or community groups share participant lists with us for programs we run together. We use that information only for the program concerned and tell you about it where we are able to.
Sensitive information
We do not ask for sensitive personal information such as health details, religion, political opinions or biometric data through the Website. If you are enrolled in a health or insurance related program, the information needed is collected on separate forms with their own notice.
Children
The Website is not directed at children under 18. Our education programs involve students, and we collect information about them only through their schools or guardians, with consent. If you believe a child has sent us personal information through the Website, please contact us and we will delete it.
How we use your information
We use personal information only for specified, lawful purposes:
- To process and manage your membership, confirm your registration, record payments and activate your benefits.
- To reply to your messages, questions and requests.
- To plan, run and report on our programs, events, training, clubs and dialogues.
- To send you ICON news, invitations and updates if you are a member or have asked to hear from us.
- To keep the Website secure, prevent spam and abuse, and fix technical problems.
- To understand how the Website is used so we can improve it.
- To report to partners, funders and regulators in aggregated form, without identifying individuals unless you agree or the law requires.
- To meet legal, accounting and regulatory obligations and to protect our rights.
We will not use your information for a new purpose that is not compatible with the original one without telling you and, where the law requires it, obtaining your consent.
Legal basis for using your information
We process personal information only where there is a lawful reason to do so. Depending on the situation, the reason is one of the following.
- Consent. For example when you tick a box to receive updates or give us details for a specific program. You may withdraw consent at any time.
- Performance of a contract or steps before one. For example when we register you as a member and deliver the benefits of your plan.
- Legitimate interests. For example keeping the Website secure, preventing spam, and communicating with members about our work, provided these interests are not outweighed by your rights.
- Legal obligation. For example keeping financial records or responding to a lawful request from a public authority.
International transfers
Our Website infrastructure and some service providers may be located outside Uganda. When your information is transferred abroad, we take steps to make sure it receives a level of protection that is at least equivalent to that required in Uganda, for example by choosing reputable providers and requiring appropriate contractual safeguards.
How long we keep your information
We keep personal information only for as long as it is needed for the purpose it was collected, and for any period the law requires. As a guide:
- Membership records: for the length of your membership and up to seven years afterwards for accounting and audit purposes.
- Contact messages: up to two years after the conversation ends.
- Event and program records: for the duration of the program and the reporting period of the partner or funder, normally up to five years.
- Security and technical logs: up to twelve months, unless needed to investigate abuse.
When information is no longer needed, we delete it or anonymise it so that you can no longer be identified.
How we protect your information
We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. These include encrypted connections (HTTPS) across the Website, hashed passwords for administrators, protection against forged form submissions, rate limiting and spam detection, restricted access to administration tools, regular backups and software updates.
No system is completely secure. If a breach occurs that is likely to put your rights at risk, we will tell the Personal Data Protection Office and, where required, the people affected, promptly and in line with the law. Please protect your own information by keeping your devices up to date and not sharing your passwords.
Your rights
Under the Data Protection and Privacy Act, 2019 you have rights over your personal information. You may ask us to:
- Access the personal information we hold about you and receive a copy.
- Correct information that is inaccurate, out of date or incomplete.
- Delete information that we no longer need or that we are not lawfully entitled to keep.
- Object to or restrict certain uses of your information, including direct marketing.
- Withdraw consent at any time, without affecting the lawfulness of what we did before.
- Prevent decisions about you being made solely by automated means where they significantly affect you. We do not currently make such decisions.
To use any of these rights, write to info@icon.ug. We may need to confirm your identity first. We will respond within a reasonable time, normally within 30 days, and we do not charge a fee unless a request is clearly unfounded or excessive.
If you are unhappy with how we handle your information, please talk to us first. You also have the right to complain to the Personal Data Protection Office of Uganda, which is part of the National Information Technology Authority, Uganda (NITA-U).
Newsletters and communications
Members and people who ask to hear from us may receive newsletters, event invitations and program updates by email, SMS or phone. Every marketing email has a clear way to opt out, and you can also write to us at any time. If you opt out, we will still send you essential messages about your membership, such as payment confirmations and changes to these policies.
We use the mailbox no-reply@icon.ug for automatic messages. Please do not send enquiries to it. Use the contact details in this policy so that a person can answer you.
Photographs and recordings at events
ICON events are community events, and we often take photographs and videos to report on our work and tell our story on the Website, social media and in reports. We will place visible notices at events where this happens. If you do not want to be photographed or filmed, tell a member of our team and we will respect your choice. If you appear in an image on the Website and want it removed, contact us and we will remove it promptly.
We obtain parental or guardian consent before publishing identifiable images of children.
Links to other websites
The Website may link to websites run by other organisations, including partners and social media platforms such as Facebook, X, LinkedIn and Instagram. We do not control these sites and are not responsible for their privacy practices. Please read their policies before you share personal information with them. The contact page also shows a map provided by OpenStreetMap, which may receive your IP address when the map loads.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our work, the Website or the law. The date at the top of this page shows when it was last revised. If we make a significant change, we will place a notice on the Website or contact members directly. Continuing to use the Website after a change means you accept the updated policy.
Contact us
If you have a question about this policy, want to exercise your rights, or wish to make a complaint, please contact us:
- Email: info@icon.ug
- Telephone: +256 789 121194
- Visit: Ibanda University, Ibanda Municipality, Uganda
- Office hours: Monday to Friday, 8:00 am to 5:00 pm
Questions about this document? Write to info@icon.ug or call +256 789 121194.