Privacy Policy

Effective January 1, 2024

We collect, store, and use your personal data only for the purposes for which you submitted it, and we keep the data only as long as it is necessary for those purposes or for other legitimate purposes that may apply. In these situations, if you choose to withhold any personal data requested by us, it may not be possible for you to gain access to certain parts of the website, or for us to respond to your request.

What personal data will be collected on the website?

●      Google Analytics: Will collect data such as user IP addresses, geographic locations, device types, browser types, and behavior on the site (e.g., pages visited, time spent on pages). This data is anonymized and aggregated.

●      Mailchimp: Users may provide their names, email addresses, and potentially other contact details when subscribing to newsletters or communications.

●      RFP Page: Users submitting proposals via the RFP page may provide their full names, email addresses, phone numbers, organization names, while job applicants and any other information included in their proposal documents. We also collect information from job applicants on this page, where applicable it includes: first and last name, postal address, telephone number, and email address, employment history, education details, contact details of your references, desired salary range and job applications.If you are provided an offer, we will request for your National Identification Card or Passport for identification and verifying eligibility for employment.

●      Cookies: The site may use cookies to track user sessions for performance and functionality purposes.

Use of Personal Data on the Website

We use your personal information to communicate with you, contacting you about a proposal you have submitted or about a job you may have applied for, responding to your inquiries and requests, conducting applicant reference checks to assist in hiring decisions, conducting background and related checks, investigating grievances and complaints, in order to fulfil your instructions and to comply with applicable laws and regulations.

We will only process your Personal Data, including sharing it with third parties, where (1) you have provided your consent which can be withdrawn at any time, or (2) the processing is necessary for the performance of a contract to which you are a party, or (3) we are required by law, or (4) processing is required to protect your vital interests or those of another person, or (5) processing is necessary for the purposes of our legitimate commercial interests, except where such interests are overridden by your rights and interests.

How will this information be stored?

●      Google Analytics: Data is stored in Google’s secure servers. It is accessible through the Google Analytics dashboard, which is protected by account credentials.

●      Mailchimp: Subscriber information is stored in Mailchimp’s secure servers in the United States of America. Mailchimp uses encryption and industry-standard practices to protect data.

●      RFP Submissions: Proposals and application forms and resumes, cover letter and CV will be stored in a secure database on the website’s hosting platform. Encryption and secure protocols (e.g., HTTPS) will be used to protect this data. Access to the database will be restricted to authorized personnel.

●      Backup Policy: Database backups will also be stored securely.

Transfer of Data Abroad

  • Google Analytics: Data will be processed and stored by Google. However, it is not directly accessible to third parties.
  • Mailchimp: Subscriber data is stored on Mailchimp servers. Mailchimp does not share this data with others.
  • RFP Submissions: Unless specified in the site’s privacy policy, proposal data, application forms and resumes, cover letter and CV will not be shared with third parties outside HELINA, except for instances where sharing is required by law or authorized by the submitter.

Your Rights

Whenever we process personal data, we take reasonable steps to ensure that your personal data is kept accurate and up-to-date for the purposes for which it was collected. Depending on the country you live in and the applicable local data-protection laws, you may have the following rights regarding the personal data you have submitted to us:

  • You can request information about the collection and use of your personal information according to applicable local laws.
  • You can request to access, block, or erase your personal information, or to correct it if it is incomplete or inaccurate.
  • Where you have legitimate grounds for doing so, you can object to the processing of your personal information and request that we not process your data further.

If the country in which you reside has applicable data protection laws and you wish to access, correct, or delete your personal data, you may send a request through the website contact us at secretariat@helina.africa.

Upon receipt of your written request, after you provide sufficient evidence of your identity and enough information to permit us to identify your personal data, the applicable data controller will fairly consider granting the request by balancing the interests of the individual in gaining access to data or correcting or deleting data against the legitimate interests of the organization, including whether granting the request would endanger the organization. We will also notify any third-party recipients of the necessary changes.

Please note that your data may not be erased if processing is required by law or if the data may be kept on other legal bases. Requests to delete personal data are subject to any applicable legal reporting or document retention requirements imposed on us. You may also lodge a complaint with your local data protection authority about the processing of the data you have provided through this website.

Updated Jan 19, 2025