ACUG Data Protection and Privacy Policy

DATA PROTECTION AND PRIVACY POLICY

APROVED BY ACUG BOARD ON: 16^THMAY, 2025

PRELIMENARY

Avian Data Protection and Privacy Policy

A policy expressing the Avian Conservation Uganda’s commitment on how the organization will collect, use and protect the personal data ensuring compliance with the data protection laws, regulations and ethical standards.

COMMENCEMENT

This policy shall come into force after approval by the Board

INTERPRETION

“Act” means the Uganda Data Protection and Privacy Act, Cap 97

Board Means the Board of Directors of Avian Conservation Uganda.

ACUG means Avian Conservation Uganda.

“Authority” means the National Information Technology Authority- Uganda.

“Data” means information which is processed by means of equipment

Operating automatically in response to instructions given to that purpose or recorded with the intention that it should be processed by means of such equipment.

“Data collector” means the person who collects data

“Data controller” means a person who alone or jointly with other persons in common with other persons or as a statutory duty determines the purpose of for and the manner in which the personal data is processed

Data subject mean an individual from whom personal information has been requested, collected, processed or stored.

“Information” includes data, text, images, sound codes, computer program, software and database.

“Personal data” means information about a person from which the person can be identified, that is recorded in any form and includes data that relates to

(a) The nationality, age or marital status of the person;

(b) The educational level, or occupation of the person;

(d) Identity data.

1. GENERAL STATEMENT

The Avian Conservation Uganda (ACUG) is an organisation that was established in 2022 to provide resident and visiting bird watchers with support and information that is unrivalled for the country and is the largest dedicated regional bird society in East Africa.

ACUG works to create awareness about the necessity of bird life conservation, participate in the restoration of bird habitats in the entire region.

1. Statement of Data Protection Policy

The Avian Conservation Uganda (ACUG) is committed to protecting the personal data of its members, donors, volunteers, and other stakeholders. This policy outlines our approach to data protection and ensures compliance with relevant laws and regulations, including the Uganda Data Protection and Privacy Act, Cap 27, ensuring transparency, confidentiality and integrity.

Signed by

…………………………….

Chairperson of the Board

1. Objectives of the ACUG data protection Policy

The objectives of this policy are to:

1. Protect personal data: Ensure the confidentiality, integrity, and availability of personal data.

1. Comply with laws and regulations: Adhere to relevant data protection laws and regulations, including the Uganda Data Protection and Privacy Act, 2019.

1. Establish procedures: Define procedures for collecting, storing, processing, and sharing personal data.

1. Scope

This policy applies to all Avian conservation Uganda (ACUG) staff, volunteers, and third-party contractors who handle personal data, including:

1. Personal data: Any information relating to an identified or identifiable individual.

1. Sensitive personal data: Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, or sex life.

1. Data Protection Laws in Uganda

The Avian conservation Uganda (ACUG) reflects the Uganda Data Protection and Privacy policy Act Cap, 97 that regulates the processing of personal data in Uganda;

1. Regulates data collection: Requires that personal data be collected lawfully and fairly.

1. Provides data subject rights: Grants individuals a right to access, rectify, and erase their personal data.

1. Imposes data protection obligations: Requires data controllers and processors to implement data protection measures.

1. Principles of Data Protection

Avian conservation Uganda (ACUG) commits to adhere to the following data protection principles:

1. Lawfulness, Fairness, and Transparency: Avian Conservation Uganda (ACUG) that processing person data must be based on a legal ground and must be processed in a way that is fair and transparent.

1. Purpose Limitation: Personal data is collected for specified, legitimate purposes and not further processed in a way incompatible with those purposes.

1. Data Minimization: Avian Conservation Uganda (ACUG) collects and processes only the minimum amount of personal data necessary to achieve its purposes.

1. Accuracy: Avian Conservation Uganda (ACUG) is committed to ensure that the personal data is verified during the data collection, regularly review and update data. And provide mechanisms for individuals to correct and update their data

1. Storage Limitation: Personal data is stored for no longer than necessary.

1. Security: Avian Conservation Uganda (ACUG) implements robust security measures to protect personal data.

1. Accountability: Avian Conservation Uganda (ACUG) is accountable for compliance with data protection laws and regulations.

1. Data Protection Measures

Avian Conservation Uganda (ACUG) implements the following data protection measures:

1. Data Collection: Avian Conservation Uganda (ACUG) collects personal data through secure channels, including online forms and paper-based forms.

1. Data Controller, Avian Conservation Uganda Shall ensure that the data controller observes the generally accepted information security practices and procedures and professional rules.

1. Data Storage: Personal data is stored securely, with access restricted to authorized personnel.

1. Data Sharing: Avian Conservation Uganda (ACUG) shares personal data only with authorized parties, including;Partners, other organizations or individuals working with Avian Conservation Uganda (ACUG).

1. Employee training and awareness programs. ACUG shall train its employees to understand the data handling procedures, password, and management data breach response and how to avoid the online scams.

1. Notification Data Breach Response: Avian conservation Uganda (ACUG) ensures to immediately notify the Authority of the unauthorized access or acquisition and the remedial action taken.

1. Rights of Data Subjects

ACUG staff and other stakeholders have the following rights:

1. Right to Access to personal information, the data subject has a right to confirm whether or not the data controller holds data and that data subject.

1. Right to prevent processing of personal data for direct marketing

1. Right to rectification where the data can request his or data to be rectified if he find that the data is inaccurate

1. Right to request deletion of their personal data.

- Right to request the data controller to object to processing of their personal data.

1. Data protection officer (DPO),

Avian Conservation Uganda (ACUG) designates a Data Protection Officer who shall have the following duties and responsibilities;

1. Ensure that the Society’s data processing activities comply with relevant laws and regulations

1. Conducting audits and reviewing data processing activities to identify areas of improvement.

1. Managing data protection incidents by coordinating responses to data breaches and incidents.

1. Liaising with the data protection authorities and responding to inquiries.

1. Training and Awareness

Avian Conservation Uganda (ACUG) provides training and awareness programs for staff and volunteers on data protection best practices.

1. Review and Update of the policy.

This policy will be reviewed and updated regularly to ensure compliance with changing laws and regulations.

DOCUMENT INFORMATION

Document Name: Avian Conservation Uganda’s Data Protection And Privacy Policy.

Dated issued:

Governing Policy: The Uganda Data Protection and Privacy Act Cap 97

Document Approved by:

Date of Approval:

Lead Contact: anitaheire80@gmail.com