Data Handling & Confidentiality
Our comprehensive policy for handling sensitive data and maintaining confidentiality of beneficiary information.
1. Policy Overview
Beti Hai To Kal Hai Welfare Society is committed to protecting the privacy and confidentiality of all individuals whose data we collect, process, and store. This policy outlines our approach to data handling, confidentiality, and information security across all our operations.
Our Commitment
We recognize the sensitive nature of the data we handle, especially information related to beneficiaries, donors, and volunteers. This policy ensures that all data is handled with the utmost care and confidentiality.
2. Scope of Policy
This policy applies to all data handled by Beti Hai To Kal Hai Welfare Society, including:
Beneficiary Data
- Personal identification information
- Family and background details
- Educational and health records
- Financial assistance information
- Progress and assessment reports
Stakeholder Data
- Donor information and contribution history
- Volunteer personal details and records
- Member information and correspondence
- Partner organization data
- Employee and staff information
3. Data Classification
We classify data based on sensitivity and implement appropriate protection measures:
Highly Confidential (Level 1)
Data that could cause significant harm if disclosed:
- Beneficiary health and medical records
- Financial account details
- Legal and sensitive personal information
- Strategic and operational plans
Confidential (Level 2)
Data that requires protection but has lower risk:
- Donor contact and contribution information
- Volunteer personal details
- Member registration data
- Internal reports and assessments
Internal Use (Level 3)
Data for internal operations with minimal sensitivity:
- General contact information
- Event attendance records
- Newsletter subscription lists
- Website analytics data
4. Data Collection Principles
We adhere to the following principles when collecting data:
Lawfulness
All data collection is done with legal basis and consent
Transparency
Individuals are informed about data collection purposes
Purpose Limitation
Data is collected only for specified, explicit purposes
Data Minimization
Only necessary data is collected and processed
Accuracy
Reasonable steps are taken to ensure data accuracy
Retention
Data is kept only as long as necessary
5. Data Storage and Security
We implement robust security measures to protect data:
Technical Security
- Encryption of sensitive data at rest and in transit
- Secure servers with restricted access
- Regular security audits and vulnerability assessments
- Firewalls and intrusion detection systems
- Secure backup and disaster recovery systems
- Regular software updates and patching
Organizational Security
- Role-based access control and permissions
- Confidentiality agreements for all staff
- Regular training on data protection
- Background checks for employees with data access
- Clear policies on data handling procedures
- Incident response and reporting procedures
6. Data Access and Sharing
We maintain strict controls over data access and sharing:
Access Control
- Access granted on need-to-know basis only
- Multi-factor authentication for sensitive systems
- Regular review of access permissions
- Immediate revocation upon role change or termination
- Detailed access logs and monitoring
Data Sharing Guidelines
- No sharing without explicit consent or legal requirement
- Data sharing agreements with third parties
- Anonymization or pseudonymization where possible
- Minimum necessary data principle for sharing
- Regular audits of data sharing practices
7. Beneficiary Data Protection
Special protections apply to beneficiary data:
Collection
- Informed consent from beneficiaries or guardians
- Clear explanation of data usage
- Collection only for service delivery purposes
- Respect for cultural sensitivities
Usage
- Strictly for program delivery and improvement
- No use for marketing without consent
- Anonymization for reporting and analysis
- Regular review of data necessity
8. Data Retention and Disposal
We follow clear guidelines for data retention and secure disposal:
| Data Type | Retention Period | Disposal Method |
|---|---|---|
| Beneficiary Records | 7 years after program completion | Secure deletion |
| Financial Records | 7 years (as per tax laws) | Secure deletion |
| Donor Information | 7 years after last donation | Secure deletion |
| Employee Records | 6 years after employment ends | Secure deletion |
| Website Analytics | 13 months (26 months anonymized) | Automatic deletion |
9. Incident Response
We have established procedures for responding to data breaches and security incidents:
Detection and Assessment
Immediate investigation to determine scope and impact of any data breach
Containment
Immediate steps to contain the breach and prevent further data loss
Notification
Timely notification to affected individuals and relevant authorities as required by law
Recovery
Steps to recover systems and prevent future incidents
10. Training and Awareness
We provide comprehensive training to all staff and volunteers:
Mandatory Training
- Data protection fundamentals
- Confidentiality requirements
- Secure data handling procedures
- Incident reporting protocols
Ongoing Education
- Regular policy updates
- Security awareness sessions
11. Compliance and Monitoring
We ensure compliance through regular monitoring and audits:
Regular Audits
Annual internal and external audits of data handling practices
Compliance Monitoring
Continuous monitoring of regulatory changes and compliance requirements
Policy Reviews
Annual review and update of data handling policies and procedures
12. Contact Information
For questions about data handling and confidentiality, please contact:
Data Protection Officer: dpo@betihaitokalhai.org
Phone: +91 11 2345 6789
Address: Beti Hai To Kal Hai Welfare Society, 123, Women's Empowerment Complex, Connaught Place, New Delhi - 110001
Policy Acknowledgment
All staff, volunteers, and partners of Beti Hai To Kal Hai Welfare Society are required to read, understand, and comply with this Data Handling & Confidentiality Policy. Violations of this policy may result in disciplinary action, up to and including termination of employment or partnership.
Last Updated: November 15, 2024