Global Aim South Sudan

Privacy Policy

Global Aim South Sudan (GASS)
Effective date: August 15, 2025

Global Aim South Sudan (“GASS”, “we”, “our”, “us”) is a nonprofit organization working to improve lives through education, WASH, protection, and related community programs in South Sudan. We are committed to protecting the privacy and security of the people we work with, including beneficiaries, community members, donors, partners, volunteers, job applicants, and visitors to our website.

This Privacy Policy explains what personal information we collect, how we use and share it, and the choices and rights available to you.

1) Who we are & how to contact us

Data Controller: Global Aim South Sudan (GASS)
Head office: Hai Referendum, Gudele Block 6, Munuki Town Block, P.O. Box 231, Juba, South Sudan
Email: info@globalaimssd.org
Phone: +211 921-109-220
WhatsApp: +1 202-937-9736

For any privacy questions or requests, please contact us at info@globalaimssd.org.

2) Scope of this policy

This policy applies to personal information we collect:

  • Through our website, forms, emails, social media, messaging apps (e.g., WhatsApp), and analytics tools;

  • In person during field activities, trainings, distributions, monitoring and evaluation (M&E), and community engagement;

  • From donors, partners, contractors, and job applicants.

This policy does not cover third-party websites, services, or platforms that we do not control. Please review their privacy statements.

3) Information we collect

Depending on your relationship with us, we may collect:

Identity & Contact: name, email, phone/WhatsApp, postal address, organization, job title.
Demographic: age, gender, language, community/region (only when needed for programs).
Program data: participation records, vulnerability information (e.g., disability or protection needs), attendance, feedback, photos/audio/video (with consent), incident/safeguarding reports.
Donation & partnership: donation amounts, bank transfer references or payment processor IDs (we do not store full card details), grant documentation, due-diligence results.
Recruitment & HR: CVs, cover letters, references, interview notes, right-to-work information.
Technical/usage: IP address, device/browser details, pages viewed, and cookies or similar technologies to help operate and improve our website.

Sensitive information. In limited cases, we may process sensitive data (e.g., health, disability, or protection-related information) only where strictly necessary, with appropriate safeguards, and based on a suitable legal basis (see Section 5).

4) How we collect information

  • Directly from you: via forms, emails, calls, WhatsApp, meetings, events, workshops, and surveys.

  • Automatically: via cookies/analytics when you use our website.

  • From third parties: referrals from partners, donors, or public sources where lawful and relevant to our mission.

5) Legal bases for processing (where applicable)

Where data-protection laws require a legal basis (e.g., GDPR/UK GDPR), we rely on:

  • Consent (e.g., using your photo, sending you email updates you opt in to).

  • Contract (e.g., managing a grant or consultancy agreement).

  • Legal obligation (e.g., audit, anti-fraud, safeguarding, accounting).

  • Vital interests (e.g., protecting someone at risk of serious harm).

  • Legitimate interests (e.g., running our programs, donor stewardship, improving services, securing our systems), balanced against your rights and expectations.

You may withdraw consent at any time (see Section 11).

6) How we use information

We use personal information to:

  • Plan, deliver, monitor, and evaluate programs and distributions;

  • Identify needs, provide referrals, and support safeguarding;

  • Communicate with beneficiaries, community leaders, donors, partners, and volunteers;

  • Process donations and issue receipts/reports;

  • Recruit and manage staff/volunteers;

  • Maintain security, prevent fraud or misuse, and comply with laws;

  • Operate and improve our website, content, and services;

  • Share stories and impact (with consent) for reporting and fundraising.

7) Sharing your information

We may share information with:

  • Service providers (e.g., IT, email, data collection/analytics, cloud storage, auditors, payment processors) under confidentiality and data-protection terms;

  • Partners and donors where necessary for joint projects, reporting, due diligence, audits, or compliance;

  • Authorities where required by law or to protect vital interests (e.g., safeguarding concerns);

  • Public reports/media only with proper consent or lawful basis (e.g., anonymized or aggregated data).

We do not sell your personal information.

8) International data transfers

We may transfer information across borders (e.g., to cloud services or partners). Where required by law, we use appropriate safeguards (such as standard contractual clauses) and take reasonable steps to ensure your data remains protected.

9) Data retention

We keep personal information only as long as necessary for the purposes described in this Policy, and to meet legal, audit, or donor requirements. Typical retention examples:

  • Program/M&E and safeguarding records: for the project term plus a defined period required by donor rules or law;

  • Donation and finance records: usually 7–10 years for audit/accounting;

  • Recruitment: typically up to 12 months for unsuccessful applicants unless consent is given for longer.

When data is no longer needed, we securely delete or anonymize it.

10) Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including role-based access, staff training, secure storage, and reasonable encryption in transit and at rest where feasible. No system is 100% secure; we work continuously to reduce risks.

11) Your choices & rights

Depending on your location and applicable law, you may have the right to:

  • Access, correct, or update your information;

  • Request deletion or restriction of processing;

  • Object to certain processing (including direct communications);

  • Withdraw consent where processing is based on consent;

  • Port your data to another provider;

  • Lodge a complaint with your local data-protection authority.

To exercise rights, email info@globalaimssd.org. We may need to verify your identity and—where allowed—charge a reasonable fee for manifestly unfounded or excessive requests.

12) Children & vulnerable adults

We are committed to safeguarding. We minimize the collection of children’s data and obtain parental/guardian consent where required. Images or stories of children or vulnerable adults are used only with appropriate consent and safeguards. Where we believe someone is at risk of harm, we may share information with relevant authorities or service providers to protect vital interests.

13) Cookies & analytics

We may use essential cookies to operate our site and optional analytics to understand usage and improve content. You can manage cookies through your browser settings. If we use third-party analytics (e.g., Google Analytics), those providers may set their own cookies—please see their policies for details.

14) Email, SMS, and WhatsApp communications

  • Operational messages (e.g., program updates or safety notices) may be sent without marketing consent where allowed by law.

  • Newsletters or appeals are sent with your consent (where required). You can unsubscribe at any time using the link in the message or by contacting us.

  • Messaging apps (e.g., WhatsApp) may process your metadata—please review their privacy terms.

15) Photos, audio, and stories

We seek consent before capturing or using identifiable photos, audio, or stories for reports, learning, or fundraising. You may withdraw consent at any time; this will not affect prior lawful use.

16) Third-party links

Our website may link to other sites. We are not responsible for their privacy practices. Please review their policies.

17) Changes to this policy

We may update this Privacy Policy from time to time. We will post the new version with a revised “Effective date” and, where appropriate, notify you through our website or by email.

18) How to contact us

If you have questions, concerns, or requests about this Policy or your personal information, contact:

Global Aim South Sudan (GASS)
Hai Referendum, Gudele Block 6, Munuki Town Block, P.O. Box 231, Juba, South Sudan
Email: info@globalaimssd.org
Phone: +211 921-109-220
WhatsApp: +1 202-937-9736

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