Privacy Policy

1. Introduction

The Coalition of Kiru Community, Youth and Students Development Association (CKCYSDA) is committed to protecting the privacy, dignity, and personal information of all individuals, associations, partners, and stakeholders who engage with the coalition. This Privacy Policy explains how CKCYSDA collects, uses, stores, protects, and discloses information in the course of carrying out its activities as a non-governmental, non-political community development coalition operating within Kiru Local Government Area, Kano State.

By interacting with CKCYSDA—whether as a member association, coordinator, volunteer, partner, donor, or visitor—you agree to the practices described in this Privacy Policy.

Effective Date: January 16, 2026

Last Updated: January 16, 2026

2. Scope of This Policy

This Privacy Policy applies to:

Member associations and organizations registered with CKCYSDA
Appointed Coordinators representing member associations
Volunteers, program participants, and community beneficiaries
Partners, donors, and stakeholders engaging with CKCYSDA
Visitors to CKCYSDA digital platforms (website, social media, online forms)
Community members participating in CKCYSDA initiatives

This policy covers all forms of information collected, whether written, digital, verbal, or visual, across all CKCYSDA activities and platforms.

3. Information We Collect

CKCYSDA may collect the following types of information through various channels:

3.1 Organizational Information

Full legal name of association or organization
Registration details and recognition documents
Organizational structure and leadership details
Area of focus, mission, and objectives
Official contact addresses and locations
Membership size and demographic information

3.2 Personal Information

Names of Coordinators and authorized representatives
Contact details (phone numbers, email addresses)
Position or role within the association
Professional background and qualifications
Identification documents for verification purposes

3.3 Program & Activity Information

Participation records in programs and events
Attendance registers and meeting minutes
Feedback, evaluations, and impact assessments
Reports and documentation of activities
Photographs and videos from events (with consent)

3.4 Digital Information

Website analytics and usage statistics
Communication through contact forms and email
Social media interactions and messages
IP addresses and device information for security
Cookies and session data for website functionality

Important Notice

CKCYSDA does NOT intentionally collect sensitive personal data such as:

Political affiliation or party membership
Religious beliefs or practices
Detailed financial records or bank account information
Health information or medical records
Biometric data or genetic information

Any collection of such data would only occur if explicitly required for a lawful, development-focused purpose with explicit consent.

4. Purpose of Data Collection

Information collected by CKCYSDA is used strictly for legitimate community development purposes:

Coordination & Collaboration

Facilitating communication and collaboration among member associations

Program Implementation

Planning, organizing, and implementing community development programs

Monitoring & Evaluation

Tracking program impact and measuring development outcomes

Reporting & Accountability

Maintaining transparent records for stakeholders and partners

Security & Verification

Ensuring legitimate participation and preventing misuse

Communication

Sharing updates, opportunities, and important information

Strictly Prohibited Uses

Information collected by CKCYSDA is NEVER used for:

Political campaigns or party activities
Commercial marketing or sales purposes
Discrimination or exclusion of any kind
Personal financial gain or exploitation
Harassment or intimidation
Any unlawful or unethical purpose

5. Data Protection & Security Measures

CKCYSDA implements comprehensive security measures to protect your information:

5.1 Physical Security

Secure storage of physical documents in locked cabinets
Controlled access to office premises and storage areas
Regular inventory and audit of physical records
Secure disposal of outdated documents through shredding

5.2 Digital Security

Encryption of sensitive digital information
Regular security updates and patches
Secure password policies and access controls
Firewall protection and malware scanning
Regular backups of important data

5.3 Access Controls

Role-based access to information systems
Two-factor authentication for sensitive data
Regular review of access permissions
Immediate revocation of access for terminated personnel

5.4 Training & Awareness

Regular privacy training for Coordinators and volunteers
Clear guidelines on data handling procedures
Incident response protocols for data breaches
Regular security awareness updates

Note: While CKCYSDA implements robust security measures, no system can guarantee 100% security. We continuously improve our practices to address emerging threats.

6. Information Sharing & Disclosure

CKCYSDA maintains strict controls over information sharing:

6.1 General Principle

CKCYSDA does NOT sell, trade, rent, or commercially exploit personal or organizational information.

6.2 Permitted Sharing

Information may only be shared under these circumstances:

With Explicit Consent: After obtaining clear, informed consent from the concerned association or individual
Legal Requirements: When required by law, court order, or regulatory authorities
Legitimate Partnerships: With approved development partners for joint initiatives, with confidentiality agreements in place
Internal Coordination: Among member associations for coalition activities, limited to necessary information

6.3 Third-Party Processors

When using third-party services (e.g., email providers, hosting services), we ensure they adhere to comparable privacy standards through contractual agreements.

6.4 Cross-Border Transfers

Information is primarily stored and processed within Nigeria. Any international transfers would only occur with explicit consent and adequate safeguards.

7. Strict Non-Political & Non-Governmental Commitment

ZERO TOLERANCE POLICY

CKCYSDA is a non-governmental and non-political coalition. Personal or organizational data will NEVER be used to support:

Political parties or candidates
Government propaganda or political messaging
Political campaigns or lobbying activities
Any form of political influence or manipulation

Immediate Termination Clause

Any attempt to introduce political or government influence using CKCYSDA data will result in:

Immediate termination of membership or association
No warnings or appeals process
Legal action where appropriate
Public disclosure of the violation

8. Data Retention Policy

CKCYSDA retains information only for as long as necessary:

Type of Information	Retention Period	Disposal Method
Membership Records	Duration of membership + 5 years	Secure deletion/shredding
Program Participation	7 years from program completion	Secure deletion/shredding
Financial Records	10 years	Secure deletion/shredding
Meeting Minutes	Permanent (historical record)	Archival storage
Website Analytics	26 months	Automatic deletion
Communication Records	3 years from last contact	Secure deletion

Obsolete or unnecessary records are securely deleted or destroyed following established procedures.

9. Your Rights & Choices

Associations and individuals have the following rights regarding their information:

Right to Access

Request access to the information we hold about you

Right to Correction

Request correction of inaccurate or incomplete information

Right to Deletion

Request deletion of information where legally permissible

Right to Restrict Processing

Request restriction of processing in certain circumstances

Right to Data Portability

Receive your information in a structured, machine-readable format

Right to Object

Object to processing based on legitimate interests

How to Exercise Your Rights

To exercise any of these rights, please:

Submit a written request to the Privacy Officer via email or postal mail
Include sufficient information to verify your identity
Specify which right(s) you wish to exercise
Provide relevant details to help us process your request

Response Time: We aim to respond within 30 days of receiving your request.

Contact for Rights Requests: privacy@ckcysda.org.ng.ng

10. Cookies & Tracking Technologies

Our website uses cookies and similar technologies:

10.1 Essential Cookies

Required for basic website functionality:

Session management
Security features
Load balancing

10.2 Analytics Cookies

Help us understand how visitors use our website:

Page visits and navigation
Feature usage
Performance metrics

10.3 Preference Cookies

Remember your settings and preferences:

Language preferences
Accessibility settings
Regional settings

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality.

11. Children's Privacy

CKCYSDA does not knowingly collect personal information from children under 16 without parental consent.

Youth programs involving minors require parental/guardian consent forms that include privacy disclosures.

If we discover we have collected information from a child without proper consent, we will delete it immediately.

12. Data Breach Response

In the event of a data breach, CKCYSDA will:

Immediately contain and investigate the breach
Assess the risk and potential impact
Notify affected individuals where required by law
Report to relevant authorities as necessary
Implement measures to prevent recurrence

Report a Security Concern

If you suspect a security breach or privacy violation, please immediately contact:

Security Team: security@ckcysda.org.ng

Emergency Phone: +234 XXX XXX XXXX

13. International Considerations

CKCYSDA operates primarily within Nigeria and complies with Nigerian data protection regulations, including the Nigeria Data Protection Regulation (NDPR).

We also consider international best practices and standards in our privacy approach.

14. Policy Updates & Changes

This Privacy Policy may be updated periodically to reflect:

Changes in our practices
Legal or regulatory requirements
Technological developments
Feedback from stakeholders

Update Notification

We will notify you of significant changes through:

Website announcements
Email notifications to registered contacts
Updates to the "Last Updated" date at the top of this policy

Continued engagement with CKCYSDA after updates constitutes acceptance of the revised policy.

15. Contact Information

For privacy-related inquiries, concerns, or requests:

Privacy Officer

privacy@ckcysda.org.ng

General Inquiries

info@ckcysda.org.ng

Postal Address

CKCYSDA Secretariat
Kiru Local Government Area
Kano State, Nigeria

Phone

+234 XXX XXX XXXX

Monday-Friday, 9:00 AM - 5:00 PM

16. Governing Law & Dispute Resolution

This Privacy Policy is governed by Nigerian law.

Any disputes arising from this policy will first attempt resolution through mediation. Unresolved disputes may be submitted to the appropriate courts in Kano State, Nigeria.

17. Data Governance by Organizational Role

CKCYSDA's information management platform is organized around defined organizational roles, each with a specific, limited scope of access to member and activity information. No single role has unrestricted access to all information; access is scoped to what a role needs to carry out its function.

Role / Level	Data Access Scope
Central Coordinating Council / Authorized Coordinators	Organization-wide oversight: review, approval, and verification of activities, documents, and appointments across all levels.
Secretary-General / Central, Zone, Ward, Unit, and Project Secretaries	Administrative and activity records within their own level only (e.g. a Ward Secretary accesses Ward-level records, not other Wards' internal records).
Financial Secretary / Treasurer	Financial records and transaction documentation, subject to internal separation-of-duties controls.
Zone, Ward, and Unit Coordinators	Activity and attendance information scoped to their own Zone, Ward, or Unit only.
Public Relations Officers	Approved public-facing content only; official organizational statements remain subject to Coordinator approval.
System Administrators	Technical access required to operate and secure the platform, governed by the same accountability and audit-trail principles as every other role.

Every account created for a leadership office is issued individually, is required to set its own password on first use, and is deactivated when the person's appointment to that office ends. All actions that affect a member's record (verifying attendance, approving a document, recording activity credit) are logged with who performed the action and when, forming a permanent audit trail.

This structure may be updated as CKCYSDA's organizational framework develops. See the Terms & Conditions for a full description of CKCYSDA's organizational structure.

18. Our Commitment & Document Information

Our Commitment to You

CKCYSDA is committed to protecting your privacy while advancing community development in Kiru LGA. We believe that trust and transparency are fundamental to our mission of uniting associations for sustainable development.

Thank you for entrusting us with your information as we work together to build a better Kiru LGA.