Privacy notice

Who we are

Sincere Aid Foundation, #37, Kumaraswamy Nagar, Villivakkam, Chennai, Tamil Nadu, India - 600049 (Reg No : Villivakkam Book 4 - 133/2020). We decide how your personal data is used, which makes us its “Data Fiduciary” under the Act.

For any question about your data, or to use any of your rights below, contact us at contact@sincereaid.org or +91 95001 55612.

What we collect

To sign you in:

• Your email address. We email you a 6-digit code that expires after 5 minutes, and we store the code only in scrambled (hashed) form.
• A cookie that keeps you signed in for up to 4 days. It is used for nothing else: this website has no advertising or tracking cookies.

In your application, only what you fill in:

• About you: full name, gender, date of birth, nationality, marital status, government ID type and number, occupation, monthly income and education.
• How to reach you: address, city, state, country, PIN code, mobile and other phone number, and email address.
• Your family: each member’s name, relationship, age, occupation and income; the size and income of your household; the main earner; and the number of dependents.
• Your request: the kind of help you need, your situation and what you hope for, who will benefit, the amount you ask for, help you have had before and other support you receive.
• Bank details: account holder name, bank, branch, account number and IFSC code.
• References: a volunteer’s name, phone number and email, and a trustee reference code.
• Documents you upload: for example ID and address proof, income proof, bank statements, and medical, educational or housing documents. These can include information about your health.
• Your declaration and consent: with the date and place.

While we consider it: the messages between you and us about your application (our questions and your replies), a record of each step taken on it and by whom, and our own assessment notes, which are for the Foundation only.

Why we use it

• To check, assess and decide your request for help, and to provide the help if it is approved, which may include paying into the bank account you give us.
• To contact you about your application: your sign-in codes, questions about it, and its outcome.
• To keep to the limit on how often each person can apply, and to prevent duplicate or false applications.
• To keep a record of the help we have been asked for and have given, for our accounts and as the law requires.

We do not sell your data, use it for advertising, or use it for any other purpose without asking you first.

Who sees it

• Our authorised staff, who review and decide applications. You see only your own applications, never our internal notes.
• To check your request, we may contact the references and institutions named in it (for example a hospital or school) and make discreet local enquiries, sharing only what that check needs.
• Microsoft Azure, which hosts this website, stores the data and sends our emails, acting only on our instructions.
• Government authorities, only where the law requires it.

How we protect it

• It is stored on Microsoft Azure, encrypted in storage, and sent only over encrypted (HTTPS) connections.
• Only staff whose role needs it can open an application. Signing in uses one-time codes, so there is no password to steal.
• If a breach affects your data, we will tell you and the Data Protection Board of India, as the law requires.

How long we keep it

• A draft: until you submit it or delete it.
• A submitted application: as the record of your request and of any help given, for as long as we need it for that and for our accounts, or as the law requires. You can ask us to delete it at any time.
• Once we delete an application: it disappears from this website at once, and is erased from our systems for good within 30 days.
• Sign-in codes: until they expire, 5 minutes after they are sent.

Your rights

Under the Digital Personal Data Protection Act, 2023 you can:

• See your data: sign in to see every application you have made. You can also ask us for a summary of the personal data we hold about you and who we have shared it with.
• Correct or complete it: change a draft at any time, or your application when we ask you for more information. For anything else, contact us.
• Have it deleted, or withdraw your consent: delete a draft yourself with Delete draft. For a submitted application, open it and press Request deletion. We will email you once it has been deleted, or tell you if the law requires us to keep any of it. Withdrawing consent does not undo what we did before, but we can no longer consider your request.
• Nominate someone: to use these rights for you if you die or become unable to. Write to us with their name and how to reach them.
• Raise a grievance: contact us first; we will reply within 90 days at most. If you are not satisfied with our reply, you can complain to the Data Protection Board of India.

To use any of these rights, write to contact@sincereaid.org from the email address you sign in with (or tell us that address), so we can find your applications.

Children and other people

• You must be 18 or older to apply. If the help is for a child, their parent or lawful guardian applies for them.
• If you give us details of other people, such as family members or references, give only what is needed and let them know. If they include children, you confirm that you are their parent or lawful guardian.

Language and changes

This notice is in English. If you would like it in another language of the Eighth Schedule to the Constitution, such as Tamil or Hindi, contact us.

If we change this notice, we will update the date at the top. If a change affects how we use data you have already given us, we will tell you.