Volunteer in Peru | Meaningful Programs in Cusco & Sacred Valley

We are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, register for our programs, or communicate with us.

We comply with applicable data protection laws and strive to follow best practices in data privacy. By using our services, you consent to the practices described in this policy.

Data Controller: [Your Organization Name] Location: Cusco, Peru Contact: [your email] Last Updated: January 1, 2025

DATA COLLECTION

Information We Collect

Information You Provide:

Information Collected Automatically:

Information from Third Parties:

• Payment processors (transaction confirmation)
• Background check services (where applicable)
• Social media platforms (if you connect your accounts)
• Referring organizations or individuals

How We Collect Data

Direct Collection:

• Registration forms (online and paper)
• Email and WhatsApp communications
• Phone conversations
• In-person interactions during your program
• Feedback surveys and evaluations
• Testimonial submissions

Automated Collection:

• Website cookies and tracking technologies
• Email open and click tracking
• Server logs

Third-Party Collection:

• Payment processor notifications
• Background check providers
• Analytics services (Google Analytics)
• Social media platforms

Legal Basis for Processing

We process your data based on:

HOW WE USE YOUR DATA

Primary Uses

Program Delivery:

• Processing your registration and payment
• Arranging accommodation and project placements
• Communicating program details and updates
• Providing on-site support during your program
• Emergency response and medical care authorization
• Issuing certificates and reference letters

Communication:

• Responding to inquiries and requests
• Sending pre-departure information
• Program reminders and updates
• Post-program follow-up
• Alumni communications

Administration:

• Maintaining accurate records
• Processing payments and refunds
• Managing our database
• Legal and regulatory compliance
• Financial reporting

Secondary Uses

Marketing (With Your Consent):

• Newsletter and promotional emails
• Information about new programs or opportunities
• Partner organization offers
• Alumni events and reunions

Improvement:

• Analyzing program feedback
• Improving our services and website
• Understanding participant demographics
• Developing new programs

Safety and Security:

• Verifying identity and eligibility
• Conducting background checks (where required)
• Preventing fraud
• Protecting our community

Data Sharing

We Share Data With:

We Do Not:

• Sell your personal data to third parties
• Share your data for unrelated marketing purposes
• Transfer data outside necessary business operations
• Share more data than necessary for each purpose

DATA PROTECTION

Security Measures

Technical Measures:

• Encryption of sensitive data in transit and at rest
• Secure servers with regular security updates
• Access controls limiting who can view your data
• Regular security assessments
• Secure password policies

Organizational Measures:

• Staff training on data protection
• Limited access on need-to-know basis
• Confidentiality agreements with team members
• Incident response procedures
• Regular policy reviews

Physical Measures:

• Secure storage of paper documents
• Locked offices and filing cabinets
• Controlled access to work areas
• Secure document disposal

Data Retention

After Retention Period:

• Data is securely deleted or anonymized
• Paper records are shredded
• Electronic records are permanently erased
• Backups are cleared on schedule

Data Breach Response

If a data breach occurs:

1. We will assess the breach severity within 24 hours
2. We will contain the breach and prevent further exposure
3. We will notify affected individuals if there is significant risk
4. We will report to relevant authorities as required by law
5. We will document the incident and improve safeguards

COOKIE POLICY

What Are Cookies

Cookies are small text files stored on your device when you visit websites. They help websites remember information about your visit and preferences.

Cookies We Use

Specific Cookies

Managing Cookies

Your Options:

• Accept all cookies (full website functionality)
• Accept essential cookies only (limited functionality)
• Reject all cookies (some features may not work)
• Manage preferences through your browser settings

Browser Settings:

• Most browsers allow you to control cookies through settings
• You can delete existing cookies at any time
• Blocking all cookies may affect website functionality
• Each browser has different controls (check your browser’s help section)

Opt-Out Links:

• Google Analytics: Google Analytics Opt-Out
• Facebook: Facebook Ad Preferences

THIRD-PARTY SERVICES

Services We Use

Social Media

If You Connect With Us Via Social Media:

• We may receive information you’ve made publicly available
• Your interactions are also governed by that platform’s policies
• We don’t control how social media platforms use your data
• You can disconnect your accounts at any time

External Links

• Our website may contain links to external sites
• We are not responsible for the privacy practices of other sites
• We encourage you to read privacy policies of any site you visit
• Links don’t imply endorsement of external content

USER RIGHTS

Your Rights

Under applicable data protection laws, you have the right to:

How to Exercise Your Rights

Contact Us:

• Email: hpx@volunteerinperu.com

What We Need:

• Proof of your identity (to protect your data from unauthorized access)
• Clear description of your request
• Any relevant details to help us locate your data

Response Time:

• We will acknowledge your request within 72 hours
• We will respond substantively within 30 days
• Complex requests may take up to 60 days (we’ll inform you)
• Requests are free unless excessive or repetitive

Limitations

We may not be able to fully comply with requests when:

• Legal obligations require us to retain certain data
• Data is necessary for legal claims or disputes
• Erasure would affect others‘ rights
• Processing is necessary for public interest
• Request is manifestly unfounded or excessive

SPECIAL CATEGORIES

Children’s Data

• Our programs generally require participants to be 18+
• We do not knowingly collect data from children under 16
• Limited data may be collected for 16-17 year old participants with parental consent
• Parents/guardians may request access to their child’s data

Sensitive Data

We may process sensitive personal data including:

• Health information (for safety and accommodation purposes)
• Criminal background check results (for child protection)
• Dietary requirements (which may reveal religious beliefs)

This processing is:

• Based on explicit consent
• Necessary to protect vital interests
• Required for legal obligations (child protection)

INTERNATIONAL TRANSFERS

Data Location

• Your data is primarily stored in Peru
• Some data may be processed in other countries through our service providers
• We ensure appropriate safeguards for any international transfers

Safeguards

For transfers outside Peru, we rely on:

• Standard contractual clauses
• Processor agreements with data protection obligations
• Privacy Shield certification (where applicable)
• Adequacy decisions (where available)

UPDATES TO THIS POLICY

Changes

• We may update this Privacy Policy from time to time
• Material changes will be communicated via email or website notice
• The „Last Updated“ date indicates the most recent revision
• Continued use of our services constitutes acceptance of updates

Notification

For significant changes, we will:

• Post a prominent notice on our website
• Send email notification to registered participants
• Provide opportunity to review changes before they take effect
• Obtain fresh consent where required by law

CONTACT US

Data Protection Inquiries

For any questions about this Privacy Policy or your personal data:

Email: hpx@volunteerinperu.com

Response Commitment:

• We aim to respond to all inquiries within 72 hours
• Complex requests will be acknowledged promptly with timeline
• We take all privacy concerns seriously

AGREEMENT

By using our website or participating in our programs, you acknowledge that:

• You have read and understood this Privacy Policy
• You consent to the collection and use of your data as described
• You understand your rights and how to exercise them
• You accept that this policy may be updated from time to time

Your privacy matters to us. Thank you for trusting us with your information.