Privacy Policy & Data Protection

Last Updated: January 5, 2026

1. Introduction

Punaruda Sri Lanka Australia Inc. ("we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our website and services.

By using our services, including registering as a volunteer or making a commitment to rebuild Sri Lanka, you consent to the collection and use of your information as described in this policy.

2. Information We Collect

2.1 Volunteer Registration Data

When you register as a volunteer, we collect:

  • Personal Information: Full name, email address, phone number
  • Professional Information: Current location/country, languages spoken, occupation, professional status, years of experience
  • Skills and Interests: Areas of professional expertise, LinkedIn/portfolio links
  • Availability Information: Preferred contribution method, willingness to travel, time commitment, start date
  • Additional Information: How you heard about us, comments and specific skills
  • Preferences: Newsletter subscription, communication preferences

2.2 Rebuild Commitment Data

When you make a weekly contribution commitment, we collect:

  • Personal Information: Full name, email address, phone number
  • Location Information: Country/location
  • Contribution Details: Weekly contribution amount, payment frequency, commitment duration, start date
  • Payment Information: Preferred payment method (PayID or Bank Transfer)
  • Professional Information: Occupation, employer/organization
  • Communication Preferences: Email updates, impact reports, newsletter, tax receipt requests
  • Additional Information: How you heard about us, comments

2.3 Technical Information

We may automatically collect:

  • IP address and browser type
  • Device information and operating system
  • Pages visited and time spent on our website
  • Referring website addresses

3. How We Use Your Information

We use your personal information for the following purposes:

  • Volunteer Management: To match volunteers with appropriate projects, communicate opportunities, and coordinate volunteer activities
  • Contribution Processing: To process and track weekly contribution commitments, send payment reminders, and provide impact reports
  • Communication: To send confirmation emails, updates about projects, newsletters (if subscribed), and respond to inquiries
  • Reporting: To generate tax receipts (if requested) and impact reports showing how contributions are used
  • Internal Records: To maintain accurate records of volunteers and contributors for organizational purposes
  • Improvement: To improve our services, website functionality, and user experience
  • Legal Compliance: To comply with legal obligations and protect our rights

4. Data Storage and Security

4.1 Storage Methods

Your data is stored securely using:

  • Google Workspace: Data is stored in Google Sheets with restricted access
  • Local Backup: Encrypted local copies are maintained for redundancy
  • Email Systems: Communications are managed through secure email platforms

4.2 Security Measures

We implement the following security measures:

  • Secure HTTPS encryption for data transmission
  • Access controls limiting data access to authorized personnel only
  • Regular security audits and updates
  • Password-protected systems and two-factor authentication
  • Regular data backups to prevent loss

4.3 Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Volunteer and contributor records are typically retained for:

  • Active records: Duration of your involvement plus 3 years
  • Financial records: 7 years as required by Australian taxation law
  • Inactive records: May be archived or deleted after 5 years of inactivity

5. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • Service Providers: With trusted third-party service providers (e.g., Google Workspace, email services) who assist in our operations and are bound by confidentiality agreements
  • Project Partners: With project partners in Sri Lanka when necessary to coordinate volunteer activities (with your consent)
  • Legal Requirements: When required by law, court order, or to protect our rights and safety
  • Organizational Purposes: With board members and key personnel for legitimate organizational purposes

6. Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Opt-Out: Unsubscribe from newsletters and marketing communications at any time
  • Data Portability: Request your data in a portable format
  • Withdraw Consent: Withdraw your consent for data processing at any time

To exercise any of these rights, please contact us at privacy@punaruda.org.au

7. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience. Cookies are small text files stored on your device. You can control cookie settings through your browser preferences.

We use cookies for:

  • Session management and user authentication
  • Analytics to understand website usage (Google Analytics)
  • Remembering your preferences

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

Terms and Conditions

12. Acceptance of Terms

By accessing and using the Punaruda Sri Lanka Australia website and services, you accept and agree to be bound by these Terms and Conditions. If you do not agree, please do not use our services.

13. Volunteer Terms

  • All volunteer registrations are subject to approval
  • Volunteers must provide accurate and complete information
  • Volunteers agree to act professionally and ethically
  • Punaruda reserves the right to terminate volunteer relationships at any time
  • Volunteers are responsible for their own insurance and expenses unless otherwise agreed

14. Contribution Commitment Terms

  • Weekly contributions are voluntary commitments
  • Contributors may modify or cancel commitments with notice
  • All contributions are non-refundable once processed
  • Tax receipts will be provided for eligible contributions
  • Contributions will be used for Sri Lanka development projects as described

15. Limitation of Liability

To the fullest extent permitted by law, Punaruda Sri Lanka Australia Inc. shall not be liable for any indirect, incidental, special, or consequential damages arising from the use of our services or website.

16. Governing Law

These Terms and Conditions are governed by the laws of Australia. Any disputes shall be subject to the exclusive jurisdiction of Australian courts.