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Privacy Policy

Last Updated: February 2025

Kuja (“we”, “our”, “us” or “Kuja”) is committed to respecting and protecting your personal data. This Privacy Policy: the basis on which we collect, use, disclose, store and/or process your personal data. It applies to personal data in our possession or under our control. 

Kuja complies with globally accepted data protection regulations) regarding the processing of personal data on the Site.

Please read the following carefully to understand our practices regarding your personal data and how we handle it. By continuing to visit and use this website or our mobile application, or by continuing to participate in our programs and/or utilize our services, you confirm that you understand and consent to the terms of this Policy.

Collection

We may collect the following personal information from you:

  1. Contact Information, such as name, email address, mailing address, or phone number;
  2. Demographic information, such as age, education, gender, interests and zip code;
  3. Billing Information, such as credit card number and billing address;
  4. Unique Identifiers, such as photo, username, account number or password;
  5. Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data; 
  6. Geo location based on IP address; and
  7. Information about your business or organization, such as company/organization name, company/organization size, business type or focus of activity.
Use

We collect the personal information for the below purpose:

  1. Identifying the visitors and users of the Site;
  2. Billing purposes;
  3. Communicating and responding to requests and inquiries;
  4. Authentication purposes;
  5. Running our activities;
  6. Analysing, developing, improving and optimizing the use, function and performance of the Site;
  7. Research purposes;
  8. To help us establish or defend legal claims; and
  9. Complying with applicable laws and regulations.
Lawful Basis for Processing

We process your personal data for the following lawful bases:

  1. where you consent to the processing for one or more specified purposes; or
  2. where the processing is necessary:
    • for the performance of a contract to which you are a party or to take certain steps at your request before entering a contract;
    • for compliance with any legal obligation to which we are subject;
    • to protect your vital interests or that of another person/individual; 
    • to enable us to perform a task carried on in public interest or in the exercise of official authority vested in us; 
    • for our legitimate interest; and
    • for historical, statistical, journalistic, literature and art or scientific research,
Information Sharing

1. With Third Parties:

We may share your information with third-party partners and other organizations, for instance, for the purpose of enhancing our networking services or grant applications. 

2. With Service Providers:

We may share your information with third parties who provide services on our behalf to help with our business activities. These companies are authorized to use your personal information only as necessary to provide these services to us, to which these services may include:

  1. Payment processing
  2. Providing customer service
  3. Sending marketing communications
  4. Conducting research and analysis
  5. Providing cloud computing infrastructure
  6. Learning and informational content
  7. Content sharing

3. With Public Authorities or Law Enforcement:

In certain situations, Kuja may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your personal information as required by law, such as to comply with a court order or other legal process, when not in contrast to International Human Rights law and when disclosure is necessary to protect our rights, and the rights of the organizations we serve, or when we believe there is a violation to our Terms of Service (see Kuja Terms of Service), protect your safety or the safety of others, investigate fraud, or respond to a government request. If Kuja is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our website, of any change in ownership, uses of your personal information, and choices you may have regarding your personal information. 

Security

The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. Kuja ensures that all customer billing and payment information, files, and data remain private and confidential. Due to the sensitive nature of personal data, billing, and payments we take this very seriously and make it our primary concern for all clients, partners and organizations. We restrict access to personal information to Kuja employees, contractors and agents who need to know that information in order to operate, develop, or improve our products and services. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution if they fail to meet these obligations.

Storage

We will only keep your personal data for as long as it is necessary to achieve the purposes for which it was required unless the retention is required or authorized by law, reasonably necessary for a lawful purpose, you have consented to longer retention periods or if the personal data is required for reporting, auditing or compliance purposes.

Your Rights

You will have the below rights with regards to your personal data: 

  1. right to information: you have a right to be informed of how we will use your personal data.
  2. right of access: you are entitled to access your personal data that is in our possession or custody.
  3. right to object:  you can object to the processing of all parts of your personal data, unless we can demonstrate: 
    1. a compelling legitimate interest for the processing which overrides your interests: or 
    2. that we are processing your personal data for the establishment, exercise or defense of a legal claim.
  5. right to rectification: you have the right to request us to rectify or correct, personal data in our possession or under our control that is inaccurate, outdated, incomplete or misleading.
  6. right to erasure: you can request us to delete or destroy personal data that we are no longer authorized to retain, or which is irrelevant, excessive, or obtained unlawfully.
  7. right to data portability:  you have the right to receive personal data concerning you in a structured, commonly used and machine-readable format and to transmit the data to another data controller without hindrance. Where technically possible, have personal data transmitted directly from us to another data controller or data processor.
  8. automated decision making: you have the right not to be subjected to a decision based solely on automated processing, including profiling, which produces legal effects concerning or that significantly affect you. 
  9. right of restriction:  You have the right to request us to restrict the processing of personal data where: 
    1. you contest the accuracy of the personal data. 
    2. the personal data is no longer required for the purpose of the processing.
    3. the processing is unlawful or you are opposed to the erasure of the personal data and requested for restriction of its use instead.
    4. you have objected to the processing of personal data, pending verification as to whether the legitimate interests of the data controller or data processor overrides those of the data subject.
  11. right to raise a complaint: You can raise a complaint about the processing of your personal data.

If you wish to exercise any of our rights above, please contact us using our contacts details provided herein. We will endeavor to deal with your request without undue delay. 

We may ask for identification to ascertain whether we are issuing the data to the right person.

Cookies

Kuja uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. 

The Site uses the following types of cookies:

    1. Essential Cookies – Necessary for the website to function (e.g., authentication, security).
    2. Performance Cookies – Collect data on how users interact with the site (e.g., Google Analytics).
    3. Functionality Cookies – Remember user preferences and settings.
    4. Targeting/Advertising Cookies – Track user behavior for personalized ads.

You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or service.

Withdrawal of Consent

You may sign-up to receive emails, newsletters or other communications from us. If you would like to discontinue receiving this information, you may update your email preferences by using the “Unsubscribe” link found in emails we send to you or by contacting us at the contact information below.

Complaints Management

If you have any complaint regarding our compliance with this Privacy Policy, please contact us. We will investigate and attempt to resolve complaints and disputes regarding use of personal data in accordance with our policies and the applicable law. 

International Transfer of Personal Data

To provide you with the best services and carry out the purposes outlined in this Privacy Policy, we may need to transfer your personal data;

    1. to our oversees partners or service providers; or
    2. to our cloud-based storage provider.

We will only transfer your data where such transfer is compliant with the provisions of the applicable law.

To ensure that your personal data receives adequate levels of protection, we shall put in place appropriate procedures with the third parties we share your personal data with to ensure that your personal data is treated by those third parties in a way that is consistent with and which respects the applicable data protection law.

Your Responsibilities

You are responsible for the personal data you make available to us, and you must ensure it is accurate, honest, truthful, and not misleading in any way. You remain liable for any claims, damages or loss that may occur due to your provision to us of inaccurate information. You will be required to indemnify us for any third-party claims that may arise thereto.

You must also ensure that the personal data you provide us does not contain material that is obscene, defamatory, or infringing on any rights of any third party. 

Further, if you provide any personal data concerning any other person, you are responsible for providing any notices and obtaining any consents necessary for us to collect and use that personal data before you provide the referee’s personal data to us. 

Should you choose to withhold your personal data, for any reason whatsoever, we will be unable to provide you with the services requiring the personal data withheld. 

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our information practices. If we make any material changes we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on this website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Privacy Questions / Feedback

If you have questions or concerns about this Privacy Policy please contact us at dpo@kuja.org.