YOUR DETAILS, TREATED WITH CARE
Volunteer privacy notice.
This notice covers volunteer applications, place confirmations and the volunteer agreement for the AWARE Foundation Community Day.
Notice version: volunteer-privacy-v2
Who is responsible
The Community Day is organised by AWARE Foundation NPC (registration number 2023/694743/08) with GreenSwitch (Pty) Ltd, trading as Earth Pet and EarthPet Vet (registration number 2024/115396/07). The volunteer forms run on AniPortal. Questions about your details go to info@awarefoundation.co.za.
What we collect
When you apply: your name, contact number and email address, your confirmation that you are 18 or older and available for the day, whether you offer to take event photographs, anything you choose to tell us about yourself, and the name you type to acknowledge the guidelines. A paramedic application also asks for your HPCSA registration number, registration category and organisation.
If you are selected: your emergency contact’s name, relationship and telephone numbers, any dietary requirements, and your volunteer agreement. The agreement records the details you complete in it, your typed name and drawn signature, both acknowledgements, the date and time you signed, the agreement version, and the internet address and browser you signed from.
We do not ask for medical information online.
How we use it
To consider your application and tell you the decision, to coordinate volunteers before and on the day, for event safety and emergency response, and to keep a record of the volunteer agreement you signed. We contact your emergency contact only if something happens to you at the event.
Who can see it
Community Day administrators can see applications, emergency contacts and signed agreements. The organisers’ notification emails say who applied, confirmed or signed, without your contact details. Emails to you and to the organisers are delivered by an email service provider, which may process them outside South Africa.
How it is protected
Your name, contact details, what you tell us about yourself, your emergency contact, dietary requirements and your signed agreement are stored encrypted. The links in your emails are private to you; please do not share them.
Photographs and recordings
Permission for GreenSwitch (Pty) Ltd and AWARE Foundation NPC to use photos and recordings of you in publicity is optional and unticked by default. We record your choice, the wording it was given under and when. Withdraw it for future use at info@aniportal.co.za. Read Photography and privacy.
Your choices and rights
Under the Protection of Personal Information Act you can ask to see the details held about you, and ask for them to be corrected or deleted, by writing to info@awarefoundation.co.za. A signed agreement may need to be kept as a record after the event. You can also complain to the Information Regulator of South Africa. AniPortal privacy enquiries go to info@aniportal.co.za; read POPIA and your privacy.