Our Policy
1. Introduction
Sarvodaya Ashram (“the Organization”, “we”, “us”) is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us by our employees, volunteers, donors, beneficiaries, and stakeholders.
This Privacy Policy is aligned with our internal governance policies, including:
Anti-Fraud and Corruption Policy
Authority Matrix
Child Protection Policy
Common Cost Policy
Data Protection Policy
Financial Policy
Grievance Redressal Policy
HR Policy
Organization Policy Manual
Procurement Policy
Sexual Harassment Policy
Whistleblower Policy
2. Purpose of the Policy
The purpose of this Privacy Policy is to:
Protect personal and sensitive data shared with us.
Prevent fraud, corruption, and misuse of resources.
Ensure transparency and accountability in organizational processes.
Safeguard the rights of children, women, employees, donors, and beneficiaries.
Comply with legal, financial, and ethical standards.
3. Information We Collect
We may collect the following categories of information:
General Information: Name, gender, date of birth, address, phone number, email.
Employee/Volunteer Data: Identity proof, qualifications, CVs, appointment letters, ID cards, bank details, employment history (HR Policy, Authority Matrix).
Financial Data: Donation records, receipts, bank account details, audit reports, procurement bills (Financial & Procurement Policy).
Beneficiary/Community Data: Age, gender, socio-economic information, photographs, participation details (Child Protection Policy).
Sensitive Information: Complaints, grievance submissions, whistleblower reports, sexual harassment cases (Grievance Redressal Policy, Sexual Harassment Policy, Whistleblower Policy).
4. Use of Information
Collected information will be used only for legitimate purposes, including:
Implementation of NGO programs and services.
Employment, HR, and volunteer management.
Financial transparency, audits, and donor reporting.
Fraud and corruption prevention measures.
Grievance redressal, whistleblower protection, and internal governance.
Safeguarding children and vulnerable groups.
5. Data Protection and Security
As per our Data Protection Policy, we ensure:
Secure storage of all data, both digital and physical.
Encryption and password-protected systems.
Role-based access (Authority Matrix).
Regular compliance checks, audits, and reviews.
Strict confidentiality agreements with employees, volunteers, and partners.
6. Data Sharing and Disclosure
We do not sell or misuse personal data. However, data may be shared under the following conditions:
As required by law, regulation, or government authorities.
With donors, auditors, or funding agencies (with confidentiality safeguards).
With authorized partner organizations under written agreements.
During investigations of fraud, corruption, or whistleblower complaints.
7. Rights of Individuals
All individuals whose data we process have the right to:
Access their personal information.
Request corrections or updates.
Request deletion of personal data (where legally permissible).
File complaints under our Grievance Redressal Policy.
Confidentially report misconduct under the Whistleblower Policy.
8. Child and Vulnerable Person Protection
In accordance with our Child Protection Policy:
Personal data of children will be collected only with parental/guardian consent.
Such information will be used solely for program purposes.
No photographs or details of children will be published without consent.
Sexual harassment or abuse cases will be handled with strict confidentiality.
9. Data Retention
Personal data will be retained only as long as necessary for program, legal, or financial purposes.
After the retention period, data will be securely deleted or archived.
10. Fraud and Corruption Safeguards
Under our Anti-Fraud and Corruption Policy:
Any fraudulent activity, corruption, or misuse of data/resources will be investigated.
Strict disciplinary and legal actions will be taken against offenders.
11. Grievance Redressal and Whistleblower Protection
Any individual may file a grievance under our Grievance Redressal Policy.
The Whistleblower Policy ensures protection of individuals reporting corruption, misuse, or misconduct.
Whistleblower identities will remain confidential, and retaliation is strictly prohibited.
12. Compliance
This Privacy Policy is consistent with all internal policies and applicable Indian laws. The organization ensures continuous compliance through regular reviews and staff training.
13. Amendments
Sarvodaya Ashram reserves the right to update this Privacy Policy from time to time. The latest version will be available on request or through official communication channels.
14. Contact Information
For any queries, complaints, or data-related requests, please contact:
Data Protection Officer (DPO)
Sarvodaya Ashram
Sikanderpur, Tadiyawan, Hardoi, Uttar Pradesh, India – 241404
