Privacy Policy

1. Who We Are

The Deder High School Alumni Charitable Association (DHSACA) is a member-based charitable association registered in Ethiopia. For the purposes of the Ethiopian Personal Data Protection Proclamation No. 1321/2024, DHSACA is the data controller of the personal information held in this system.

2. What Information We Collect

When you register and use this platform, we collect:

• Identity: name (first, father, grandfather), sex, date of birth
• Contact: email, phone, current country and city, address
• Education: primary school, secondary school (Deder High School), batch year, stream, section, higher-education degrees and institutions
• Career: current and past employers, positions, sectors
• Financial: dues payments, donations, receipt numbers, transaction references
• Event: RSVPs and attendance records
• Technical: IP address and login timestamps (for security and audit)

3. Why We Collect It

Your data is used strictly for the following purposes:

• Membership administration — maintaining the official alumni directory
• Communication — sending notices, invitations, and Association updates
• Event coordination — RSVPs, attendance, and quorum tracking for General Assembly meetings
• Financial management — processing dues, donations, and generating receipts
• Reporting — producing aggregate reports for the General Assembly, Board, and auditors
• Security — protecting member accounts and preventing fraud

We never use your data for advertising or for sale to third parties.

4. Legal Basis

We process personal data on the basis of your explicit consent, which you provide when you check the consent box at registration. You may withdraw consent at any time by contacting the Work Manager, though doing so may end your ability to use certain features.

5. Who Can See Your Data

Access is restricted by role:

• Other members — only what you allow via your privacy settings (directory visibility, phone, email, employment, address)
• Work Manager — full profile and event records, needed to administer membership
• Accountant — financial information only
• Board — aggregate and financial reports
• Super Admin — system access, restricted to a designated officer

All access is logged in an audit trail. Anonymised or aggregated statistics may be shared publicly (e.g. "how many alumni in each batch") but never individual contact details without your consent.

6. Where Your Data Is Stored

Data is stored on servers controlled by the Association. Where the Proclamation requires domestic storage, we retain data on Ethiopian infrastructure. If we ever need to use a foreign-hosted service, we will ensure the receiving jurisdiction offers adequate protection or obtain your explicit consent.

7. How Long We Keep It

• Active membership: retained while you are a member
• After leaving: retained for up to 7 years for financial and legal record-keeping, then anonymised or deleted
• Financial records: retained for the period required by Ethiopian accounting law
• Audit logs: retained for 5 years
• Contact form messages: retained for 2 years

8. Your Rights

Under the Proclamation, you have the right to:

• Access your personal data at any time via your profile page
• Correct any inaccuracy by editing your profile
• Request erasure of your data (subject to legal retention obligations)
• Withdraw consent for future processing
• Object to specific processing activities
• Complain to the Ethiopian Communications Authority, the supervisory body under the Proclamation

To exercise any of these rights, contact the Work Manager via the contact page.

9. Security Measures

DHSACA protects your data with:

• Encrypted passwords (bcrypt)
• Role-based access control — nobody sees more than they need
• Separation of duties — no single officer can approve a payment they recorded
• HTTPS encryption in transit
• Automatic audit logging of every consequential action
• Regular backups stored off-server

10. Data Breaches

In the unlikely event of a data breach affecting your rights, we will notify the Ethiopian Communications Authority and affected individuals without undue delay, in accordance with the Proclamation.

11. Cookies

We use a single session cookie to keep you logged in. We do not use advertising or tracking cookies.

12. Changes to This Policy

If this policy changes materially, we will notify members by email and on the homepage. Your continued use of the system constitutes acceptance.

13. Contact

For privacy questions, contact the Work Manager:
privacy@dhsaca.org
Deder, East Hararghe, Oromia, Ethiopia