Personal Data Protection Policy

This policy establishes the principles under which VOKA collects, uses, retains, and protects the personal data of its members, staff, volunteers, participants, and partners.

It aims to guarantee respect for the privacy, dignity, individual freedoms, and fundamental rights of every person whose information is held by VOKA.

This policy is based in particular on the principles enshrined in the Constitution of the Republic of Haiti of March 29, 1987.

Article 49 provides that the freedom and secrecy of correspondence and all other forms of communication are inviolable. They may only be restricted by a reasoned act of the judicial authority, in accordance with the guarantees provided by law.

VOKA considers this constitutional protection to be a fundamental principle applicable to the management of its members' confidential information.

Article 52-1 also recalls the duty to respect the laws and the rights and freedoms of others.

VOKA recognizes every member's right to respect for their privacy.

Personal information communicated to VOKA as part of membership, training, activities, or programs must not be used in a way that unjustly infringes on the privacy of the person concerned.

In the course of its activities, VOKA may collect:

• full name;
• phone number;
• email address;
• date of birth, when necessary;
• information related to training and skills;
• information related to participation in activities;
• photographs and videos taken during activities;
• information necessary for the administrative management of members.

VOKA undertakes to collect only the information necessary for its activities and legitimate objectives.

All personal information communicated to VOKA must be treated confidentially.

Executives, employees, volunteers, and members who have access to personal data must not:

• disclose this information without authorization;
• use the data for personal purposes;
• pass the information on to unauthorized persons;
• use a member's data against their legitimate interests.

In keeping with the spirit of Article 49 of the Constitution, the private communications of VOKA members must be respected.

Emails, messages, correspondence, and other private communications must not be accessed, intercepted, forwarded, or disclosed without legitimate authorization.

Any restriction of or interference with these communications must comply with the guarantees provided by the Constitution and the law.

Personal data collected by VOKA may be used only for purposes related in particular to:

• member management;
• organizing training;
• organizing activities and events;
• program monitoring;
• institutional communication;
• producing internal statistics;
• activity security;
• compliance with legal obligations.

VOKA must not use a member's personal data for a purpose unrelated to the one for which it was collected, except with appropriate authorization or legal basis.

When the collection or use of data requires the authorization of the person concerned, VOKA must seek free and informed consent.

As far as possible, the member must be informed of:

• the information requested;
• the reason for its collection;
• its use;
• the persons likely to have access to it.

Photographs and videos taken during VOKA activities may be used to document and promote the organization's activities, in compliance with the rights of the persons concerned.

Where authorization is required, VOKA must obtain it before any public use of a person's image.

Access to members' personal data is limited to persons who need it in the course of their responsibilities within VOKA.

A VOKA official or member may not access another member's personal information out of mere curiosity or personal interest.

VOKA takes reasonable measures to protect personal data against:

• loss;
• theft;
• destruction;
• unauthorized alteration;
• unauthorized access;
• disclosure;
• misuse.

Documents containing personal information must be kept in conditions that preserve their confidentiality.

VOKA does not sell or commercialize its members' personal data.

Personal information may be disclosed to a person, organization, or institution outside VOKA only when it is:

• authorized by the person concerned;
• necessary for the legitimate operation of an activity;
• required by law or a competent authority;
• necessary for the protection of a person's rights or safety.

Any member may ask VOKA to correct or update personal information concerning them when it is inaccurate, incomplete, or outdated.

VOKA must process this request diligently.

VOKA recalls that the protection of personal data is also an obligation to respect the rights and freedoms of others.

This requirement is part of the principle set out in Article 52-1 of the Constitution, which requires citizens in particular to respect the rights and freedoms of others.

Accordingly, no VOKA member may use another member's personal information to harass, threaten, discredit, defame, or otherwise harm their dignity.

Any person who, in the course of their duties within VOKA, misuses or improperly discloses a member's personal data may be subject to internal disciplinary measures, without prejudice to any civil or criminal liability provided for under Haitian law.

VOKA's leaders and officials must set the example in matters of confidentiality and ensure that members of the organization who have access to personal data comply with this policy.

When VOKA organizes activities involving minors, the organization pays special attention to protecting their personal information and image.

Information concerning minors must be handled with particular care and, when necessary, with the authorization of a parent or legal guardian.

VOKA is committed to building an organizational culture based on:

• respect for human dignity;
• confidentiality;
• accountability;
• transparency;
• respect for privacy;
• protection of individual freedoms;
• respect for the rights of others.

This policy constitutes an internal commitment by VOKA to the protection of its members' personal data.

It must be interpreted in accordance with the Constitution of the Republic of Haiti, applicable Haitian laws, and fundamental principles of respect for human rights.