Privacy Policy
The Rotaract Club of Gulu University ("The Elephants", "we", "us", or "our"), chartered on 28 March 2006 and affiliated with Rotary International, is committed to safeguarding the privacy and personal data of our members, prospective Rotaractors, donors, event attendees, and online visitors in accordance with the Uganda Data Protection and Privacy Act, 2019.
1. Data Controller Information
The entity responsible for the collection, handling, and protection of personal data gathered through this website is the Board of Governors of the Rotaract Club of Gulu University.
Club Data Protection Contact
Data Controller / Contact Person: Secretary Nyakoker Annabelle Daniela
Email: danielanyakoker@gmail.com
Official Address: Block B, Gulu University Main Campus, Gulu, Uganda
2. Information We Collect
We collect personal information directly provided by you through our website and interactions:
- Contact & Collaboration Inquiries: Full name, email address, message subject, and inquiry details submitted through our Contact Form.
- Membership & Fellowship Participation: Contact details, academic discipline, or professional affiliation when expressing interest in joining The Elephants.
- Technical & Log Data: Basic technical logs, including anonymized IP address, browser type, device information, and pages visited, collected automatically by our hosting platform for service security.
3. Data Minimization & Purpose of Processing
In adherence to the principle of data minimization, we collect only the information strictly necessary to:
- Respond directly to your questions, fellowship inquiries, or partnership proposals.
- Provide announcements and fellowship schedule reminders where requested.
- Maintain website security, verify contact spam protection, and prevent automated abuse.
We do not sell, rent, or monetize personal information to any third party for commercial marketing purposes.
4. Media, Photography & Public Events Notice
As a dynamic community service organization, we celebrate fellowship, signature projects, and youth leadership through photography and videography. During club meetings (such as our weekly Tuesday fellowships at Block B), community outreaches, and combined fellowship events, photographs or video recordings may be captured.
📸 Photography Opt-Out & Image Takedown Process
We deeply respect individual privacy. If you attend an event and do not wish to be photographed, please inform our event coordinators or Public Image Chair. If your likeness appears in any published photo or gallery on this website and you wish to have it removed, email our Secretary at danielanyakoker@gmail.com with the relevant URL or photo description. We will promptly remove or blur the photo.
5. Third-Party Services & Embeds
To provide modern web features and social connectivity, our website interfaces with reputable third-party services:
- Social Media Channels (Meta / Facebook, Instagram, X, LinkedIn): Our Blog and News section renders updates published to our public social feeds. Interacting with external social links connects directly to those respective platforms and their individual privacy terms.
- Google Cloud Platform & Analytics: Hosted on Google Cloud Run with container security. Any performance measurement is conducted with IP anonymization enabled.
- Email Dispatch (SendGrid): Form submissions are securely delivered to our official inbox via encrypted API connections.
6. Cookies & Tracking Technologies
Cookies are small text files placed on your device to enhance your browsing experience:
- Strictly Necessary Cookies: Essential for the website to function, remember cookie preferences (stored locally as
rotaract_cookie_consent), and prevent cross-site request forgery. - Performance & Analytics: Used to understand general visitor navigation paths in aggregate so we can improve site accessibility and navigation. These are only activated if accepted.
You can control or withdraw your cookie preferences at any time via your browser settings or by clearing your browser storage.
7. Your Rights under Uganda Law
Under the Uganda Data Protection and Privacy Act, 2019, you have guaranteed legal rights regarding your personal information:
- Right to Access: The right to request confirmation of whether we process your data and obtain a copy.
- Right to Rectification: The right to request prompt correction of inaccurate or incomplete personal records.
- Right to Erasure ("Right to be Forgotten"): The right to request deletion of your contact records when they are no longer needed for the purpose they were collected.
- Right to Object: The right to object to processing based on legitimate interests or direct communication.
To exercise any of these rights, contact us at danielanyakoker@gmail.com. We respond to all verified requests within thirty (30) days without charge.
8. Updates to this Policy
We may review and update this Privacy Policy periodically to reflect changes in our activities, community projects, or legal requirements. Updated versions will always be published on this page with an updated "Last Updated" date.