Last Updated: September 29, 2019
- What information we collect, use, and share;
- With whom it is shared;
- How it can be corrected;
- Your access to and control over your information;
- Security, storage, and protection of information;
- Preferred modes of communication;
- External links;
- How policy changes will be communicated;
- Disclaimers; and
- How to address concerns over misuse of personal data.
Information We Collect, Use, and Share, Both Online and On Paper
We are the sole owners of the information collected on this site, via social media, email, and in person. Any information, including photographs and text, that you voluntarily send to us electronically becomes the property of the corporation. However, we only have access to/collect information that you voluntarily give us via email or other direct contact from you. We do not sell or rent this information to anyone. We do not seek any unnecessary information, such as your date of birth or credit card number. Your information will be protected from unauthorised or accidental disclosure, and stored in an appropriate manner to maintain its integrity and confidentiality.
When adopters sign an adoption contract, we collect the name, email, two telephone numbers, cedula number (Panamanian national ID number), and general address of the adopter (in Panama this may be the neighborhood and local township, since most homes lack numbers or street names). We retain these contracts indefinitely as legal documents showing the disposition of animals in our care. We maintain a cloud-based roster of photographs of the adoption contracts with the adopter’s cedula. We maintain a cloud-based spreadsheet of the disposition of all our animals. When an animal is adopted, we record the adopter’s name, email, and phone number. We do not grant access to this information to anyone outside of the Board of Directors and a small number of trained volunteers who work exclusively with adoption follow-ups. The online files are password protected, and cannot be accessed unless the files are explicitly shared with a user.
We collect and use email addresses to send out in our newsletter, which informs our constituents about Saldea’s work. We also use email and telephone numbers to contact adopters as a follow-up, to answer questions and/or resolve problems that may occur with a newly adopted pet. This post-adoption follow-up is part of our mission, so phone numbers and emails are essential tools to maintain contact with adopters.
On our website, we use analytics to study the geographic distribution of IP addresses visiting our site. We also gather general information about the use of our website, such as which pages users visit most often and which services, events, or animals are of most interest. We may track which pages users visit when they click on links in emails. We do not retain your IP address, nor do we share it with anyone. We look at it for the sole purpose of improving our strategies for communication and fundraising.
On Facebook, we study trends in our posts in reports provided by Facebook that mask the identity of the individuals who visit our page. We do not share the list of people who Follow or Like our page with anyone.
Your Access to and Control Over Information
You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number provided on our website:
- See what data we have about you, if any.
- Change/correct any data we have about you.
- Have us delete any data we have about you.
- Express any concern you have about our use of your data
Web-based Contact Forms
When you complete an Adoption Application or send us a message with the Contact Us website function, the data go to our Gmail account. This account is accessed by several Saldea Board members, none of whom disclose your information to outside parties. We use this information to respond to questions, help interested parties, and communicate with our constituents.
PayPal, Zelle, and Stripe
We accept donations by PayPal, Zelle, and Stripe on Facebook and on our website. We do not have access to sensitive financial information via the secure servers of these platforms. The name and email of donors are used by the Secretary to acknowledge the gift. The name of the donor and the amount of the gift appear in our monthly budget reports. If any donor wishes to remain anonymous in Saldea’s budget reports, we are happy to comply.
We share aggregated demographic information from Facebook and our website with corporate sponsors and advertisers. This is not linked to any personal information that could identify any individual person. We do not share names or contact information of adopters, donors, or volunteers with anyone.
Ownership and Use of Photographs
We share photographs of adopted animals and adoptive families through social media. Any photograph or video taken by or submitted to SALDEA becomes the property of the corporation. We reserve the right to communicate photographs with the public for purposes of fundraising, education, and publicity of our mission, but we never include the name of the animal or any identifying information about adoptive families or volunteers.
Security Online and Offline
We take precautions to protect your information. Wherever we collect sensitive information (for example, PayPal data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the bottom of your web browser, or looking for “https” at the beginning of the address of the web page.
While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only Saldea members who need the information to perform a specific job (e.g. adoption follow-up) are granted access to personally identifiable information.
Storing and Protecting Your Information
We place great importance on the security of all personally identifiable information associated with our adopters, supporters, directors, and volunteers. We have security measures in place to protect against the loss, misuse and alteration or destruction of personal data under our control. Information is stored by us on computers located in Colorado, U.S. A backup version of our website is maintained in Chiriqui, Panama. We store paper adoption contracts in a locked cabinet. All of our online forms are protected by encryption. We maintain a database of email addresses in Mailchimp for our newsletter that are only accessible by one Board member and two IT consultants who are under contract with us. We use secure PayPal and Stripe servers when you make a donation or payment via our website. We maintain management files and spreadsheets in Google Drive in password-protected accounts that are only shared on a need-to-know basis with a very small number of people, who are required by our corporate by-laws to maintain strict confidentiality.
However, no data transmission over the internet is 100% secure. As a result, while we cannot absolutely guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to prevent this and protect your personal information.
We will keep your information only for as long as we need it to provide you with the services or information you have requested, to administer your relationship with us, to inform our research or the preferences of our supporters, to comply with the law and tax accounting rules, or to ensure that we do not communicate with people who have asked us not to.
We use “cookies” on this site. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access to our site and identify repeat visitors to our site. For instance, when we use a cookie to identify you, you would not have to log in a password more than once, thereby saving time while on our site. Cookies can also enable us to track and target the interests of our users to enhance their experience on our site. Usage of a cookie is in no way linked to any personally identifiable information on our site.
This web site contains links to other sites. We are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.
Notification of Changes
Whenever material changes are made to the privacy notice, we will post the updated policy on our website, notify our readers of the change in the next newsletter, and post the link to the new policy on Facebook.
Disclaimer Regarding Communications Through Social Media
Occasionally constituents contact us by WhatsApp. While this popular mode of communication is encrypted on both ends, we strongly discourage important communication with constituents by WhatsApp because it is easy to lose track of information or to fail to communicate key information to other parties. Similar concerns apply regarding Instagram and Facebook Messenger – it is easy to lose track of vital information and impedes rapid follow-up. These communication platforms reside on individuals’ cell phones, not on a secure server used by the corporation. We cannot ensure that your personal information or messages communicated to us over WhatsApp, Instagram, or Facebook Messenger will be guarded and curated with the same consistency as our other web-based data. We therefore strongly urge our constituents to communicate with us exclusively via firstname.lastname@example.org, email@example.com, or through our website, and to avoid using social media platforms to convey personal information. We are not responsible for the loss or disclosure of personal information communicated by social media platforms to individual members of the organization.