Privacy Policy

1. Introduction

URCAO-RECOMSWA respects the privacy of all individuals who interact with our organization. This policy applies to information collected through:

• Our website (www.recomswa.org)
• Email communications
• Events and conferences
• Membership applications and services
• Newsletter subscriptions
• Contact forms and inquiries

By using our website or services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, mailing address
• Professional Information: Religious congregation, position, country of service
• Membership Information: Application details, membership status, payment information
• Event Registration: Conference attendance, workshop participation, dietary requirements
• Communication Preferences: Newsletter subscriptions, communication channels

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Provision

• Processing membership applications and renewals
• Organizing and managing events, conferences, and workshops
• Providing requested information and support
• Facilitating communication among members

3.2 Communication

• Sending newsletters and updates about our activities
• Announcing events, programs, and initiatives
• Responding to inquiries and requests
• Sharing important organizational information

3.3 Website Improvement

• Analyzing website usage and performance
• Improving user experience and functionality
• Customizing content based on user preferences
• Troubleshooting technical issues

3.4 Legal Compliance

• Complying with applicable laws and regulations
• Protecting our legal rights and interests
• Preventing fraud and maintaining security

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

4.1 With Member Congregations

Limited information may be shared with member religious congregations for coordination and collaboration purposes.

4.2 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Website hosting and maintenance
• Email communication services
• Event management platforms
• Payment processing

These providers are contractually obligated to protect your information and use it only for specified purposes.

4.3 Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or when necessary to:

• Protect the safety and rights of URCAO-RECOMSWA, our members, or others
• Investigate fraud or security issues
• Respond to legal processes

4.4 Church Authorities

As a Catholic organization, we may share information with relevant ecclesiastical authorities when appropriate and in accordance with Canon Law.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure server infrastructure with SSL/TLS encryption
• Regular security assessments and updates
• Access controls and authentication procedures
• Staff training on data protection practices
• Regular backups and disaster recovery procedures

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Correction

You may request access to your personal information and ask us to correct any inaccuracies.

6.2 Data Portability

You may request a copy of your personal information in a structured, commonly used format.

6.3 Deletion

You may request deletion of your personal information, subject to legal and operational requirements.

6.4 Opt-Out

You may opt out of receiving marketing communications at any time by:

• Clicking the "unsubscribe" link in our emails
• Contacting us directly at privacy@recomswa.org
• Updating your communication preferences in your member account

6.5 Restriction of Processing

You may request restriction of processing your personal information under certain circumstances.

To exercise any of these rights, please contact us using the information provided in the Contact section.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience.

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us recognize your browser and remember your preferences.

7.2 Types of Cookies We Use

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand how visitors use our site
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Track your online activity to deliver relevant content

7.3 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

8. Children's Privacy

Our website is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at privacy@recomswa.org.

9. International Data Transfers

As an organization serving West Africa with international partnerships, your information may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When information is no longer needed, we securely delete or anonymize it.

Typical retention periods include:

• Membership records: Duration of membership plus 7 years
• Event registrations: 3 years after event completion
• Email communications: Until you opt out or request deletion
• Website analytics: 26 months

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Post the revised policy on our website
• Notify you via email if changes are material
• Request your consent if required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: