Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, store, protect and, where appropriate, share personal information when you:

• visit or use our website;
• register as a volunteer;
• participate in our environmental programmes or community activities;
• organise or register a clean-up;
• submit information, stories, photographs, videos or other content to us;
• use or interact with the Clean South Africa App;
• report environmental issues or littering;
• subscribe to our communications;
• make or enquire about a donation;
• participate in our campaigns, events, competitions or programmes; or
• otherwise communicate or interact with Clean South Africa.

We process personal information in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013 (“POPIA”). POPIA requires organisations that process personal information to do so in accordance with conditions for lawful processing and to respect the rights of data subjects.

By using our website, registering for our programmes or using the App, you acknowledge that you have read this Privacy Policy. Where applicable, we will obtain any consent required by law before processing your personal information.

2. Who We Are

Clean South Africa Foundation is a South African environmental organisation focused on environmental education, awareness, community action and technology to encourage positive environmental behaviour. Our programmes may involve schools, volunteers, communities, businesses, government institutions, partners and members of the public.

Our organisation details are:

Clean South Africa Foundation NPC
NPC Registration Number: 2024/582813/08
NPO Number: 313-604
South Africa

For privacy-related enquiries, contact info@cleansouthafrica.org or +27 68 797 3780.

3. What Is Personal Information?

For purposes of this Privacy Policy, “personal information” generally means information relating to an identifiable, living natural person and, where applicable, an identifiable existing juristic person. Depending on how you interact with us, this may include:

• your name and surname;
• email address;
• telephone or mobile number;
• age or date of birth;
• gender, where voluntarily provided;
• residential or other address;
• location information;
• organisation, school or employer;
• photographs and videos;
• social media handles;
• volunteer information;
• programme participation information;
• information submitted through forms;
• information about your environmental activities;
• information associated with your App account;
• device and technical information;
• IP address;
• information about how you interact with our website or App;
• donation and transaction-related information; and
• any other information that you voluntarily provide to us.

We will only collect information that is reasonably necessary for a specific, lawful purpose.

4. How We Collect Personal Information

We may collect personal information directly from you when you:

• complete a form on our website;
• register as a volunteer;
• create or use an App account;
• register a clean-up or community activity;
• submit an environmental report;
• contact us by email, telephone or social media;
• subscribe to a newsletter or mailing list;
• make a donation;
• attend an event;
• participate in a survey or campaign;
• submit a photograph, video, story or other content;
• communicate with our staff or representatives; or
• otherwise interact with Clean South Africa.

We may also receive limited information from third-party service providers that help us operate our website, App, communications, events, payment systems or other services. Where we receive personal information from another party, we will process it in accordance with applicable law.

5. Why We Collect and Use Your Information

We may process your personal information for legitimate and specific purposes, including to:

5.1 Provide our services

We may use information to provide access to our website and App; create and manage user accounts; administer volunteer registrations; coordinate community activities; organise clean-ups and environmental programmes; respond to enquiries; provide information requested by you; and provide support to users.

5.2 Manage volunteers

If you register as a volunteer, we may use your information to process your volunteer application; communicate with you about volunteering opportunities; coordinate activities and events; confirm your participation; provide relevant training or information; manage volunteer records; communicate important programme or safety information; and understand volunteer participation and impact. We will not sell volunteer information to third parties.

5.3 Support community action

We may process information relating to community activities, clean-ups and environmental initiatives to coordinate activities; measure participation; understand where activities are taking place; document environmental impact; communicate with participating communities; and report on programme outcomes.

5.4 Operate the Clean South Africa App

The App may allow users to create an account; participate in environmental activities; report litter or environmental issues; discover or participate in community activities; record actions or contributions; track personal or community impact; receive notifications; and interact with Clean South Africa and other features introduced in future.

Depending on the features available, the App may process information such as account details, activity information, location information, photographs and device information. We will only request access to device functions such as location, camera, photographs or notifications where reasonably necessary for an App feature. You may control certain permissions through your device settings. Disabling a permission may affect the availability of a particular App feature.

5.5 Environmental reports

If you submit a report about litter, illegal dumping or another environmental issue, we may process the information contained in your report; photographs or videos; the location of the reported issue; the date and time of the report; and your account or contact information. We may use this information to investigate, map, understand, escalate or communicate about environmental issues. Where appropriate, information may be shared with relevant municipal, governmental, community or implementation partners to facilitate action.

5.6 Communications

We may use your contact information to respond to enquiries; send information you have requested; provide programme updates; communicate about volunteering or events; provide important service or App notifications; and, where permitted by law, send newsletters, campaigns or other communications. You may unsubscribe from promotional communications at any time.

5.7 Donations

If you donate to Clean South Africa, we may process information necessary to administer your donation; provide a donation acknowledgement; maintain appropriate financial records; comply with legal and accounting obligations; and communicate with you regarding your donation. Where payments are processed by a third-party payment provider, payment information may be processed directly by that provider in accordance with its own privacy policy and security practices. We do not intend to store complete payment card details unless this is specifically necessary and lawfully permitted.

6. Photographs, Videos and Stories

Clean South Africa documents environmental activities, campaigns, events and community initiatives. Photographs and videos may be taken at our events or submitted to us by participants, volunteers, partners or members of the public. Where required by law, we will obtain appropriate permission or consent before using identifiable individuals in photographs, videos or other public-facing content.

Content may be used for legitimate organisational purposes including our website; social media; educational materials; fundraising and donor communications; annual reports; campaign materials; presentations; media communications; and documentation of our environmental work.

If you submit content to us, you should ensure that you have the necessary rights and permissions to provide it. If you believe that an image, video or other content featuring you has been used inappropriately, please contact us at info@cleansouthafrica.org.

7. Location Information

Certain features of the Clean South Africa App may use location information, to identify the location of environmental reports; help users find activities or initiatives; record where community activities take place; map environmental issues; measure geographic participation and impact; and improve our programmes and services.

Where an App feature requires location information, we will seek the relevant device permission where required. We will not use precise location information for unrelated purposes without an appropriate lawful basis. Users should consider carefully whether they wish to include their home address or other sensitive location information when submitting public reports or content.

8. AI and Automated Features

The Clean South Africa App may use artificial intelligence (“AI”) and automated technologies to provide certain features. Depending on the features available, AI may be used to:

• help categorise or analyse environmental reports;
• identify or classify litter or environmental issues in photographs;
• provide information or recommendations;
• assist users with environmental education;
• analyse patterns in environmental activity;
• help process or organise information submitted through the App; and
• improve the functionality and usefulness of the App.

Where AI processes information you submit, we will take reasonable steps to ensure that the processing is conducted in accordance with applicable data-protection requirements.

Users should avoid submitting unnecessary sensitive personal information, identity documents, financial information or private information about other people through AI-powered features.

AI-generated information may not always be completely accurate. Users should not rely on AI-generated information as a substitute for professional, legal, medical, emergency or other specialist advice.

Where we use third-party AI providers to provide an App feature, information may be processed by those providers in accordance with applicable contractual, privacy and security requirements.

We will not intentionally use personal information to train publicly available AI models unless we have an appropriate lawful basis to do so and, where required, obtained the necessary consent.

9. Information About Children

Clean South Africa works with schools and young people as part of its environmental education programmes. We recognise that information relating to children receives additional protection under POPIA. Where we knowingly collect personal information from children, we will take appropriate steps to comply with applicable legal requirements, including obtaining consent from a competent person where required.

We do not intend for children to independently create accounts or provide personal information through services where the applicable law requires parental or guardian involvement.

Parents, guardians, schools or other authorised adults who believe that a child's information has been submitted to us without appropriate permission should contact us at info@cleansouthafrica.org. We will assess and address the request in accordance with applicable law.

10. Legal Basis for Processing

We will process personal information only where there is a lawful basis to do so. Depending on the circumstances, this may include your consent; performing a contract or providing a service you have requested; complying with a legal obligation; protecting legitimate interests; pursuing our legitimate organisational purposes where permitted by law; or another lawful basis recognised under POPIA.

Where we rely on consent, you may generally withdraw that consent, although withdrawal will not affect processing that occurred lawfully before withdrawal.

11. Sharing Personal Information

We do not sell your personal information. We may share personal information where reasonably necessary with:

• service providers who help us operate our website, App or programmes;
• technology and hosting providers;
• communications and email service providers;
• payment processors;
• event or programme partners;
• municipalities or government institutions;
• schools or authorised programme partners;
• professional advisers;
• auditors and accountants;
• funders or donors where appropriate and lawful;
• law enforcement or regulatory authorities where legally required; or
• other parties where you have provided appropriate consent or where disclosure is otherwise permitted by law.

Where we use third-party service providers to process personal information on our behalf, we will take reasonable steps to require appropriate confidentiality and security safeguards. We will not permit third parties to use your personal information for unrelated purposes simply because we have shared it with them.

12. Third-Party Services

Our website and App may use third-party services to provide functionality such as website hosting; analytics; maps and location services; email and communications; cloud storage; authentication; payment processing; push notifications; crash reporting; security; social media integration; and other technical services.

These providers may process certain information on our behalf or independently, depending on the service. Third-party services have their own terms and privacy policies. We encourage users to review them where appropriate.

13. International Data Transfers

Some technology, hosting or service providers used by Clean South Africa may operate outside South Africa. Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the transfer and subsequent processing comply with applicable POPIA requirements. This may include ensuring that the recipient is subject to appropriate legal protections, contractual safeguards, binding rules or another lawful mechanism.

14. Cookies and Website Technologies

Our website may use cookies and similar technologies, to make the website function properly; remember preferences; understand how visitors use our website; improve website performance; maintain security; and measure the effectiveness of our communications and campaigns. Some cookies may be placed by third-party services integrated into our website.

You can manage or disable cookies through your browser settings. Some website features may not function correctly if certain cookies are disabled. Where required by law, we will seek appropriate consent for non-essential cookies or similar technologies.

15. Analytics and Usage Information

We may collect technical information about how people use our website or App, including IP address; browser type; device type; operating system; approximate geographic information; pages or features accessed; dates and times of access; referring websites; App interactions; and technical error information.

We use this information to understand usage, improve our services, maintain security and evaluate the effectiveness of our programmes. Where reasonably possible, information used for statistical or analytical purposes may be aggregated or de-identified.

16. Direct Marketing

We may communicate with you about Clean South Africa campaigns, programmes, events, volunteering opportunities, fundraising initiatives, environmental information and other organisational activities where permitted by law. Where POPIA requires consent for electronic direct marketing, we will obtain the necessary consent.

You may unsubscribe from marketing communications at any time. Each promotional electronic communication should provide an appropriate mechanism for opting out.

17. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access; loss; misuse; destruction; alteration; disclosure; and other forms of unlawful processing. Security measures may include access controls, authentication, secure systems, encryption where appropriate, backups, monitoring and organisational procedures.

However, no electronic system or method of transmission over the internet can be guaranteed to be completely secure. You are responsible for keeping your account credentials confidential and should notify us if you believe that your account has been compromised.

18. Data Breaches

If we become aware of a security compromise involving personal information, we will take appropriate steps to investigate, contain and remediate the incident. Where required by POPIA, we will notify the Information Regulator and affected data subjects of a security compromise.

19. Data Retention

We will not retain personal information for longer than is necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods may depend on the nature of the information; the purpose for which it was collected; legal and regulatory requirements; accounting and financial obligations; legitimate organisational requirements; dispute resolution; security requirements; and whether the information is required for historical, reporting or archival purposes.

When information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it.

20. Your Rights

Subject to applicable law, you may have the right to:

• request access to personal information we hold about you;
• request correction or updating of inaccurate information;
• request deletion of personal information where legally applicable;
• object to certain processing;
• withdraw consent where processing is based on consent;
• object to direct marketing;
• request information about how your personal information is being processed; and
• lodge a complaint concerning the processing of your personal information.

Requests should be sent to info@cleansouthafrica.org. We may need to verify your identity before processing certain requests. Certain legal exceptions and limitations may apply.

21. Deleting Your App Account

If the Clean South Africa App allows users to create an account, you may request deletion of your account and associated personal information by contacting info@cleansouthafrica.org.

Some information may need to be retained where required by law, necessary for legitimate organisational purposes, required for financial or audit records, or necessary to establish, exercise or defend legal claims. Where information can no longer be associated with you, we may retain aggregated or anonymised information for research, reporting and impact-measurement purposes.

22. Volunteer Information

Volunteer information may be retained for purposes including managing participation; contacting volunteers about opportunities; maintaining programme records; measuring volunteer engagement; reporting programme impact; managing events; safeguarding participants; and complying with legal or organisational requirements.

We may contact registered volunteers about relevant opportunities and Clean South Africa activities. Volunteers may request access to or correction of their information and may request that their volunteer profile be removed, subject to applicable legal and operational requirements.

23. User-Generated Content

Certain Clean South Africa services may allow users to submit photographs; videos; stories; environmental reports; comments; clean-up information; community information; or other content.

You should not submit personal information belonging to another person unless you have the necessary permission or another lawful basis to do so. You should also avoid including sensitive personal information, identity documents, financial information, home addresses or other private information in publicly visible submissions.

Clean South Africa may moderate, remove or restrict content where necessary for safety, legality, privacy or the proper operation of our services.

24. Public Information and Community Features

Some App or website features may display information publicly, such as clean-up activities; community initiatives; environmental reports; impact statistics; public stories; or usernames or names associated with public contributions.

Where a feature is intended to be public, we will make this clear where reasonably practicable. Users should not submit information that they do not want publicly displayed. Where possible, we will provide users with appropriate controls over whether their contribution is publicly associated with their name or account.

25. Donor Information

We value the privacy of our donors. We may use donor information to administer donations, maintain financial records, issue acknowledgements and comply with applicable legal requirements. We will not sell or rent donor lists. Where donor recognition is published publicly, we will seek appropriate permission where required, particularly where an individual donor is identifiable.

26. Links to Other Websites

Our website or App may contain links to websites, platforms or services operated by third parties. We are not responsible for the privacy practices, content or security of third-party websites. We encourage you to review the privacy policies of third-party websites before providing them with personal information.

27. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our programmes; new website or App features; changes to technology; changes to legislation or regulatory requirements; or changes to our privacy practices.

The updated version will be published on our website with the revised “Last Updated” date. Where changes are material and notification is required, we will take appropriate steps to notify affected users.

28. Questions, Requests and Complaints

If you have questions about this Privacy Policy, want to exercise your rights, or believe that your personal information has been processed unlawfully, please contact Clean South Africa.

Clean South Africa Foundation NPC
Email: info@cleansouthafrica.org
Telephone: +27 68 797 3780
Website: www.cleansouthafrica.org

We will endeavour to respond to privacy-related requests within a reasonable period and in accordance with applicable law.

29. Information Regulator

If you are not satisfied with how we have handled your personal information, you may also contact the Information Regulator of South Africa, subject to the applicable procedures. The Information Regulator is the independent regulatory authority responsible for promoting and protecting rights relating to personal information under POPIA.

Information Regulator
Website: inforegulator.org.za
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200

30. Governing Law

This Privacy Policy is governed by the laws of the Republic of South Africa.

31. Contact

For all privacy-related matters:

Clean South Africa Foundation NPC
Registration Number: 2024/582813/08
NPO Number: 313-604
Email: info@cleansouthafrica.org
Telephone: +27 68 797 3780
Website: www.cleansouthafrica.org

A cleaner South Africa starts with all of us.