Dopamine Foundation – Privacy & Data Protection Policy

 

Dopamine Foundation (“we”, “our”, “us”) is committed to respecting your privacy and protecting the personal information you share with us through our various initiatives, including but not limited to hair donation, medicine donation, wig support, nutrition programmes, educational support and other social-impact projects.

 

This policy explains, in simple language, how we collect, use, store, share and protect your personal data.

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1. Who this policy applies to

 This policy applies to:

• Beneficiaries (patients, families, caregivers)

• Donors (hair, medicines, funds, other in-kind donations)

• Volunteers, interns and ambassadors

• Partners, vendors and service providers

• Anyone who contacts or engages with Dopamine Foundation online or offline

 

2. What information we collect

 Depending on the initiative and your relationship with us, we may collect:

 Identity & contact details

• Name, age or age range, gender (if shared), city and state

• Phone number, email address, postal address

 

Health-related information (only when necessary)

• Basic details related to your condition (e.g. type of cancer, stage, treatment type)

• Information relevant to wigs or support (e.g. hair loss due to treatment)

 

We aim to collect only minimal health information needed to provide support.

 

Donation & participation details

• Hair donation details (length, date, donation ID, city)

• Medicine donation details (type of medicine, expiry date, quantity)

• Wig support records (beneficiary ID, date of handover, wig type)

• Participation in programmes, events, campaigns or volunteering

 

Photographs, videos & stories

• Before/after photos related to wigs

• Photos/videos from events or donation campaigns

• Personal stories or testimonials (only with your consent)

 

Technical & communication data

• Basic information when you visit our website or social media (via cookies/analytics tools, where applicable)

• Records of communication (calls, messages, emails) for follow-up and support

 We do not knowingly collect data from children without the knowledge and consent of a parent/guardian.

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3. How we use your information

 We use your information only for legitimate purposes related to our work, such as:

• Providing services and support (e.g. wigs, nutrition, medicines, guidance)

• Verifying and processing donations (hair, medicines, funds, in-kind)

• Maintaining accurate internal records and audit trails

• Contacting you for follow-up, feedback, or clarification

• Preparing anonymised statistics and impact reports for donors, partners and regulatory bodies

• Conducting awareness, education and fundraising campaigns (only using your photo/story if you have given explicit consent)

• Complying with legal, accounting, and regulatory requirements

 

We aim to use the minimum amount of personal information required for each purpose.

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4. Legal basis & consent

 Where required by applicable law, we will:

• Inform you why we are collecting your data

• Ask for your consent for specific uses (for example, using your photo/story on social media)

• Allow you to refuse or withdraw consent for non-essential uses, such as publicity and storytelling 

Your access to essential support (like receiving a wig) does not depend on giving consent for public sharing of photos or stories.

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5. How we store & protect your data

We take reasonable and practical steps to keep your data secure, including:

• Storing physical records in locked cupboards or secure offices

• Storing digital records in password-protected systems with limited access

• Allowing access only to authorised team members or volunteers who need the information to perform their duties and who are bound by confidentiality expectations

While we strive to protect your information, no system can be 100% secure. We continually try to improve our safeguards in line with good practices and applicable law.

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6. When we share your information

 We do not sell your data.

 

We may share limited personal data only when necessary, for example:

• With service providers (such as printers, IT support, couriers) who help us deliver services, under confidentiality expectations

• With hospitals, doctors or partner organisations only with your knowledge and consent, where collaboration is needed to support you

• With regulatory authorities, auditors or government agencies when required by law

• In anonymised form (e.g. “X wigs provided in Jaipur this year”, “Y children supported”) for reports, presentations and donor communication

 Public sharing of your photos or personal story (e.g., on social media, website, brochures) will happen only if you have given us clear, written consent.

 

7. Your choices & rights

 Subject to applicable law, you may:

• Ask what personal data we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion or restriction of your data where appropriate

• Withdraw consent for certain uses (such as public sharing of photos/story), understanding that we may not be able to fully remove content already shared externally, but we will do what is reasonably possible under the circumstances

 To exercise these rights, you can contact us using the details below.

 

8. Data retention

 We keep personal data only for as long as reasonably necessary for:

• Providing services and support

• Meeting legal, accounting or reporting requirements

• Maintaining basic historical records of our work in anonymised or reduced form

Where possible, we will anonymise or minimise data over time.

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9. Children & vulnerable persons

 We recognise that many beneficiaries are children or vulnerable adults.

• We seek consent from a parent/guardian/caregiver where required.

• We take special care when dealing with their images and stories.

• We do not make public disclosures that could expose them to harm, stigma or unwanted attention.

 

10. Updates to this policy

 We may update this policy from time to time to reflect legal requirements, operational changes or best practices. The latest version will always be available on our website, and significant changes may be highlighted where appropriate.

 

11. Contact us

If you have any questions, concerns or requests about how we handle your personal information, please contact:

 Dopamine Foundation

D-11, Ganesh Marg, Bapu Nagar, Jaipur 302015, India

dopaminefoundation@gmail.com

+91 90019 40111

www.dopaminefoundation.org

 

We will do our best to respond in a timely and respectful manner.