Interns & Educators Data Protection Addendum

Applies to: All interns, educators, volunteers and program participants

1.Purpose

This Addendum supplements ICDS.ngo’s Privacy Policy and is intended to provide additional protections regarding the collection, use, storage, and disclosure of personal information for interns, educators, program participants (including minors), and sponsors (“Protected Individuals”).

2.Scope of Personal Information

“Personal Information” includes, but is not limited to: full name, date of birth, contact details, educational and professional records, photographs, video recordings, biometric data, health-related information, and any other identifying data collected during participation in programs, internships, or educational activities.

3.Collection and Use

  • Personal Information of Protected Individuals will only be collected for legitimate, documented purposes directly related to program participation, internship management, educational activities, reporting to sponsors, or legal obligations.

  • ICDS.ngo shall not collect unnecessary or excessive information, and any sensitive data (including health or biometric information) will be handled with the highest security standards.

  • Interns and educators must consent to the collection and use of their information. For minors, consent must be obtained from a parent or legal guardian.

4.Data Security and Storage

  • All Personal Information will be stored securely using appropriate administrative, technical, and physical safeguards to prevent unauthorized access, disclosure, alteration, or destruction.

  • Only authorized staff, educators, and designated program coordinators may access Personal Information for legitimate organizational purposes.

  • Any third-party service providers engaged by ICDS.ngo to support programs must comply with equivalent data protection obligations.

5.Data Sharing and Disclosure

  • Personal Information of Protected Individuals will not be sold, traded, or disclosed to third parties for marketing purposes.

  • Disclosure to sponsors or partners will occur only when necessary for program administration or reporting and will be limited to information relevant to the intended purpose.

  • Legal obligations, court orders, or immediate safety concerns may require disclosure; such disclosures will be documented and minimized.

6.Rights of Protected Individual

  • Interns, educators, program participants, and their guardians may request access to, correction of, or deletion of their Personal Information, subject to any legal or operational constraints.

  • ICDS.ngo will respond promptly to such requests in accordance with applicable privacy laws and nonprofit best practices.

7.Retention and Disposal

  • Personal Information will be retained only as long as necessary for program administration, legal compliance, or organizational reporting obligations.

  • Upon expiration of retention periods, all Personal Information will be securely destroyed or anonymized.

8.Accountability and Compliance

  • ICDS.ngo’s designated Privacy Officer is responsible for monitoring compliance with this Addendum.

  • Staff, interns, and educators must complete mandatory data protection training and adhere to the Organization’s child safety, volunteer, and data protection policies.

  • Breaches or suspected breaches of Personal Information security must be reported immediately to the Privacy Officer.

9.Limitation of Liability

While ICDS.ngo takes all reasonable steps to protect Personal Information, no system is completely impervious. ICDS.ngo is not liable for unauthorized access that occurs despite compliance with security measures, provided that all reasonable safeguards were implemented.

10.Acknowledgment and Agreement

By participating in ICDS.ngo programs as an intern, educator, or program participant, or by acting on behalf of a minor or sponsor, the individual acknowledges that they have read, understood, and agree to the terms of this Addendum.