Privacy Policy

Effective Date: [ 1 April 2025]

Kootami is committed to protecting your privacy. When you use Kootami’s services, whether through our website or mobile app, you entrust us with certain personal information. As a global platform for managing communities, associations, unions, and organizations, Kootami provides a seamless experience for users to connect, collaborate, organize events, raise funds, and manage members & memberships. We recognize the importance of this responsibility and are committed to safeguarding your data with the highest security standards. Our priority is to maintain your trust by ensuring your information is protected and handled with care.

This Privacy Policy is designed to help you understand what data we collect, why it is collected, and how we use it to enhance your experience. It also empowers you with full control over your information, allowing you to easily update, manage, or delete your data whenever you choose. Please read this policy carefully.

1. What Kootami Collects

Kootami collects both personal and non-personal data to ensure smooth and efficient service delivery. Below is an overview of the types of information we collect:

• Personal Data:
  • Organization Onboarding: Name of the organization, contact details, address, and other registration information
  • User Onboarding: Full name, email, phone number, profile picture, and membership details.
  • Bank Information: Account details provided by users or organizations for donations, event payments or any other. This data is encrypted and handled with the utmost confidentiality.
• Non-Personal Data:
  • Device information, browser type, IP address, usage patterns, and anonymized analytics data to improve platform performance and user experience.
• Sensitive Information:
  • In specific cases, Kootami may collect sensitive data (such as government-issued identification) for verification purposes. This data is collected with consent and is stored securely in compliance with relevant data protection laws.

All collected data is used only for the intended purpose and is never shared with unauthorized third parties. Users maintain full control over their information and can update or delete it at any time.

2. How We Use Your Information

We use the collected information for various purposes, including but not limited to:

• App Functionality: To manage your account, facilitate communication within organizations, and provide event management, fundraising, and directory features.
• Personalization: To customize your experience within the app, showing relevant organizations, events, and notifications.
• Improvement: To analyze app usage and performance, troubleshoot issues, and improve features.
• Payments: To process payments for memberships, donations, or other transactions.
• Legal Compliance: To comply with legal obligations or respond to lawful requests by public authorities.

3. Sharing Your Information

We do not share your personal information with third parties except under the following circumstances:

• With Your Consent: We may share your data with third parties if you give us explicit permission.
• Service Providers: We may share information with third-party service providers who assist with app functionality (e.g., payment processors, hosting services).
• Legal Requirements: We may disclose your information if required by law or to protect our legal rights.
• Organizational Sharing: Data related to your membership in specific organizations may be shared with those organizations as part of app functionality.

4. Data Security

We take data security seriously and employ various measures to protect your information, including encryption, secure data storage, and restricted access controls.Kootami has implemented and continuously enhances technical and organizational measures to protect the information collected through our services from loss, misuse, unauthorized access, disclosure, alteration, or destruction. Your privacy and the security of your data are our top priorities.

5. Your Choices and Rights

You have certain rights regarding your personal information:

• Access: You can request access to your personal data at any time.
• Correction: You can update or correct inaccurate information in your account settings.
• Deletion: You can request the deletion of your account and personal data, subject to legal requirements or legitimate business purposes.
• Opt-out: You can opt out of certain data collection practices (e.g., location services) by adjusting your device settings.

6. Children

Kootami's services are not intended for individuals under the age of 13 (or under 16 for children in the European Economic Area or the United Kingdom). If you are under the age of 13 (or 16 in the specified regions), we kindly ask that you refrain from using our services or submitting any personal information. If you believe that a child under the age of 13 (or 16 in the specified regions) has provided us with personal information, please contact us at support@kootami.com, and we will take appropriate measures to remove that information from our records in compliance with applicable laws.

Additionally, if you provide us with information about a child under the age of 16, you confirm that you are the child’s parent or legal guardian, or that you have obtained the necessary authority and consent from the child's parent or legal guardian to create an account or fundraise on their behalf. This consent allows us to access, disclose, and utilize the relevant data associated with the child's account.

7. Cookies

Cookies are small text files that are stored on your device when you visit a website. They help the website recognize your device and remember certain information about your visit, such as your preferences and login details.

How Kootami Uses Cookies?

We use cookies for various purposes, including but not limited to:

• Essential Cookies: These are necessary for the basic functionality of our platform, allowing you to navigate the site and use its features.
• Performance Cookies: These cookies collect information about how visitors use our website, helping us understand which pages are popular and how users interact with our services. This information helps us improve our website's performance.
• Functionality Cookies: These cookies allow our website to remember your preferences and provide enhanced features, such as personalized content.
• Advertising Cookies: We may use cookies to deliver advertisements relevant to you and your interests, as well as to measure the effectiveness of our marketing campaigns.

Managing Your Cookie Preferences:

You have the ability to manage your cookie preferences at any time. Most web browsers allow you to refuse cookies or alert you when cookies are being sent. However, please note that if you choose to disable cookies, some features of our platform may not function properly.

8. Links to Other Websites

Kootami’s services may contain links to third-party websites that are not operated or controlled by us (the “Third-Party Sites”). Our privacy policies and practices do not apply to these Third-Party Sites. The presence of links on our platform does not imply that Kootami endorses or has reviewed the content of these sites. We recommend that you review the privacy policies of any Third-Party Sites directly for information on their data handling practices.

9.Your Information Retention and Deletion

At Kootami, we are committed to managing your personal information responsibly. This policy outlines how long we retain your information and the process for deleting it.

Information Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. The specific retention periods depend on various factors, including:

• Service Duration: Information related to your account and usage of our services will be retained as long as your account is active or as needed to provide you with our services.
• Legal Obligations: We may retain certain information to comply with applicable laws, regulations, or legal requests, even after your account is deactivated or you stop using our services.
• Business Needs: Information may be retained to support our business operations, such as analytics, audits, and fraud prevention.

Information Deletion

You have the right to request the deletion of your personal information under certain circumstances. If you wish to delete your information, you can do so by following these steps:

• Account Deactivation: You may deactivate your account through the settings in your Kootami account or by contacting our support team.
• Data Deletion Request: To request deletion of specific information, please submit a Data Subject Request by emailing support@kootami.com.
• Confirmation of Deletion: Once we receive your request, we will verify your identity and process your deletion request. We will notify you once your information has been deleted or if we are unable to fulfill your request for any reason.

Please note that even after you request deletion, we may retain certain information as required by law or for legitimate business purposes.

10.International Data Transfers

Kootami is a global platform, which means your personal information may be transferred to and processed in countries outside of your own. These transfers are essential for us to provide seamless services across regions, including support, operations, and technical infrastructure.

How We Safeguard International Transfers

We ensure that all international transfers of personal data comply with applicable data protection laws by implementing appropriate safeguards, including:

• Standard Contractual Clauses (SCCs): For transfers outside the European Economic Area (EEA) or the United Kingdom, we use legally approved SCCs to ensure your data receives the same level of protection as required by local laws.
• Local Data Protection Compliance: In every region where we operate, Kootami complies with local laws and regulations governing data privacy and security.
• Third-Party Data Processors: When we share data with service providers outside your country, we ensure they follow strict data protection agreements aligned with international privacy standards.

Your Rights and Consent

By using Kootami's services, you consent to the transfer of your personal data across international borders, including to countries with data protection laws that may differ from those in your home country. Regardless of location, we are committed to protecting your privacy and handling your information with care.

11. Changes to This Policy

Kootami reserves the right to update or modify this Privacy Notice at any time. We will notify you of any significant updates or changes made to this Notice. If you do not agree with any revisions, you may deactivate your account or discontinue using our services. We encourage you to review this Notice periodically for any updates or changes.

By continuing to use our services after any updates or modifications, you acknowledge that you have read and understood the terms of the Privacy Notice as updated.

12. Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact us at support@kootami.com.