THELMA ELLIS SIXTEEN FOUNDATION INC
thelmaellis.org
PRIVACY & DATA PROTECTION POLICY
GDPR | CCPA | Jamaica Data Protection Act | Cookie Policy
Effective Date: January 1, 2025 | Version 2.0
Data Controller
Thelma Ellis Sixteen Foundation Inc
DPO Contact
privacy@thelmaellis.org
Jurisdiction
USA | EU | Jamaica
Breach Notification
72 hrs (GDPR) | 45 days (CCPA)

1. Introduction and Organization Overview

Thelma Ellis Sixteen Foundation Inc ("the Foundation," "we," "us," or "our"), operating through the website thelmaellis.org, is committed to protecting the privacy, confidentiality, and security of all personal data we collect, process, and store. This Privacy and Data Protection Policy ("Policy") outlines our obligations, practices, and the rights of individuals ("data subjects") whose data we handle.

This Policy applies to all directors, officers, employees, volunteers, contractors, and third-party service providers acting on behalf of the Foundation. It governs personal data collected through our website, programs, donation processes, email communications, social media presence, and any other means.

1.1 Scope of Application

This Policy covers:

Personal data of donors, volunteers, beneficiaries, employees, and program participants

Data collected via thelmaellis.org and any related subdomains

Offline data collected through events, forms, or direct communication

Data processed by third-party processors acting on our behalf

1.2 Legal Framework

The Foundation operates under multiple overlapping legal frameworks. This Policy is designed to meet the highest applicable standard across all jurisdictions in which we operate or process data, including:

EU/UK General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679

California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)

Jamaica Data Protection Act, 2020 (DPA 2020)

US sector-specific laws including applicable state privacy statutes

2. Key Definitions

For the purposes of this Policy, the following definitions apply:

Term Definition
Personal Data Any information relating to an identified or identifiable natural person, including name, email, IP address, donation history, or any identifier.
Data Subject Any natural person whose personal data is processed by the Foundation.
Data Controller Thelma Ellis Sixteen Foundation Inc, which determines the purposes and means of processing personal data.
Data Processor A third party that processes personal data on behalf of the Foundation under a written agreement.
Processing Any operation performed on personal data, including collection, recording, storage, use, disclosure, or deletion.
Special Category Data Sensitive data including health, racial/ethnic origin, religious beliefs, biometric data, or political opinions (GDPR Art. 9).
Consent Freely given, specific, informed, and unambiguous indication of agreement to data processing.
Data Breach A security incident leading to accidental or unlawful destruction, loss, alteration, disclosure, or access to personal data.
DPO Data Protection Officer - the individual responsible for overseeing data protection strategy and compliance.

3. Personal Data We Collect

3.1 Categories of Data Collected

We collect the following categories of personal data:

Identity and Contact Information

Full name, title, date of birth

Postal address, email address, telephone number

Organization/employer name (for institutional donors)

Donation and Financial Information

Donation amounts and dates

Payment method type (we do not store full payment card details)

Employer matching gift program information

Program and Beneficiary Data

Application details, eligibility information

Program participation records, educational records

Family composition where relevant to program eligibility

Technical and Usage Data

IP address, browser type, device identifiers

Cookies and tracking technology data (see Appendix A)

Pages visited, time spent, referral sources

Geolocation data (city/country level only)

Communications Data

Records of email, phone, and written communications

Survey responses and feedback

Social media interactions where Foundation accounts are involved

3.2 Data We Do Not Collect

The Foundation does not intentionally collect Special Category Data (GDPR Art. 9) unless explicitly required for a specific program and with explicit consent. We do not collect data from children under 13 without verifiable parental consent.

4. Legal Basis for Processing (GDPR)

In accordance with GDPR Article 6, we process personal data only where a lawful basis exists. The applicable legal bases are:

Legal Basis When Applied Example Processing Activities
Consent (Art. 6(1)(a)) Marketing emails, non-essential cookies, newsletter subscriptions Email newsletter opt-in, social media retargeting
Contract (Art. 6(1)(b)) Fulfilling donor acknowledgments, program agreements Issuing donation receipts, enrollment confirmations
Legal Obligation (Art. 6(1)(c)) Tax reporting, regulatory compliance IRS Form 990 filings, audit requirements
Legitimate Interests (Art. 6(1)(f)) Security monitoring, fraud prevention, analytics Website security logs, aggregate impact reporting

5. How We Use Personal Data

5.1 Primary Purposes

Processing and acknowledging donations; issuing tax receipts and gift aid declarations

Administering scholarship, grant, and program applications

Communicating updates about the Foundation's mission, programs, and impact

Responding to inquiries, complaints, and data subject requests

Conducting background checks where required for volunteer or staff positions

Maintaining financial and accounting records as required by law

Improving website functionality and user experience

5.2 Marketing and Communications

We will only send marketing or fundraising communications where you have provided consent or where we have a legitimate interest in contacting existing donors. You may opt out at any time by clicking the unsubscribe link in any email or contacting privacy@thelmaellis.org.

5.3 Profiling and Automated Decision-Making

We do not engage in fully automated decision-making that produces legal or similarly significant effects on individuals. We may use aggregate analytics tools to understand donor behavior, but these do not create individual profiles for decision-making purposes.

6. Data Sharing and Third-Party Processors

6.1 When We Share Data

We do not sell personal data. We may share data with:

Payment processors (e.g., Stripe, PayPal) to process donations securely

Email service providers for communications (e.g., Mailchimp)

Cloud storage and CRM providers under written data processing agreements

Legal, accounting, or audit firms under confidentiality obligations

Government or regulatory bodies where required by law

Program partners who co-administer specific initiatives, under appropriate agreements

6.2 Data Processing Agreements

All third-party processors who handle personal data on our behalf are required to enter into a Data Processing Agreement (DPA) that meets the requirements of GDPR Article 28. These agreements mandate that processors implement appropriate technical and organizational security measures, use data only for specified purposes, and assist with data subject rights.

6.3 International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA) or Jamaica, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission, adequacy decisions, or other lawful transfer mechanisms under GDPR Chapter V and the Jamaica DPA 2020.

7. Your Rights Under GDPR

If you are located in the EU, UK, or EEA, you have the following rights under the GDPR. To exercise any of these rights, contact us at privacy@thelmaellis.org. We will respond within 30 days.

Right Description
Right of Access (Art. 15) You may request a copy of all personal data we hold about you and information about how it is processed.
Right to Rectification (Art. 16) You may request correction of inaccurate or incomplete personal data.
Right to Erasure (Art. 17) You may request deletion of your data where it is no longer necessary, consent is withdrawn, or processing was unlawful.
Right to Restriction (Art. 18) You may request that we limit processing of your data in certain circumstances, e.g., while accuracy is contested.
Right to Portability (Art. 20) You may receive your data in a structured, machine-readable format to transmit to another controller.
Right to Object (Art. 21) You may object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent (Art. 7) Where processing is based on consent, you may withdraw it at any time without affecting prior lawful processing.
Right to Complain You have the right to lodge a complaint with your local supervisory authority (e.g., ICO in the UK, relevant EU DPA).

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Our retention schedule includes:

Data Category Retention Period Legal / Business Basis
Donation and financial records 7 years IRS, tax, and audit requirements
Program participant records 7 years post-program Accountability and reporting
Website analytics (non-personal) 26 months Standard analytics retention
Email marketing preferences Until opt-out or 3 years inactive Consent management
Staff and volunteer records 7 years post-engagement Employment law requirements
Security/access logs 12 months Cybersecurity best practices
Cookie consent records 3 years GDPR accountability

9. Security Measures

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, destruction, or alteration, in accordance with GDPR Article 32, CCPA, and the Jamaica DPA 2020.

9.1 Technical Controls

SSL/TLS encryption for all data in transit to and from thelmaellis.org

AES-256 encryption for sensitive data at rest

Multi-factor authentication (MFA) for all staff accessing personal data systems

Role-based access controls and principle of least privilege

Regular automated vulnerability scanning and penetration testing

Web Application Firewall (WAF) and DDoS protection

9.2 Organizational Controls

Annual data protection training for all staff and volunteers with data access

Privacy impact assessments (DPIAs) for new high-risk processing activities

Data protection clauses in all employment contracts and vendor agreements

Clean desk policy and secure disposal of physical documents

Documented information security policy reviewed annually

10. California Consumer Privacy Act (CCPA/CPRA) Compliance

This section applies specifically to California residents. If you are a California resident, you have specific rights under the CCPA (as amended by the CPRA) regarding your personal information.

10.1 Applicability

The Foundation acknowledges that to the extent it meets the thresholds for CCPA applicability, it will comply fully with its obligations. Even if not legally required, we apply CCPA-aligned practices as a matter of good governance for California-based donors, volunteers, and program participants.

10.2 Categories of Personal Information Collected (CCPA)

In the preceding 12 months, we have collected the following categories of personal information as defined by the CCPA:

Identifiers: Name, email, postal address, IP address, unique device identifiers

Commercial Information: Donation history, program enrollment records

Internet/Network Activity: Browsing behavior on thelmaellis.org, interaction with emails

Geolocation Data: Approximate location based on IP address

Inferences: Donor interest segments derived from donation patterns for communications purposes

10.3 Sources of Personal Information

Directly from individuals through website forms, donation pages, event registration

Automatically through cookies and tracking technologies (see Appendix A)

From third-party platforms such as social media or payment processors

10.4 Business or Commercial Purposes for Collection

Processing donations and issuing receipts

Program administration and eligibility determinations

Sending newsletters and fundraising communications (with consent)

Improving website functionality and donor experience

Complying with legal and tax reporting obligations

10.5 Sale or Sharing of Personal Information

We do NOT sell personal information as defined by the CCPA/CPRA. We do not share personal information with third parties for cross-context behavioral advertising.

10.6 Your CCPA Rights

California residents have the following rights:

Right to Know

You have the right to request that we disclose: (1) the categories and specific pieces of personal information we have collected about you; (2) the categories of sources; (3) the business purpose for collection; and (4) the categories of third parties with whom we share information.

Right to Delete

You may request deletion of personal information we have collected, subject to certain exceptions including legal obligations, fraud prevention, and completing transactions.

Right to Correct

Under the CPRA, you have the right to request correction of inaccurate personal information we maintain about you.

Right to Opt-Out of Sale/Sharing

As we do not sell personal information, this right is not triggered. However, should our practices change, we will provide a prominent Do Not Sell or Share My Personal Information link.

Right to Limit Use of Sensitive Personal Information

Where we collect sensitive personal information as defined by CPRA, you have the right to limit its use to what is necessary to perform the services.

Right to Non-Discrimination

We will not discriminate against California residents who exercise their CCPA/CPRA rights. This means we will not deny services, charge different prices, or provide a different level of service based on the exercise of privacy rights.

10.7 Exercising Your CCPA Rights

To exercise your CCPA rights, submit a verifiable consumer request by:

Email: privacy@thelmaellis.org (subject line: CCPA Request)

Online form at: thelmaellis.org/privacy-request

We will respond to verifiable consumer requests within 45 calendar days. We may extend this period by an additional 45 days where necessary, with prior notice. We are not required to provide personal information more than twice in a 12-month period.

10.8 Authorized Agents

California residents may designate an authorized agent to make a CCPA request on their behalf. The agent must provide written authorization signed by the consumer, and we may require additional verification of the consumer's identity.

10.9 CCPA Financial Incentive Notice

We do not offer any financial incentives or price differences in exchange for the collection or sale of personal information.

11. Jamaica Data Protection Act 2020 Compliance

This section applies to individuals in Jamaica and to the Foundation's operations that involve Jamaican data subjects, including beneficiaries, volunteers, and partners located in Jamaica.

11.1 Overview of the Jamaica DPA 2020

The Data Protection Act, 2020 (the "DPA") came into effect in Jamaica with the objective of protecting the privacy of individuals with regard to personal information. The Foundation, to the extent it processes personal data of Jamaican residents or operates programs within Jamaica, commits to full compliance with the DPA and the oversight of the Office of the Information Commissioner (OIC).

11.2 Data Protection Principles Under Jamaica DPA

The Foundation adheres to all data protection principles under Section 6 of the Jamaica DPA, which require that personal data be:

Collected for specified, explicit, and legitimate purposes

Processed lawfully, fairly, and in a transparent manner

Adequate, relevant, and limited to what is necessary

Accurate and, where necessary, kept up to date

Retained no longer than necessary for the specified purpose

Processed in a manner ensuring appropriate security

11.3 Registration with the Office of the Information Commissioner

Where required under the Jamaica DPA, the Foundation will register as a data controller with the Office of the Information Commissioner (OIC) and maintain current registration details including the types of personal data held and purposes for processing.

11.4 Rights of Data Subjects Under Jamaica DPA

Individuals whose personal data is held by the Foundation in connection with Jamaican operations have the following rights under the DPA 2020:

Right of access to personal data held about them

Right to correction of inaccurate, incomplete, or misleading data

Right to request deletion of data held without justification

Right to object to processing for certain purposes

Right to complain to the Office of the Information Commissioner

11.5 Cross-Border Data Transfers - Jamaica

The Foundation will not transfer personal data of Jamaican data subjects to a country or territory outside Jamaica unless: (a) the recipient country ensures an adequate level of protection; (b) the data subject has given consent; (c) the transfer is necessary for a contract; or (d) other conditions specified under the DPA are met.

11.6 Breach Notification - Jamaica

In the event of a personal data breach involving Jamaican data subjects, the Foundation will notify the Office of the Information Commissioner and affected individuals in accordance with the timeframes and procedures prescribed under the Jamaica DPA 2020 and any applicable regulations.

11.7 Contact for Jamaica Data Protection Inquiries

For inquiries related to the Jamaica Data Protection Act, data subjects may contact the Foundation's Privacy Officer at privacy@thelmaellis.org or write to the Foundation's address. Jamaican data subjects may also contact the Office of the Information Commissioner at www.oic.gov.jm.

12. Children's Privacy

The Foundation does not knowingly collect personal data from children under the age of 13 (or 16 in the EU under GDPR) without verifiable parental or guardian consent. Our website is not directed to children. If we become aware that we have inadvertently collected such data, we will take prompt steps to delete it.

For scholarship or program applications involving minors, parental consent is explicitly obtained, and data is handled with heightened care. Such data is stored separately and accessed only by authorized personnel on a need-to-know basis.

13. Changes to This Policy

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

Update the effective date at the top of this Policy

Post the revised Policy prominently on thelmaellis.org

Notify registered subscribers via email for significant changes

Obtain fresh consent where required by law

Continued use of our website or services after an update constitutes acceptance of the revised Policy.

14. Contact Information

Data Controller / Privacy Officer
Thelma Ellis Sixteen Foundation Inc
Website: thelmaellis.org
Email: privacy@thelmaellis.org
Data Subject Requests
Email: privacy@thelmaellis.org
Subject: [GDPR / CCPA / DPA Request]
Response Time: Within 30 days

Appendix A: Cookie Policy

This Cookie Policy forms part of the Foundation's Privacy Policy and explains how cookies and similar technologies are used on thelmaellis.org.

A.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They serve various functions, from enabling essential website features to helping website owners understand how users interact with their content.

A.2 Types of Cookies We Use

Cookie Type Consent Required Retention Purpose / Examples
Strictly Necessary No Session Login sessions, shopping cart, security tokens, CSRF protection
Functionality Yes Up to 1 year Language preferences, remembered form data, accessibility settings
Performance / Analytics Yes Up to 2 years Google Analytics, page load monitoring, aggregate usage statistics
Marketing / Targeting Yes Up to 2 years Social media pixels (Facebook, Instagram), retargeting, conversion tracking

A.3 Cookie Consent

On your first visit to thelmaellis.org, you will be presented with a cookie consent banner that allows you to accept or decline non-essential cookies. Your preferences are stored and respected for future visits. You can change your cookie preferences at any time by clicking the Cookie Settings link in the website footer.

A.4 Managing Cookies

You can also manage cookies through your browser settings. Common browser controls include:

Chrome: Settings > Privacy and Security > Cookies and other site data

Firefox: Options > Privacy & Security > Cookies and Site Data

Safari: Preferences > Privacy > Manage Website Data

Edge: Settings > Site Permissions > Cookies and site data

Note that disabling strictly necessary cookies may affect the functionality of our website.

A.5 Third-Party Cookies

Some cookies on our site are set by third-party services such as Google Analytics, social media platforms, and payment processors. These third parties have their own privacy policies which govern their use of cookie data. We recommend reviewing their policies:

Google Analytics: policies.google.com/privacy

Facebook/Meta Pixel: facebook.com/privacy/policy

PayPal: paypal.com/privacy

A.6 Do Not Track

Some browsers have a Do Not Track feature. Currently, there is no industry standard for how websites should respond to Do Not Track signals. Our website does not currently alter its behavior in response to Do Not Track signals, but we will continue to monitor developments in this area.

Appendix B: Data Breach Incident Response Plan

This appendix provides the Foundation's formal procedure for detecting, containing, assessing, and reporting personal data breaches in compliance with GDPR Article 33, CCPA, and the Jamaica DPA 2020.

B.1 Purpose and Scope

This Incident Response Plan (IRP) applies to any actual or suspected breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data processed by Thelma Ellis Sixteen Foundation Inc. All staff, volunteers, and contractors must follow this plan.

B.2 Incident Response Team

Role Responsibility Key Actions
Data Protection Officer (DPO) Overall incident lead Coordinate response, make notification decisions, communicate with regulators
Executive Director Organizational authority Approve communications, escalate to board, authorize resources
IT/Systems Administrator Technical containment Isolate affected systems, preserve evidence, restore services
Legal Counsel Legal guidance Assess legal obligations, review notifications, advise on liability
Communications Lead External messaging Draft statements for public, media, donors, and beneficiaries

B.3 Incident Response Phases

Phase 1: Detection and Initial Assessment (0-4 Hours)

Identify and log the potential incident with date, time, and nature of the suspected breach

Immediately notify the Data Protection Officer and IT Administrator

Preserve all evidence: do not delete logs, emails, or records

Conduct initial triage to determine if this is a confirmed breach or false positive

Complete the Initial Incident Report Form (IIR-001)

Phase 2: Containment (4-24 Hours)

Isolate affected systems, accounts, or data repositories to prevent further exposure

Revoke compromised credentials and disable unauthorized access points

Notify cloud or hosting providers if their infrastructure is involved

Conduct a preliminary assessment of data affected, individuals impacted, and potential harm

Determine whether law enforcement notification is required (e.g., ransomware, suspected crime)

Phase 3: Risk Assessment and Notification Decision (24-48 Hours)

The DPO, with legal counsel, conducts a formal risk assessment to determine:

Nature of the personal data involved (sensitivity, volume, categories)

Likely consequences for affected individuals (identity theft, discrimination, financial loss)

Effectiveness of security measures in place at the time of the breach

Whether notification to regulators and/or individuals is required

Notification Thresholds: GDPR requires notification to the supervisory authority within 72 hours of becoming aware of a breach likely to result in risk to individuals' rights and freedoms. CCPA requires notification to affected California residents within 45 calendar days. Jamaica DPA requires notification as soon as reasonably practicable.

Phase 4: Regulatory and Individual Notification

GDPR Supervisory Authority Notification (within 72 hours) must include:

Nature of the breach and categories and approximate number of individuals affected

Name and contact details of the DPO

Likely consequences of the breach

Measures taken or proposed to address the breach

Individual Notification (where high risk to individuals) must include:

Clear description of the nature of the breach in plain language

Name and contact details of the DPO

Likely consequences and risks to the individual

Measures taken to address the breach and mitigate its effects

Recommended steps individuals can take to protect themselves

Phase 5: Eradication and Recovery

Remove malware, close vulnerabilities, and restore systems from clean backups

Implement additional security controls as identified during the investigation

Restore services in a controlled and monitored manner

Verify that the breach has been fully contained and no further exposure exists

Phase 6: Post-Incident Review (Within 30 Days)

Conduct a formal post-incident review with all involved parties

Document lessons learned, root cause analysis, and timeline reconstruction

Update risk assessments, security measures, and this IRP based on findings

Brief the Board of Directors on significant incidents

Retain all incident documentation for a minimum of 5 years

B.4 Incident Severity Classification

Severity Criteria Response Time Notification
P1 - Critical Mass data breach, sensitive data exposed, regulatory reportable Immediate (within 1 hour) DPO, Legal, Exec, Regulator within 72 hrs
P2 - High Unauthorized access to personal data, potential for significant harm Within 4 hours DPO, Exec, assess regulatory notification
P3 - Medium Limited data exposure, low risk to individuals Within 24 hours DPO, document; monitor for escalation
P4 - Low No personal data exposed, internal systems only Within 72 hours IT log; DPO informed

Appendix C: Data Protection Risk Matrix

This risk matrix provides a visual tool for assessing and prioritizing data protection risks facing the Foundation. It is reviewed annually or following significant changes to processing activities.

C.1 Risk Matrix (Likelihood vs. Impact)

The matrix below illustrates the intersection of likelihood and impact to produce an overall risk rating. All processing activities and identified threats should be plotted against this matrix.

Likelihood \ Impact Negligible Minor Moderate Major Catastrophic
Almost Certain Medium High Critical Critical Critical
Likely Low Medium High Critical Critical
Possible Low Medium High High Critical
Unlikely Low Low Medium High High
Rare Low Low Low Medium Medium
LOW - Monitor & manage MEDIUM - Address within 90 days HIGH - Address within 30 days CRITICAL - Immediate action required

C.2 Risk Register - Current Data Protection Risks

The following table documents identified risks to the Foundation's data processing activities, their assessed ratings, and assigned mitigation controls.

Risk Description Likelihood Impact Rating Key Controls / Mitigations
Unauthorized data access / breach Possible Catastrophic Critical Encryption, access controls, MFA
Phishing / social engineering attack Likely Major Critical Staff training, email filtering
Accidental data disclosure Possible Moderate High Data handling procedures, training
Third-party vendor breach Unlikely Major High Vendor assessment, DPAs
Ransomware / malware infection Unlikely Major High Backups, endpoint protection
Non-compliance penalty (GDPR/CCPA) Unlikely Moderate Medium Compliance audits, policy review
Data subject rights violation Unlikely Minor Low Rights request process
Cookie/tracking non-compliance Possible Minor Medium Cookie consent management
Website data collection errors Rare Minor Low Regular audits, testing
Loss of donor/beneficiary trust Unlikely Major High Transparency, communications plan

C.3 Risk Treatment Approach

Risk treatment decisions are based on the following framework:

Rating Treatment Governance Review Cycle
Critical Immediate mitigation or avoidance. Escalate to Board. Executive Director + DPO + Board Monthly until resolved
High Implement controls within 30 days. DPIA required. DPO + Executive Director Quarterly
Medium Action plan within 90 days. Monitor closely. DPO Semi-annually
Low Accept with documented rationale. Monitor. Privacy Officer Annually
Thelma Ellis Sixteen Foundation Inc
Privacy & Data Protection Policy | Version 2.0 | Effective January 1, 2025
thelmaellis.org | privacy@thelmaellis.org
This document is subject to annual review. Unauthorized reproduction without permission is prohibited.