Privacy Policy

1. Introduction

At HERDS (Health Education and Rural Development Society), we are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or interact with our services.

2. Definitions

For clarity, the following terms are used in this Privacy Policy:

• “Personal Data” means any information that identifies you as an individual, such as name, email address, phone number, PAN card details, billing address, and IP address.
• “Website” refers to the HERDS website accessible at herdsindia.org and any associated platforms.
• “We”, “Us”, or “HERDS” refers to Health Education and Rural Development Society.
• “Processing” means any operation performed on personal data, including collection, storage, use, or disclosure.

3. Information We Collect

3.1 Personal Information

We may collect the following personal information:

• Contact Information: Name, email address, phone number
• Donation Information: Billing address, payment details (processed securely through PCI DSS compliant payment gateway)
• Communication: Messages sent through our contact forms
• Tax Information: PAN card details for 80G certificate processing. PAN is required under Indian tax regulations for issuing 80G receipts for donations of ₹50,000 or above, and may be requested for other amounts as per applicable rules.

3.2 Automatically Collected Information

• IP address and browser information
• Pages visited and time spent on our website
• Device information and operating system
• Referral source (how you found our website)

4. How We Use Your Information

We use your information for the following purposes:

• Processing Donations: To process your donations securely and provide receipts
• Tax Documentation: To generate 80G certificates for tax deduction benefits
• Communication: To respond to your inquiries and provide updates about our work
• Legal Compliance: To comply with legal and regulatory requirements
• Website Improvement: To analyze usage patterns and improve user experience

5. Information Sharing and Disclosure

5.1 We DO NOT Sell Your Information

We never sell, rent, or trade your personal information to third parties.

5.2 Limited Sharing

We may share your information only in these specific cases:

• Payment Processing: With Razorpay for secure payment processing
• Legal Requirements: When required by law or court orders
• Tax Authorities: For 80G certificate verification if required
• Service Providers: With trusted partners who help operate our website (under strict confidentiality)

6. Data Security

While we implement industry-standard security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information.

7. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Objection: Object to processing of your personal information for marketing purposes
• Portability: Request transfer of your information to another organization
• Withdraw Consent: You may withdraw your consent at any time. To withdraw consent, email us at herdsindia@yahoo.com. Withdrawal does not affect past lawful processing.

8. Cookies and Tracking

8.1 Cookie Usage

Our website may use cookies to:

• Remember your preferences and settings
• Analyze website traffic and user behavior
• Improve website functionality and user experience
• Ensure security of our website

Important: We do not use advertising or tracking cookies from third-party marketers.

8.2 Managing Cookies

You can control cookies through your browser settings. However, disabling cookies may affect some website functionality.

9. Third-Party Services

10. Data Retention

We retain your personal information for the following periods:

• Donation Records: 7 years (as required by Indian tax law)
• Contact Information: Until you request deletion or opt out
• Website Analytics: 2 years maximum
• Communication Records: 3 years for service purposes

11. Children's Privacy

Our website is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we discover that we have collected information from a child under 18, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal and regulatory reasons. We will notify you of any material changes by posting the updated policy on our website with a new “Last updated” date.

13. Contact Us

If you have any questions about this Privacy Policy or want to exercise your rights, please contact us:

14. Legal Basis for Processing (India)

While India has introduced the Digital Personal Data Protection (DPDP) Act, 2023, our primary legal bases for handling personal information are: (a) your consent (e.g., submitting a donation or contact form); (b) legitimate charitable interests (operating and improving our programs); and (c) legal obligations (tax and statutory compliance including 12AA / 80G record keeping). Where consent is the basis, you may withdraw it at any time by emailing us.

15. International & Third-Country Transfers

We operate primarily from India. We receive donations and inquiries from supporters located outside India. We do not intentionally transfer donor or supporter personal data outside India except where: (a) a service provider's infrastructure (such as global CDN, cloud or email relay) transiently routes data; (b) you access the site from another country; or (c) payment processing networks route transaction metadata internationally. In all such cases, we use reputable providers with standard security safeguards. Currently we do not maintain persistent storage in jurisdictions with materially lower protection standards.

If in future a cross-border transfer becomes necessary, we will update this Policy and ensure appropriate contractual or statutory safeguards consistent with Indian law and emerging DPDP regulations.

16. Foreign Donation Compliance

Foreign contributions to Indian charitable organizations are regulated under the Foreign Contribution Regulation Act (FCRA). We accept international donations only through compliant banking and payment channels. If an international donation cannot be lawfully accepted under prevailing FCRA rules, the transaction may be reversed or refunded. Donors outside India should ensure their transfer method is permitted and may contact us for clarification before sending significant amounts.

FCRA Status: Registered under FCRA with Registration No. 010160369. We are authorized to receive eligible foreign contributions in accordance with Indian law and FCRA rules. Foreign donors should retain their transaction records; we will issue receipts confirming receipt under our FCRA registration.

17. Grievance & Data Protection Contact

In line with good governance and emerging DPDP Act expectations, we designate the following contact for privacy grievances or escalation beyond routine inquiries:

18. Updates & Version Control

This Policy may be revised to reflect legislative changes (including DPDP Act rules), operational improvements, or new services. The "Last updated" date at the top indicates the current version. For material changes (e.g., new categories of personal data, new third-party processors) we will provide a prominent notice on the website. Continued use of the site after an update constitutes acceptance of the revised Policy.

Version Reference: PP-2025-11-18-1