1. Collection of Information

1.1. Overview

When you interact with the Hoedspruit Elephant Rehabilitation and Development Trust (“HERD”), we collect certain information from you. Some of this data is provided directly by you, while other details are gathered automatically through your interactions with our website. This policy explains what information we collect, how we use it, and how we protect your privacy.

1.2. Personal Information

We collect and process personal information, including:

• Information automatically gathered when you visit our website
• Details provided during registration or when submitting forms
• Optional information you choose to share

Personal information does not include:

• Data that has been anonymised or permanently de-identified
• Aggregated statistical information
• Information shared by you publicly on forums, blogs, or social platforms

1.3. Sensitive Information Depending on the services you use, HERD may collect limited sensitive information, such as:

• Financial details (e.g. bank account information for donations)
• Biometric data (e.g. images for identification where applicable)

1.4. Information from Browsers

When you visit our website, HERD automatically records standard internet usage data, such as your IP address, browser type, operating system, pages visited, and time spent on each page. This helps us understand how visitors use our site and improve functionality.

1.5. Cookies

We use cookies—small text files placed on your device—to enhance your browsing experience. Cookies help us:

• Remember your preferences
• Improve website performance
• Enable third-party services and functionality
• Deliver relevant content and lawful advertising

Most browsers accept cookies by default, but you can manage or delete them in your browser settings. Disabling cookies may affect certain features of the site.

1.6. Third-Party Cookies

Some of our partners may use their own cookies or widgets on our website. We do not control these and are not responsible for their privacy practices. Please refer to the relevant third-party’s privacy policy for more information.

1.7. Optional Information

You may choose to provide extra information when interacting with HERD, such as when entering competitions, downloading materials, participating in surveys, or requesting additional services. This information is collected voluntarily and only used for the specific purposes you agreed to.

1.8. Purpose of Collection

We collect and process personal information to:

• Provide requested services
• Communicate and respond to enquiries
• Support marketing, fundraising, and awareness initiatives (where permitted)
• Meet business, legal, and regulatory requirements
• Improve our website and visitor experience

1.9. Consent

HERD collects personal information only with your consent and in accordance with applicable laws. By providing your details or using our website, you consent to this collection.

2. Use of Information

2.1. We use your personal information to fulfil our commitments to you, including providing updates, processing requests, and delivering services.

2.2. We may share relevant details with affiliated conservation organisations to support awareness and fundraising efforts, always in line with privacy requirements.

3. Disclosure

3.1. Sharing Information

HERD may share information with:

• Other divisions within the HERD group to provide joint services
• Affiliates and trusted partners bound by similar privacy obligations
• Service providers who assist with technology, payments, communication, or analytics
• Credit bureaus and banking partners as required by law

3.2. Legal and Regulatory Requirements

We may disclose information if required by law, court order, or regulatory audit, or to protect individual safety and compliance obligations.

3.3. Law Enforcement

Information may be shared with law enforcement if required to prevent illegal activity or protect public safety.

3.4. No Selling of Personal Information

HERD does not sell your personal information to any third party.

3.5. Aggregate Data

We may share anonymised, aggregated statistics (such as visitor numbers) with partners or sponsors.

3.6. Employees

Access to personal information is limited to authorised employees who require it to perform their duties.

3.7. Change of Ownership

In the event of a merger, acquisition, or change in ownership, personal information may be transferred to the new entity. You will be notified, and you may request deletion of your data if you prefer not to remain on record.

4. Security

HERD follows strict data protection protocols and uses secure server environments with firewalls and other safeguards to prevent unauthorised access. Only authorised personnel can access personal data as required by their roles.

5. Accuracy of Information

We aim to keep your information accurate and up to date. You can review or update your details by contacting us via email, phone, or through your online account (where applicable). For your security, we may verify your identity before processing updates.

6. Retention of Information

We retain personal data only as long as necessary to fulfil the purposes outlined in this policy, unless a longer period is required by law or you consent to extended retention. During this time, we continue to uphold all privacy protections.

7. Transfer of Information

HERD will not transfer personal data across national borders without your prior written consent.

8. Limitation

HERD is not responsible for the content, privacy practices, or policies of third-party websites linked to or from our site. If you have any questions about this policy or how your information is managed, please contact us at media@herd.org.za