Privacy policy
How we look after your information
Last updated: 16 October 2026
CIA Youth Development NPC protects the personal information of the teenagers, parents, donors, volunteers and partners we work with, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
Who we are
CIA Youth Development NPC (registration number 2025/635737/08, PBO 930089568) is the responsible party for your information. We are a non-profit youth organisation based in Hartbeespoort, North West.
- Information Officer: Martin Erasmus
- Email: admin@ciayouth.org.za
- Phone: 082 649 1086 (Martin) or 082 570 5253 (Charmaine)
Contact the Information Officer with any question or request about your personal information.
What we collect
We only collect what we need for the purpose you gave it to us for.
| Who | What we collect | How we get it |
|---|---|---|
| Website visitors | Name, email or phone number, the type of enquiry and your message | Contact form on this website |
| Teens and parents | Teen's name, age or grade, school, parent or guardian's name and contact details, medical and emergency information for camps | Registration forms (paper, Google Forms or QR code) |
| Donors | Name or company name, ID or company registration number, tax reference number, postal address, amount and date of donation | Emails and bank transfers |
| Volunteers and mentors | Name, contact details, ID number and screening results | Volunteer application and screening |
| Everyone at our events | Photos and videos | Taken at socials, camps and outreach events |
We do not sell, rent or trade personal information.
Children's information and photos
Most of the young people we work with are under 18, so we process their information only with the consent of a parent or legal guardian, as POPIA requires.
- A parent or guardian signs the registration form before a teen joins a camp or programme.
- We use photos and videos of teens on our website and social media only where a parent or guardian has given consent.
- We do not publish a teen's full name, school grade, home address or contact details next to their photo.
- A parent or guardian can withdraw photo consent at any time. We will then remove the photo from our website and social media within 14 days.
Why we use it
We use personal information only for the reason it was collected:
- To respond to you when you contact us through the website, email or phone (your consent).
- To run our programmes safely, including camps, socials, mentoring and emergency contact (parental consent and our duty of care).
- To issue Section 18A tax certificates and report donations to SARS (a legal obligation).
- To screen volunteers and mentors who work with young people (our duty to protect children).
- To share news about CIA with people who have asked to hear from us. You can unsubscribe at any time.
Sharing, storage and security
We share personal information only when we have to:
- SARS: donor details needed for Section 18A certificates and donation reporting.
- Service providers: the companies that host our website, email and online forms (for example Google and our website host). They may only use it to provide that service.
- Emergencies: medical or emergency services if a young person is hurt or at risk.
- When the law requires it.
We keep information on password-protected accounts and devices, and only CIA leaders who need it can see it. Some of our service providers store data outside South Africa; we use only providers with adequate data protection.
We keep donor and financial records for 5 years, as SARS requires. Other information is deleted or destroyed once we no longer need it.
Your rights
You, or a parent or guardian on behalf of a child, may ask us to:
- tell you what personal information we hold about you;
- correct or delete it;
- stop using it, or stop sending you news;
- withdraw consent you gave earlier.
Email admin@ciayouth.org.za and we will respond within 30 days. If you are not happy with our response, you may complain to the Information Regulator of South Africa.
Cookies
Our website does not use advertising cookies. If we add website statistics such as Google Analytics, we will update this policy first.
Changes to this policy
We may update this policy from time to time. The latest version is always on this page, with the date it was last updated.