Privacy Policy

1. Scope of This Policy

This policy governs all personal information handled through this website and through the day to day operation of the resupply voucher desk. It covers the contact form on this website, email and telephone correspondence with the desk, partner registration records, voucher files, carrier records and the reconciliation notes that support grant and voucher administration. It does not cover the internal records of a partner organisation, nor does it cover the practices of a carrier, supplier or funder that operates its own systems. Where a partner shares information about the people it serves, that partner remains responsible for the lawful basis on which it collected that information, and the desk handles it only as directed and only for the purpose of moving the goods that were requested.

By browsing this website, submitting a request, or corresponding with the desk, you acknowledge that you have read this policy and understand how information will be handled. If you do not agree with any part of this policy, you should not submit information to the desk and should contact us before proceeding so that we can discuss an alternative.

2. Our Role and Your Role

For most of the information described here, HFD HUMANITARIAN VENTURES acts as the controller, which means the desk decides why information is collected and how it is used. This includes partner contact details, correspondence, voucher administration records and website inquiry data. In a narrower set of situations, the desk acts as a processor on behalf of a funder or a partner, for example when a funder asks the desk to hold a record set that the funder itself governs. When the desk acts as a processor, it follows the written instructions of the controller and does not use the information for its own separate purposes.

You may act as a representative of a partner, funder, supplier or carrier, or you may contact the desk as an individual. When you contact us on behalf of an organisation, you confirm that you are authorised to share the information you provide and that the organisation understands this policy. When you contact us as an individual, the rights described later in this policy apply to you directly.

3. Information We Collect

The desk collects only the information it needs to answer a request, raise a voucher, move a load and close the record. The categories are as follows.

3.1 Contact and identity information

This includes a name, an organisation name, a role or title, an email address, a telephone number and a postal address. It is the information you type into the contact form, the information printed at the foot of an email, and the information recorded when a partner is added to the register.

3.2 Voucher and programme information

This includes the district a partner serves, the service line requested, quantities, the season or tranche concerned, voucher numbers, stock positions, dispatch dates, carrier details and signed handover records. It is operational information that supports the movement of goods and the audit trail behind them.

3.3 Correspondence content

This includes the messages you send to the desk by email, through the contact form or by telephone note, together with our replies and any attachments you choose to include. Attachments frequently contain packing lists, permits or brief programme notes.

3.4 Technical and usage information

This includes the internet protocol address from which a request reaches us, the browser and device type, the pages viewed on this website and the time of a visit. This information is used in an aggregated form to keep the website working and to understand which parts of it partners actually use.

4. How We Obtain Information

Most information reaches the desk directly from you. You provide it when you complete the contact form, send an email to info@hfdhumanitarian.surf, call +13188540796, or sign a partner registration record. A partner organisation may also provide information about its own authorised contacts so that the desk knows whom to reach at a handover point.

A smaller amount of information is generated by the desk itself as it works. When a voucher is raised, the desk records the request details, the stock position and the dispatch date. When a load is carried, the desk records the carrier, the route and the signature that closes the voucher. When a funder reconciles a programme, the desk records the balances and the notes that both sides agree. Technical information is generated automatically when your browser requests a page from this website.

In limited circumstances, information may reach us from a third party such as a carrier, a co-ordinating body or a funder that introduces a partner to the desk. When that happens, the desk records the source so that the origin of the record is always clear.

5. Why We Use Information

The desk uses information for the following purposes, all of which relate directly to running a voucher desk that moves humanitarian supplies.

• To answer inquiries and correspond with partners, funders, suppliers and carriers.
• To verify a partner before adding it to the register and before releasing goods.
• To raise vouchers, tally stock, pack kits and programme seasonal tranches.
• To arrange carriage, confirm permits and stage handover points.
• To record signed closures and maintain the audit trail behind each voucher.
• To reconcile grants, carry balances and return unspent amounts with written notes.
• To keep the website secure, available and functioning as intended.
• To meet accounting, tax and record keeping obligations that apply to the business.
• To improve the desk, for example by adjusting packing standards or dispatch windows.

The desk does not use information for purposes that are unrelated to these operations, and it does not sell information to anyone. If a new purpose ever arises that is not described here, the desk will describe it before using the information in that new way.

6. Our Lawful Bases

Where a legal framework requires the desk to name a lawful basis, the desk relies on the following bases, choosing the one that fits the situation.

6.1 Performance of an arrangement

The desk needs contact, voucher and logistics information to answer a request and to carry out the resupply coordination a partner has asked for. Without this information the desk cannot raise a voucher or arrange carriage.

6.2 Legitimate interests

The desk has a legitimate interest in keeping its operations secure, in preventing fraud and misappropriation, in maintaining accurate records and in corresponding with the organisations that make up its partner and carrier network. The desk balances those interests against the rights of the people concerned and limits what it collects to what the desk genuinely needs.

6.3 Consent

Where the desk asks for consent, for example before adding a person to a mailing list, that consent is specific and can be withdrawn at any time. Withdrawing consent does not affect work that was already carried out on the strength of it.

6.4 Legal obligation

The desk keeps certain accounting and business records because the law requires it to do so. These records are retained for the period the law sets and are then disposed of securely.

7. Voucher and Partner Records

The voucher ledger is the core record set of the desk. A voucher record links a partner to a service line, a quantity, a value, an expiry and a signature path. It also links to the stock tallies, the packing list, the carrier record and the signed handover that together close the loop between a pledge and a clinic shelf.

Partner records hold the information a desk needs to verify an organisation and to contact the right person at a handover point. They include the organisation name, the district served, the authorised contacts and the services the partner is cleared to receive. The desk reviews partner records periodically so that stale contact details do not delay a load during a season when timing matters.

Voucher and partner records are operational documents. They are used to move goods, to answer a funder, to resolve a discrepancy and to satisfy an audit. They are not used to build profiles of individuals and they are not shared for any commercial purpose.

8. Cookies and Local Storage

This website is deliberately light. It does not use advertising cookies and it does not use tracking pixels to follow you across other sites. It may use a small amount of browser storage to remember a preference, such as whether you have opened the mobile navigation, and it may use server logs to record page requests for security and reliability.

If the desk ever introduces a cookie that is not strictly necessary for the website to function, the desk will say so and will ask for your agreement before placing it. You can also clear stored data and block cookies through your browser settings, though blocking strictly necessary storage may affect how parts of the website behave.

9. When We Share Information

The desk shares information only where sharing is needed to run the voucher process or to meet a legal duty. The categories of recipient are limited and the desk keeps the shared content to the minimum each recipient needs.

• Carriers and freight partners, to move a load and to arrange a handover.
• Suppliers and packers, to prepare goods to the standard count a voucher sets.
• Field partners, to confirm a request, a route or a signed closure.
• Funders, to reconcile a programme and to evidence the use of a grant.
• Professional advisers, where the desk needs accounting or legal support.
• Authorities, where the law requires disclosure or where a lawful request is made.

The desk does not sell information and does not trade it for any benefit. When a recipient handles information on behalf of the desk, the desk expects that recipient to protect it and to use it only for the purpose the desk set. Where a recipient acts as an independent controller, that recipient applies its own privacy notice.

10. International Transfers

The desk operates from the United States and works with partners, carriers and suppliers in several countries. This means information can move across borders when a load moves across borders. The desk takes steps to keep information protected during those transfers, using written arrangements that limit the use of the information to the purpose of the movement and that require a comparable standard of protection.

Where a transfer involves a country with a different legal standard, the desk relies on appropriate safeguards such as standard contractual terms or the equivalent, and it records the basis of the transfer so that the arrangement can be reviewed. If you would like to know which safeguards apply to a particular transfer, contact the desk and we will explain what is in place.

11. How Long We Keep Information

The desk keeps information only for as long as it serves a purpose. The retention periods below describe the desk practice, though a legal requirement or an open dispute can extend a period.

• General inquiries that do not lead to a voucher: kept for up to twelve months.
• Voucher and dispatch records: kept for up to seven years to support audit.
• Partner registration records: kept while the partner remains active, then archived.
• Grant reconciliation records: kept for the period a funder requires, then returned or disposed of.
• Accounting and tax records: kept for the period the law sets.
• Server logs used for security: kept for a short rolling period.

When a retention period ends, the desk deletes the information or anonymises it so that it can no longer be linked to a person. Deletion is done in a way that also removes routine backups within a reasonable cycle.

12. How We Protect Information

The desk applies a set of practical safeguards to information. Access is limited to the small number of people who work the counter and who need a record to do their job. Records are held in systems that require authentication, and paper records are kept in the locked desk area at the Stansbury Park office. Correspondence that carries sensitive attachments is handled with care, and carriers receive only the details a handover requires.

The desk trains the people who work the counter so that they recognise a fraudulent request, a misdirected message or a suspicious attachment. It reviews its records against the voucher ledger so that an inconsistency is caught early. No safeguard is perfect, and the desk does not promise that a breach can never happen, but the desk does promise to act quickly and honestly if one does.

13. Your Privacy Rights

Depending on where you live, you may hold some or all of the following rights in relation to the information the desk holds about you.

• The right to be told what information the desk holds and why.
• The right to ask for a copy of the information that concerns you.
• The right to ask for a correction when a record is inaccurate or incomplete.
• The right to ask for deletion where there is no continuing reason to keep a record.
• The right to ask the desk to limit how it uses a record while a question is resolved.
• The right to object to a use that rests on legitimate interests.
• The right to withdraw consent where a use rests on consent.
• The right to receive certain information in a portable format.
• The right to complain to a supervisory authority.

To exercise a right, write to info@hfdhumanitarian.surf and describe what you want. The desk may ask you to confirm your identity so that it does not release a record to the wrong person. The desk answers requests within the period the law allows, and it explains its reasoning whenever it must decline a request in whole or in part.

14. Privacy for Children

This website and the voucher desk are intended for organisations and adults who coordinate humanitarian resupply. The desk does not knowingly collect information from children, and it does not direct any part of this website at children. Where a partner shares information about the people it serves, that partner is responsible for obtaining any consent that the law requires, and the desk handles that information only as directed and only to move the goods that were requested.

If you believe that the desk has inadvertently collected information from a child, contact info@hfdhumanitarian.surf straight away and the desk will delete the record without delay.

15. Marketing and Communications

The desk does not send marketing in the ordinary sense. It does send operational communications, which include voucher acknowledgements, stock positions, dispatch notices, route updates and reconciliation notes. These messages are part of the service a partner has asked for and cannot usually be separated from it.

If the desk ever offers a newsletter or a programme bulletin, it will ask for consent first and will include a clear way to stop receiving it. You can also ask the desk at any time to stop sending non essential messages by writing to info@hfdhumanitarian.surf, and the desk will action the request promptly while continuing to send only what an active voucher genuinely requires.

16. Third Party Services

This website is intentionally simple and links to the desk contact details rather than to a network of embedded services. Where the desk uses a third party for hosting, email or accounting, that provider handles information under a written arrangement that limits the use of the information to the service the desk has asked for.

When you follow a link from this website to another site, you leave the desk environment and the privacy notice of that other site applies. The desk has no control over a third party site and cannot accept responsibility for how it handles information, so you should read its notice before sharing anything.

17. Automated Decisions

The desk does not make decisions that produce legal effects about you through automated processing alone. Voucher decisions, partner verification and dispatch choices are made by people who work the counter and who can explain the reasoning behind a decision. Systems support the desk by holding stock tallies and by keeping the ledger consistent, but a person remains accountable for what leaves the yard.

If the desk ever introduces a genuinely automated step that materially affects a person, the desk will say so, will describe the logic in plain language, and will offer a way to ask for a human review.

18. Changes to This Policy

The desk reviews this policy from time to time so that it continues to match what the desk actually does. When a change is material, the desk will update the effective date at the top of this page and will describe the change in a way that a partner can understand. Where the law requires it, the desk will ask for agreement before applying a new use of information.

You can always find the current version of this policy on this page. If you have questions about a change, write to the desk and we will explain how the change affects the way your information is handled.

19. Complaints and Contact

The desk would rather hear about a concern early than learn about it through a regulator. If you are unhappy with how information has been handled, write to info@hfdhumanitarian.surf or call +13188540796 and describe the matter. The desk will acknowledge the concern, look into it and reply with what it has found and what it intends to do.

If you are not satisfied with the response, you may raise the matter with the relevant supervisory authority in your country. The desk will cooperate with a regulator and will provide the records a regulator lawfully asks for.