Data Regulation

Guidelines on Data Collection & Privacy

At the Kashf Initiative, we value your privacy and are committed to protecting your personal information. This manual outlines our practices regarding the collection, use, and protection of your data.

1. Introduction

The Kashf Initiative is committed to respecting and protecting the privacy of individuals who engage with our work. This Policy explains how we collect, use, store, and safeguard personal information shared with us through our website, events, mailing lists, and forms.

We believe that access to learning must go hand in hand with ethical data practices. We collect only what is necessary, use it responsibly, and never treat personal data as a commodity.

2. Scope of This Policy

This policy applies to personal information collected through:

• Our website and online forms

• Workshop and event registrations

• Mailing list subscriptions

• Expressions of interest, feedback forms, and surveys

• Direct email communication with Kashf

By engaging with Kashf through any of these channels, you consent to the practices described in this policy.

3. Purpose of Data Collection

We collect personal data only for the following purposes:

• Communication:
  To share updates about sessions, workshops, newsletters, events, collaborations, and other activities related to Kashf.

• Programme Delivery:
  To organise, manage, and conduct workshops, reading groups, writing sessions, and other learning initiatives.

• Tailored Engagement:
  To better understand participants’ academic interests and training needs so that our offerings remain relevant and responsive.

• Feedback and Improvement:
  To reflect on our programmes and improve future initiatives through participant feedback.

We do not collect data for advertising, commercial profiling, or third-party marketing.

4. Types of Data Collected

Depending on how you interact with Kashf, we may collect:

• Name

• Email address

• Institutional or academic affiliation (if voluntarily provided)

• Area(s) of academic or research interest

• Location (city/country level only, if relevant)

• Responses to feedback forms, surveys, or expressions of interest

• Any additional information you choose to share with us voluntarily

• Technical or participation-related information required for attending online sessions hosted via Zoom or Google Meet (such as display name or email address)

We do not knowingly collect sensitive personal data unless it is explicitly shared by you for a specific purpose (for example, accessibility needs for a session).

5. Data Use and Processing

Your personal information is used only for the purposes stated above and is accessed only by members of the Kashf core team involved in programme coordination, communication, or administration.

We do not use automated decision-making or profiling systems.

6. Data Sharing and Disclosure

Kashf follows a strict non-sharing principle:

• We do not sell, rent, or trade personal data.

• We do not share personal information with external organisations, sponsors, or partners.

• We do not disclose data to third parties unless required by law.

In collaborative events conducted with partner institutions, only anonymised or aggregate information may be shared for reporting purposes, never identifiable personal data.

While Kashf does not share personal data with external organisations, certain activities (such as online events) require the use of third-party platforms. In such cases, only the minimum necessary information is shared to facilitate participation, and no data is shared for commercial or marketing purposes.

7. Data Storage and Security

We take reasonable steps to ensure that personal data is stored securely and protected from unauthorised access, loss, misuse, or alteration. Data is retained only for as long as it is necessary for the purposes for which it was collected.

Use of Third-Party Platforms

Kashf Initiative uses third-party platforms such as Zoom and Google Meet to conduct online sessions, workshops, lectures, and meetings.

When you register for or participate in a Kashf event hosted on these platforms:

• Your participation may require sharing limited information (such as your name, email address, or display name) directly with the respective platform.

• The collection, processing, and storage of such data are governed by the privacy policies of Zoom and Google, respectively.

• Kashf does not control how these platforms collect or process your data beyond what is necessary to host sessions.

We encourage participants to review:

• Zoom’s Privacy Policy

• Google’s Privacy Policy

Kashf does not record sessions unless participants are informed in advance. Where recordings are made, this will be clearly communicated, and consent will be sought where appropriate.

8. Your Rights

You have the right to:

• Request access to the personal information we hold about you

• Request correction of inaccurate or incomplete data

• Withdraw consent for communication or data use at any time

• Request deletion of your data from our records, subject to legal or operational requirements

To exercise any of these rights, please contact us at: contact@kashfinitiative.com

9. Opting Out

You may unsubscribe from our mailing list at any time by writing to us directly. Withdrawal of consent will not affect your ability to access publicly available Kashf resources.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or regulatory standards. Any significant updates will be communicated via our mailing list or website. The most recent version will always be available on our website.

11. Contact Information

For questions, concerns, or clarifications regarding this Privacy Policy or our data practices, please contact:

Kashf Initiative
contact@kashfinitiative.com

Changes to This Manual: We may update this Privacy and Data Collection Manual from time to time. Any changes will be communicated through our mailing list.