Effective Date: 26 July 2025
Last Updated: 26 July 2025 | Website: www.kgtn.online
At Kotte Green Tourism Network (KGTN), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, share, and protect your information when you visit our website or use our services. By using our website, you consent to the practices described in this policy.
1. What We Collect
We collect information in several ways when you interact with our website and services:
Personal Information You Provide:
- Contact Information: Name, email address, phone number, postal address
- Membership Information: Membership category, payment details, identification documents
- Volunteer Information: Age, skills, availability, interests, experience
- Event Registration: Event preferences, dietary requirements, emergency contacts
- Communications: Messages, feedback, inquiries, and support requests
- Project Sponsorship: Organization details, contribution preferences
Information Automatically Collected:
- Website Usage: Pages visited, time spent, click patterns, referring websites
- Device Information: Browser type, operating system, IP address, device identifiers
- Location Data: General geographic location based on IP address
- Cookies and Tracking: Information collected through cookies and similar technologies
Third-Party Information:
- Social media profile information when you interact with our social media accounts
- Analytics data from Google Analytics and similar services
2. How We Use Your Data
We use your personal information for the following purposes:
Service Provision:
- Process membership applications
- Coordinate volunteer activities
- Organize events and tours
- Manage project sponsorships
- Provide customer support
Communication:
- Send newsletters and updates
- Notify about events and opportunities
- Respond to inquiries
- Share conservation education materials
- Provide administrative notices
Improvement & Analytics:
- Analyze website usage patterns
- Improve our services and content
- Conduct research on sustainable tourism
- Develop new programs and initiatives
Legal & Security:
- Comply with legal requirements
- Protect against fraud and abuse
- Ensure website security
- Enforce our terms and conditions
3. Data Sharing
We do not sell your personal information. We may share your information only in the following circumstances:
With Your Consent:
- When you explicitly authorize us to share information
- For event photography and promotional materials with permission
Service Providers:
- Email service providers for newsletters and communications
- Payment processors for membership fees and donations
- Website hosting and analytics services
- Event management platforms
Legal Requirements:
- When required by law or legal process
- To protect our rights and safety
- To prevent fraud or abuse
Partner Organizations:
- Conservation organizations for joint initiatives (with consent)
- Educational institutions for research purposes (anonymized data)
- Government agencies for environmental reporting (as required)
4. Data Protection
We implement appropriate technical and organizational measures to protect your personal information:
Technical Safeguards:
- SSL encryption for data transmission
- Secure server infrastructure
- Regular security updates and patches
- Access controls and authentication
- Data backup and recovery systems
Organizational Measures:
- Limited access to personal data
- Staff training on data protection
- Regular security assessments
- Incident response procedures
- Data retention policies
Data Retention: We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law. Membership information is retained for the duration of membership plus 3 years. Event and volunteer data is retained for 2 years unless longer retention is required for legal or safety reasons.
5. Your Rights
You have several rights regarding your personal information:
Access Rights:
- Right to Access: Request a copy of personal data we hold about you
- Right to Portability: Receive your data in a structured format
Control Rights:
- Right to Rectification: Correct inaccurate or incomplete information
- Right to Erasure: Request deletion of your personal data
Processing Rights:
- Right to Restrict: Limit how we process your data
- Right to Object: Object to certain types of processing
Communication Rights:
- Opt-out: Unsubscribe from newsletters and marketing communications
- Consent Withdrawal: Withdraw consent for data processing
To exercise these rights, please contact us using the information provided in the Contact Us section. We will respond to your request within 30 days.
6. Cookies
Our website uses cookies and similar tracking technologies to enhance your browsing experience. For detailed information about our cookie usage, please refer to our Cookie Policy.
Key Points:
- Essential cookies are necessary for website functionality
- Analytics cookies help us improve our website
- You can control cookie settings through your browser
- Some features may not work properly if cookies are disabled
7. Third-Party Links
Our website contains links to third-party websites, including social media platforms, partner organizations, and external resources. This Privacy Policy does not apply to these third-party sites.
Important: We encourage you to review the privacy policies of any third-party websites you visit. We are not responsible for the privacy practices or content of external sites.
8. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify registered members via email when possible
- Post a notice on our website for 30 days
- For material changes affecting data processing, seek renewed consent where required
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
9. Contact Us
If you have any questions about this Privacy Policy, want to exercise your rights, or have concerns about how we handle your personal information, please contact us:
Email
kottegreentourisum@gmail.com
Address
Sri Jayewardenepura Kotte, Sri Lanka
For privacy-related inquiries, please include "Privacy Request" in your email subject line. We aim to respond to all privacy requests within 30 days.
