Privacy Policy for SpaceUG

Effective Date: 23 July 2025
Last Updated: 14 July 2025

At SpaceUG, we are committed to protecting the privacy, security, and digital rights of our users. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use www.spaceug.org and associated services (the "Platform").

By accessing and using SpaceUG, you consent to the terms described in this Privacy Policy.

1. Who We Are

SpaceUG is a digital civic engagement platform built by the Rural Smiles Foundation, a registered nonprofit based in Uganda. The platform supports civic actors, human rights defenders, and grassroots groups to collaborate securely and respond to threats to civic space.

2. Data We Collect

We collect the following categories of data:

A. Information You Provide Directly

• Account Information: Name, username, email, gender, region, organization (if any), and profile photo

• Civic Reports: When you report a civic space violation (e.g. arrest, office raid, digital attack), we collect the details and media files you submit

• Content Contributions: Blog posts, comments, documents, alerts, group discussions, etc.

• Communication: Any messages you send to our support team or platform administrators

B. Information We Collect Automatically

• Device & Usage Data: Browser type, operating system, device type, IP address, time of access, referring URLs

• Cookies & Tracking: We use functional and analytical cookies to improve your experience and monitor platform performance. You may disable cookies in your browser, though some features may not work properly.

C. Sensitive Data

If voluntarily submitted (e.g., in alerts), we may process:

• Political affiliation

• Gender identity

• Sexual orientation

• Health-related civic violations (e.g., access to SRHR services)

This information is handled with the highest confidentiality and encryption.

3. How We Use Your Data

We use your data to:

• Create and manage user accounts

• Facilitate secure communication and collaboration between users

• Monitor and respond to civic space violations

• Publish aggregated or anonymized civic reports for advocacy and research

• Improve the platform’s features, security, and user experience

• Contact you with system updates or civic engagement opportunities (you can opt out anytime)

We do not sell, rent, or share your data for commercial purposes.

4. Who We Share Your Data With

We may share your data in the following limited scenarios:

• With Your Consent: If you request referral to legal support, emergency assistance, or media support

• Anonymized Aggregates: Shared with donors (e.g., CIVICUS), researchers, or advocacy partners without identifying individuals

• Legal Obligations: Where required by court order or legal process under Ugandan law

• Technical Providers: Trusted, secure service providers who help us host, maintain, or improve the platform (e.g., hosting servers, analytics tools)

We ensure all third-party service providers are GDPR-compliant or follow equivalent data protection standards.

5. Your Rights Under the Privacy Act

As a user of SpaceUG, you have the right to:

• Access the personal data we hold about you

• Request Correction of inaccurate data

• Delete your data or account at any time

• Withdraw Consent where processing is based on your consent

• Object to the use of your data for specific purposes

• File a complaint with the National Personal Data Protection Office if you believe your rights have been violated

To exercise these rights, email us at space@spaceug.org 

6. How We Store and Protect Your Data

• Data is stored on secure, encrypted servers within and outside Uganda

• End-to-end encryption is used for private messages and civic alerts

• Civic alert submissions are anonymized where requested

• Access to personal data is restricted to authorized staff under strict confidentiality agreements

• We conduct regular security audits and use multi-layered protection to prevent breaches

7. Data Retention

• Basic user profile data is retained as long as your account is active

• Content you post (e.g., blogs, reports) remains visible unless deleted by you

• Inactive accounts may be anonymized after 12 months

• Deleted data is removed from active databases within 30 days and from backups within 90 days

8. Children’s Privacy

SpaceUG is not intended for children under the age of 13. If you are between 13 and 17, you may use the platform with parental/guardian guidance. If we become aware that a child under 13 has provided personal data, we will delete it promptly.

9. Cross-Border Data Transfers

If you access SpaceUG from outside Uganda, please note that your data may be transferred to and stored in Uganda or other countries with different data protection laws. We take appropriate steps to ensure data security and privacy compliance.

10. Policy Updates

We may update this Privacy Policy from time to time to reflect legal, technical, or platform changes. All changes will be communicated via email or platform notice. Your continued use of the platform constitutes acceptance of the updated policy.

11. Contact Us

For questions, concerns, or to exercise your rights:

Rural Smiles Foundation – SpaceUG Team
📧 space@spaceug.org 
🌐 www.spaceug.org