Privacy Policy

Collably ("we," "us," "our") respects your privacy. This Privacy Policy explains what personal data we collect through the Collably website and platform at www.collably.tz (the "Platform"), how we use it, who we share it with, and the rights you have.

Collably is a non-governmental organization registered in Tanzania, with its head office in Dodoma. We process personal data in accordance with the Personal Data Protection Act, 2022 of Tanzania and its regulations.

1. Data we collect

Account and profile data

Name, email address, phone number, password (stored in encrypted form), and profile details you choose to provide, such as your education level, institution, and interests.

Membership and identity data

If you become a member: your photograph, membership number, membership status, and details needed to issue your digital ID and physical membership card.

Payment data

Records of what you paid for and proof-of-payment information you submit (such as a mobile money transaction reference or receipt image). We do not collect or store your mobile money PIN or full card details.

Applications and participation data

Information you submit when applying for trainings, registering for events, booking services, or applying to become a partner, including your answers to application questions and, for partners, professional background information.

Activity data

Content you create on the Platform, such as Log Book entries, project information, and communications with us.

Technical data

Basic technical information generated when you use the Platform, such as device and browser type, and data stored on your device needed for the Platform and its app version to function (see Section 7).

2. How we use your data

We use personal data to:

• create and manage your account and membership, including verifying payments and issuing membership IDs;
• run trainings, events, and services you apply for, register in, or book, and communicate with you about them;
• match and pair members with mentors and teams where you request it;
• maintain records of participation and activity (including the Log Book feature);
• assess partner applications;
• issue and verify training certificates, and confirm membership status through our public verification pages;
• prepare aggregated, de-identified activity reports for local government councils, as required of registered NGOs in Tanzania: these reports summarize reach (for example, participant numbers by ward), not individual identities;
• respond to your questions and requests;
• send you information about Collably programs and opportunities, but only if you have opted in (for example, by subscribing to our newsletter);
• monitor, evaluate, and improve our programs and the Platform, including through aggregated or anonymized statistics;
• keep the Platform secure and prevent fraud, including verifying the authenticity of payment proofs;
• comply with our legal obligations as a registered NGO in Tanzania.

We do not sell your personal data, and we do not use it for third-party advertising.

3. Legal bases

We process your data where: it is necessary to provide the services you have requested (contract); you have given consent (for example, for featuring your story publicly or for optional communications); it is necessary for our legitimate organizational purposes, such as securing the Platform and evaluating our impact, balanced against your rights; or it is required to comply with the law.

4. Children and young people

Parts of our mission involve reaching students in secondary school, some of whom are under 18. We take this seriously:

4.1. Users under 18 may use the Platform only with the knowledge and consent of a parent or guardian, as stated in our Terms of Service. There is no separate minimum account age below this. We do not currently use a formal digital consent mechanism (such as a signup checkbox tied to a guardian's own contact details); this is handled offline, as part of how we generally communicate directly with parents and guardians when running programs involving minors.

4.2. We collect from minors only the data needed to provide the relevant program.

4.3. We do not knowingly send marketing communications to users we know to be under 18.

4.4. A parent or guardian may contact us at hello@collably.tz to review, correct, or request deletion of their child's data.

5. Who we share data with

We share personal data only as follows:

• Inside program delivery. Instructors, mentors, and organizers see the participant information they need to run the training, event, or service you joined (for example, a cohort instructor sees the names and contact details of their cohort).
• Service providers. Companies that provide infrastructure we rely on process data on our behalf under appropriate safeguards: Vercel (application hosting), MongoDB (database), Cloudinary (file and image storage), Resend (sending emails), and Google (sign-in only, if you choose Google sign-in). These providers only receive what they need to perform their service.
• Authorities. Where the law requires disclosure, for example to regulators or law enforcement acting lawfully.
• With your consent. For example, if you agree to be featured in our communications or introduced to a partner organization.
• Public verification pages.If you earn a Collably certificate, its certificate number, your name, and the training title can be looked up by anyone with the certificate number, so employers or institutions can verify it's genuine. Membership verification is similar but restricted to Collably admins and partners, not the public.

We do not share member lists with third parties for their own marketing.

6. International transfers

Some of our service providers, including our hosting provider (Vercel) and database provider (MongoDB), may store or process data on servers located outside Tanzania. Where this happens, we take reasonable steps to ensure your data receives adequate protection consistent with the Personal Data Protection Act, 2022.

7. Cookies and local storage

The Platform uses only the cookies and locally stored data necessary for it to function, such as keeping you signed in and enabling the installable app version (PWA) to load. We do not currently use any analytics tool. If we add one in the future, this section will be updated and, where required, consent will be obtained first.

8. How long we keep data

We keep personal data only as long as needed for the purposes above: account and membership data for as long as your account is active; payment and financial records for as long as Tanzanian law requires us to keep organizational financial records; application data for unsuccessful applications for 12 months, after which it is deleted or anonymized. When data is no longer needed, we delete it or anonymize it.

9. Security

We use reasonable technical and organizational measures to protect your data, including encrypted connections (HTTPS), encrypted password storage, and access controls limiting who in our team can see personal data. No system is perfectly secure, but if we become aware of a breach affecting your data, we will act in accordance with the Personal Data Protection Act, 2022, including notifying affected individuals where required.

10. Your rights

Under the Personal Data Protection Act, 2022, you have rights including to:

• access the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to delete data we no longer have a lawful basis to keep;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent, without affecting processing already carried out.

To exercise any of these rights, contact us at hello@collably.tz. We will respond within the timelines required by law. Closing your account does not automatically erase records we are legally required to keep, such as financial records.

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date shows the current version. For material changes, we will give notice on the Platform or by email before they take effect.

12. Contact us

For any privacy question or request:

Collably
Osterbay Makulu Street, near SGR Railway, Makulu Ward, Dodoma District, Dodoma Region
P.O. Box 2838, Dodoma, Tanzania
Email: hello@collably.tz
Phone: +255 741 980 461