Dear Kairos Volunteer

We hope and trust that you and your family have been well and are thriving during the challenging times that we are facing. We have been through much but God is always in control and we believe that Kairos
Prison Ministry will soon be able to continue with its ministry and will be serving our incarcerated brothers and sisters again.

As you are aware the Protection of Personal Information Act (POPI) had come into full effect on the 1st of July 2021, and we as Kairos South Africa want to ensure that we are keeping your personal information with your consent as well as within the parameters of the POPI Act.

To this end we would like your consent to continue keeping and processing your personal information so that we can continue on our mission to show the love of Jesus to all those affected by incarcerations. We want to take this opportunity to address a few concerns and questions you may have:

1. WHAT PERSONAL INFORMATION DOES KAIROS HAVE AND COLLECT ABOUT ME?

Kairos only collects and keeps information that is relevant to your involvement in the ministry activities of Kairos and to enable Kairos to communicate with you to keep you informed of all the Kairos activities across the globe, as well as reaching out to you to seek your support for upcoming Kairos weekends, both your time and for fundraising initiatives. This information may include, but is not limited to:

• Marital status
• National origin
• Age
• Language
• Identifying number (prison number, identity number or passport number)
• E-mail address; physical address (like residential address, work address or your physical
location); telephone number
• Biometric information (like fingerprints, signature or voice)
• Race; gender; sex; pregnancy status; ethnic origin; social origin; colour
• Physical health; mental health; well-being; disability; religion; belief; conscience; culture
• Medical history; criminal history
• Personal views, preferences and opinions
• Another’s views or opinions about you
• Full names and initials

2. WHAT DOES KAIROS USE MY PERSONAL INFORMATION FOR?

As mentioned above, Kairos will only use your personal information to further the interests of the ministry. Whether that be communicating with you in relation to your willingness to serve as a team member in any capacity on Kairos weekends, willingness to serve by providing donations, cookies, food, agape and any other resources that Kairos may need in order to bring a Kairos weekend to fruition, as well as communicating with you in relation to upcoming fundraising initiatives, as well as keeping you informed of happenings within the global Kairos community. To this end your information may be used for, but not be limited to, the following:

• to provide you with information regarding fundraising initiatives;
• to respond to your enquiries and complaints;
• to comply with legislative, regulatory, risk and compliance requirements (including directives,sanctions and rules), voluntary and involuntary codes of conduct and industry agreements or to fulfil reporting requirements and information requests which may be required by the department of corrections;
• for historical, statistical and research purposes;
• to communicate with you and carry out your instructions and requests;
• for volunteering and participation in Kairos weekends, including the providing of ancillary and support services.
• for any other related purposes.

3. DOES KAIROS SHARE MY INFORMATION WITH ANYONE?

Yes, however Kairos will only share your personal information with the South African Department of Corrections in order to comply with the Department’s Rules and Regulations relating to people who enter the prisons to carry out ministry related activities.

Kairos South Africa may also share your information with other countries (including but not limited to the United States of America and Australia) for the purpose of inclusion in a database for the global Kairos community, which database is controlled by Kairos Prison Ministries International, to enable better and more fluent communication with the global Kairos community, locally and internationally, in relation to the specific purposes already mentioned in point number 2 above.

4. DOES KAIROS HAVE MEASURES IN PLACE TO PROTECT MY PERSONAL INFORMATION?

Yes Kairos does. Your information will be kept in a “cloud” database which only relevant and authorised individuals will have access to. Kairos will ensure that the database is password protected and will ensure that all reasonable measures are taken against hacking and other sorts of cyber crimes. Details can be provided on request.

5. HOW CAN I STAY INFORMED?

Kairos respects your personal information and will only keep the information if you have consented to Kairos having and using the information specified in this communication. If you are happy with Kairos having and using the information herein as specified, you simply need to reply to the email or wattsapp indicating that you consent to the information being used. If on the other hand you don’t want Kairos to contact you in any way anymore you can communicate to the sender of this document withdrawing your consent and Kairos will remove all
of your personal information from its databases. If Kairos does not receive any feedback from you your details will also be removed from the databases. Kairos will only keep and use information of individuals who positively consent to this. It is therefore very important to let Kairos know that you consent before Kairos can use your information herein.

Kairos has also adopted an information policy and if you would like to have sight of same please don’t hesitate to ask and same can be made available to you. If you have any other questions in relation to this matter please direct communication to your relevant AC chairperson who will be able to discuss this with you in more detail and address any concerns you may have.