Here at The Zubin Foundation we want everyone who comes to us for support or assistance, or otherwise uses our services or supports our work, including via our website, to understand how we use your personal data. The following privacy notice explains this.

WHO WE ARE AND HOW DO WE COLLECT YOUR INFORMATION

The Zubin Mahtani Gidumal Foundation Limited (together, "Zubin", "we", "us", "our") may collect, use, keep or share personal data about you.

This information may be collected from you:

1. directly, for example, when you contact us or use one of our services (such as Call Mira or via messaging platforms such as WhatsApp), when you complete any client intake form and during meetings or calls with you, if you make a donation, subscribe to our newsletter, participate in a survey or if you volunteer or intern with us;
2. when you interact with us through third parties, for example, when you make a donation via PayPal or other third party providers;
3. when you use or access services operated by our trusted partners; and automatically from your computer or mobile device when you access our website or other services online.

WHAT INFORMATION DO WE COLLECT

Depending on our relationship with you, we may collect the following types of personal data:

1. your name, age, gender and date of birth;
2. your contact details (such as your address, email address or telephone number);
3. your HKID number and information about your residency status;
4. your nationality and ethnicity;
5. information about your qualifications and employment history;
6. information about your family (such as whether you are married or have children);
7. information relating to any social support you may receive;
8. information relating to your physical and mental health;
9. your photograph or image;
10. if you make a donation, your bank account and financial information; and
11. if you apply to volunteer or intern with us, your CV/resume

You do not have to provide us with this data, but we may not be able to provide our services to you, or otherwise consider or respond to your enquiries or requests, if you do not provide certain information (that we will tell you we need you to provide).

We may also use cookies and other online identifiers (such as IP address, login information, browser type, location information) to collect information about your computer or mobile device when you access our website or other services online. These identifiers help us to ensure our website runs effectively and helps us to improve our services. You can opt-out or delete cookies by changing your browser settings at any time.

SENSITIVE PERSONAL DATA

Some of the personal data we collect may be sensitive in nature, including information relating to your physical or mental health, ethnicity, family circumstances, or social support needs.

We will only collect and use such data where it is necessary for the provision of our services, and will take all practicable steps to ensure that it is handled with care and confidentiality. Access to such data will be restricted to authorised personnel and relevant service providers who require it for the purposes of delivering support to you.

In the event that data is shared for research purposes, identifying data such as names will not be shared, unless explicit consent is ascertained in advance.

WHAT DO WE USE YOUR PERSONAL DATA FOR

We collect and use your personal data to:

1. provide our services to you, including to provide you with access to our professional support advisors, counsellors, translators and other support and legal professionals, which may involve the handling of sensitive personal data where necessary to support you effectively;
2. keep a record of the services we provide to you;
3. communicate with you and respond to your enquiries, requests or feedback;
4. (with your consent) provide you with our newsletter and information related to our campaigns, initiatives, research, opinions and news, seminars, fundraisers, events and opportunities or ways you can support our work;
5. if you apply to volunteer or intern with us, to process your application, assess you suitability for the role and, if successful, to manage our relationship with you;
6. process any donation or other payments;
7. help us monitor and improve our services (including for research and training purposes);
8. administer our website and ensure it runs effectively;
9. fulfil our legal and regulatory obligations and comply with requests from the courts, government and regulatory authorities;
10. for our internal auditing purposes; and
11. for any other purpose to which you consent.

WHO DO WE SHARE YOUR INFORMATION WITH

We may share your personal data for the same purposes with:

1. counsellors, therapists, translators or other support professionals, so they can support the services we provide to you;
2. other third party service providers who provide services to, or on behalf of, Zubin;
3. legal advisors and law enforcement agencies where necessary (for example, where there is an imminent danger your safety, or where we are required to disclose information by law); and
4. other third parties at your express direction.

Where sensitive personal data is involved, we will only share such data where necessary for the provision of our services and subject to appropriate confidentiality obligations.

Sometimes our website contains links to third party websites. These websites are subject to separate privacy policies and terms and conditions. Please ensure that you have checked the terms which apply before you provide your personal data to such third parties.

USE OF THIRD-PARTY COMMUNICATION AND SERVICE PLATFORMS

We may use third-party platforms to deliver our services and communicate with you. This includes messaging platforms such as WhatsApp (operated by Meta), as well as other service providers that support the management and storage of communications. These service providers may process personal data on our behalf for the purposes of providing and supporting our services.

If you choose to communicate with us via messaging platforms such as WhatsApp, you may share personal data and, in some cases, sensitive information. While we take reasonable steps to ensure that such data is handled securely, communications over third-party platforms may involve inherent risks. You are therefore advised to avoid sharing highly sensitive information through these channels unless it is necessary.

DATA TRANSFERS OUTSIDE HONG KONG

Where we use third-party service providers, your personal data may be transferred to, stored or processed in locations outside Hong Kong (for example, where service providers or their cloud infrastructure are located overseas).

We will take all practicable steps to ensure that any such transfers are subject to appropriate safeguards. This includes selecting reputable service providers that maintain high standards of data protection and security, and taking reasonable steps to ensure that personal data is handled in a manner consistent with applicable data protection requirements.

By interacting with us and using our services, you acknowledge that your personal data may be transferred outside Hong Kong for the purposes described in this policy.

DATA SECURITY

We take all practicable steps to protect your personal data against unauthorised or accidental access, processing, erasure, loss or use.

These measures include appropriate technical and organisational safeguards, such as restricting access to personal data to authorised personnel on a need-to-know basis, implementing access controls and authentication measures, and using secure systems for storing and managing data.

Where we engage third-party service providers (including communication platforms and cloud-based systems), we seek to use reputable providers that maintain appropriate security standards, and take reasonable steps to ensure that personal data is handled securely and in a manner consistent with applicable data protection requirements.

While we take reasonable steps to safeguard personal data, you should be aware that no method of transmission over the internet or electronic storage can be guaranteed to be completely secure.

HOW LONG DO WE KEEP YOUR INFORMATION FOR

We take reasonable measures to ensure your personal data is accurate and secure. We will keep your data for as long as required for the purposes outlined above, unless we are required to keep it for longer to comply with laws and regulations which apply to The Zubin Foundation.

CHANGES TO THIS PRIVACY NOTICE

We may make changes to this privacy notice from time to time. Please refer to our website for our latest policies.

YOUR RIGHTS

You have the right to request access to, and correction of, your personal data held by us in accordance with the Personal Data (Privacy) Ordinance (Cap. 486 of the Laws of Hong Kong).

You may also opt out of receiving direct marketing communications from us at any time.

For further information about how we process personal data, or to make a request relating to your personal data, please contact Matthew Yu at matthew@zubinfoundation.org.

(Last update on 25 April 2026)