Last Updated – August 2025

At the Network of Women Ministers and Parliamentarians (NeWMaP), we are committed to protecting the privacy and rights of our website users. This Data Retention and Deletion Policy explains how we collect, retain, and securely dispose of personal information gathered through our website www.newmpsierraleone.org

This policy applies to all data collected via online forms, contact submissions, newsletter sign-ups, event registrations, and any other interactive features on our site.

What Data We Collect

We may collect the following types of personal information:

Contact Information: Name, email address, phone number, organization (e.g., from Contact Us or inquiry forms)
Newsletter Subscriptions: Email addresses for updates and announcements
Event Registration Data: Name, affiliation, position, and contact details for participation in webinars, workshops, or public events
Website Usage Data: IP address, browser type, pages visited, and time spent (collected anonymously via cookies or analytics tools)

We do not collect sensitive personal data (e.g., ID numbers, financial information, or health data) unless explicitly required and with informed consent. 

Purpose of Data Collection

We collect personal data solely for the following purposes:

• To respond to inquiries and provide requested information
• To send updates about NeWMaP programs, news, events, and advocacy initiatives
• To facilitate participation in trainings, meetings, and consultations
• To improve the functionality and user experience of our website
• To comply with donor reporting or partnership requirements (where applicable)

All data processing is done in line with NeWMaP’s mission of promoting gender equality and women’s empowerment

Secure Data Storage & Protection

All personal data is stored securely using:

• SSL encryption (HTTPS) on the website
• Password-protected databases and CMS (e.g., WordPress with restricted access)
• Regular software updates and security patches
• Limited access to authorised NeWMaP Secretariat staff only

We do not share, sell, or rent personal data to third parties. Data may be shared only with trusted partners (e.g., Ministry of Gender and Children’s Affairs, Campaign for Good Governance, Trocaire, Irish Aid) when necessary for program implementation, and always under confidentiality agreements.

Your Data Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Request deletion of your data at any time
• Withdraw consent for email communications (via “Unsubscribe” link in newsletters)
• Lodge a complaint with a data protection authority if you believe your rights have been violated

How to Request Data Deletion or Access

To exercise any of your data rights, including requesting deletion or access to your information:

Email us at: newmapsierraleone.com
Call: (232) 76 772240
Write to:
NeWMaP Secretariat
Ministry of Gender and Children’s Affairs
Freetown, Sierra Leone

We will respond to all valid requests within 30 days. Data will be deleted unless retention is required by law or for legitimate organisational purposes (e.g., audit trails for donor-funded projects). 

Data Deletion Process

When a deletion request is made or the retention period ends:

• Personal data is permanently removed from active databases
• Backups are overwritten by retention schedules
• No data is transferred to third parties after deletion
• Confirmation of deletion can be provided upon request

Note: Some anonymised or aggregated data may be retained for research, reporting, or advocacy purposes, but it will not identify individuals.

Policy Updates

We may update this policy periodically to reflect changes in our practices or legal requirements. The latest version will always be published on our website with the “Last Updated” date.

Contact Us

For questions about this policy or your data rights, please contact:

NeWMaP Secretariat
Ministry of Gender and Children’s Affairs
Freetown, Sierra Leone
[email protected]
https://newmapsl.org/