Privacy Policy

1. Introduction

Kosoora ("we", "our", or "us") is a disciplinary case management platform designed to support Rwandan communities in reporting, tracking, and resolving cases. This Privacy Policy explains how we collect, use, and protect your personal information when you use the Kosoora platform.

2. Information We Collect

• Account Information: Full name, email address, phone number, and role within the community hierarchy.
• Case Information: Details you submit as part of disciplinary case reports, including incident descriptions, dates, locations, and parties involved.
• Location Data: Administrative location (village, cell, sector, district, province) associated with your account and submitted cases.
• Communication Data: Messages, comments, and attachments exchanged within the platform's case discussion system.
• Usage Data: Log data such as login timestamps and actions taken within the platform for audit purposes.

3. How We Use Your Information

• To facilitate the submission, assignment, escalation, and resolution of disciplinary cases.
• To enable role-based access control across community administrative levels.
• To send notifications about case updates, assignments, and escalations.
• To generate aggregate statistics and reports for community administrators.
• To maintain audit trails for accountability and transparency.

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties. Case information is shared only with authorized community officials at the appropriate administrative level who have a legitimate need to access it as part of the case handling process. Escalated cases may be shared with higher-level administrators as required.

5. Data Security

We implement technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Access to the platform is restricted by role-based authentication. All data transmissions are encrypted using industry-standard protocols.

6. Data Retention

We retain personal data and case records for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, and support community governance needs. Closed or resolved cases are archived and retained for a minimum of five (5) years for accountability purposes.

7. Your Rights

You have the right to access, correct, or request deletion of your personal data, subject to legal and governance requirements. Requests can be submitted to your community administrator or platform super admin.

8. Children's Privacy

Kosoora is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes through the platform. Your continued use of Kosoora after any changes constitutes your acceptance of the updated policy.

10. Contact

If you have any questions about this Privacy Policy, please contact your community's platform administrator.