Introduction

PavilonTech Systems (“we,” “us,” “our,” or “the Company”) is committed to protecting the privacy, confidentiality, and integrity of personal data collected through our digital platforms, professional consultancy engagements, monitoring and evaluation services, research programs, digital tool deployments, surveys, and capacity-building initiatives. This Privacy Policy outlines how we collect, use, protect, and share personal information when users interact with our website, digital products, services, or engage with our consultancy operations through surveys, forms, dashboards, mobile applications, field data collection tools, email communications, contracts, or in-person meetings.

This policy applies to stakeholders, including but not limited to: website users, survey respondents, consultants, contractors, government partners, NGOs, donor agencies, faith-based institutions, enumerators, trainees, workshop participants, and client organizations that engage or interact with PavilonTech Systems.

By using our services, visiting our website, submitting data through our platforms, or participating in our surveys, research, and digital solutions, you acknowledge and agree to the practices described in this Privacy Policy.

Scope of This Policy

This Privacy Policy applies to all data collected through:

• Website: pavilontechsystems.org and subdomains

• Mobile applications developed or deployed by PavilonTech Systems

• Data dashboards, research portals, and monitoring systems

• Training platforms, webinars, and e-learning portals

• Survey tools, enumerator apps, or data collection devices

• Email, SMS, WhatsApp, video conferencing, and digital communications

• Direct interactions with our consultants or staff

It also applies to data collected offline during workshops, trainings, capacity-building activities, research sessions, and digital development engagements.

Types of Information We Collect

We may collect the following categories of information:

a) Directly Provided Personal Information

• Name, gender, date of birth, nationality

• Email address, phone number, postal address

• Organization name, job title, position

• Professional credentials, certifications

• Passport, identity documents (only when required for formal engagements)

• Emergency contact information (in training or survey operations)

Technical and System Information

• Device type, operating system, browser version, IP address

• Geographic location (approximate, not exact GPS)

• Log files, access time, referring URLs, session duration

• Website usage analytics, cookies, tracking ID, digital footprint

• Metadata from emails, form submissions, and downloads

Research and Survey Data (for consultancy and applied research)

When conducting surveys, studies, monitoring, or assessments, we may collect:

• Responses to questionnaires, surveys, focus group discussions, KIIs

• Program indicators and performance data

• Household demographic and socio-economic data (with consent)

• Professional feedback, opinions, and self-reported experiences

• Documented observations, digital uploads, or photographic evidence

• Structured and semi-structured qualitative data

Sensitive or Regulated Data (handled under strict conditions)

• Health-related data (as part of M&E or research, only with explicit consent)

• Program beneficiary data (when contractually and ethically agreed)

• Institutional or donor reporting datasets (protected under NDAs)

• Digital platform login data, user credentials, or access rights

We do not collect biometric data, detailed financial records beyond invoices, or political affiliation unless required by project mandates and with relevant approvals.

Legal Basis for Processing Data

We collect and process personal data based on the following legal grounds:

How We Use Your Information

We use the data collected for the following purposes:

1. To deliver consultancy, systems strengthening, digital tools, and M&E services

• • Managing projects, frameworks, dashboards, field data collection, and reporting systems

  • Designing surveys, evaluations, learning systems, and capacity-strengthening tools

2. To improve operational efficiency

• • Enhancing digital platforms, user journeys, and client experience

  • Identifying systems gaps and improving software reliability

3. To strengthen research, evidence generation, and policy formulation

• • Using anonymized or aggregated data for analysis, modeling, visualization

  • Generating trends for program insights, health, governance, education, and development sectors

4. To comply with donor, client, or legal requirements

• • Ensure transparency, accountability, and ethical data handling

  • Maintain monitoring, audit, compliance, and procurement documentation

5. To provide training, certification, and mentorship

• • Maintaining participants’ engagement records

  • Issuing certificates and sustaining skill-tracking systems

6. For communication and client support

• • Responding to requests, inquiries, and partnership opportunities

  • Sending updates, newsletters, or service notifications (unsubscribe available)

7. For data security and risk monitoring

• • Preventing unauthorized access, hacking attempts, and data breaches

  • Monitoring suspicious account behavior

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience, monitor site performance, and personalize content. These include:

• Strictly Necessary Cookies (login, session, form security)

• Analytical Cookies (Google Analytics, site performance metrics)

• Marketing Cookies (used for newsletter, campaigns, not behavioral ads)

By using the website, you consent to cookies. You may disable them via browser settings, though certain features may be limited.

Data Sharing and Disclosure

We do not sell or trade personal data. However, we may share data responsibly under the following conditions:

Data is anonymized or pseudonymized whenever feasible.

International Data Transfers

Data may be transferred to secure cloud environments or partners outside your country. All transfers comply with:

• GDPR (when applicable)

• Nigeria Data Protection Regulation (NDPR)

• Donor data protection clauses

• Confidentiality and non-disclosure agreements

Data Security and Protection Measures

We employ multiple layers of protection:

• Encrypted databases (AES-256, TLS/SSL protocols)
• Role-based access and password management
• Data backup and recovery safeguards
• Firewall protection and intrusion detection
• Cybersecurity audits and penetration testing
• Mandatory confidentiality agreements for staff
• Data Retention

We store information only for as long as necessary to fulfill its purpose or as required by law or donor agreements.

Typical retention duration:

You may request deletion of your data, subject to legal and contractual obligations.

Your Rights

Depending on your jurisdiction, you may have the right to:

• Request access, correction, update, or deletion

• Withdraw previously granted consent

• Request data portability or copies

• Object to certain types of processing

• Lodge a complaint with NDPC (Nigeria) or other regulators

To exercise rights, email privacy@pavilontechsystems.org

Third-Party Links

Our website may link to external sites. We are not responsible for the privacy practices or content of third-party platforms. Users are encouraged to review their privacy policies separately.

Changes to This Policy

We may update this Privacy Policy occasionally. When updated, we will revise the “Effective Date” and notify users through the site or email when applicable.

Contact Us

For privacy concerns, complaints, or rights requests, contact:

Email: privacy@pavilontechsystems.org