Privacy Policy

Privacy Policy

Effective date: July 2026

The Zambia Road Safety Trust (ZRST) respects your privacy and is committed to handling personal information responsibly, lawfully and securely.

This Privacy Policy explains how ZRST collects, uses, stores, shares and protects personal information obtained through the ZRST website, contact forms, mailing lists, event registrations, programme enquiries, partnership discussions and related digital services.

ZRST processes personal information in accordance with the applicable laws of Zambia, including the Data Protection Act No. 3 of 2021. The Act regulates the collection, use, transmission, storage and other processing of personal data and establishes rights for individuals whose information is processed. (Parliament of Zambia)

1. About the Zambia Road Safety Trust

The Zambia Road Safety Trust is a Zambian non-governmental organisation working to reduce road deaths and serious injuries through practical road safety programmes, training, research, policy support, advocacy and partnerships.

For the purposes of this policy, ZRST acts as the data controller where it decides why and how personal information is processed.

Organisation: Zambia Road Safety Trust
Address: 10 Mulundu Street, Woodlands, Lusaka, Zambia
Email: info@zambianroadsafety.org
Telephone: +260 961 475 610
Website: zambianroadsafety.org

These contact details are published on the official ZRST website. (Zambia Road Safety Trust)

2. Information we may collect

The personal information collected by ZRST depends on how you interact with us.

Information you provide directly

We may collect:

  • your name;
  • email address;
  • telephone number;
  • organisation, institution or company;
  • job title or professional role;
  • town, province or country;
  • information included in contact forms, emails or correspondence;
  • project, funding, training or partnership details;
  • event registration information;
  • newsletter preferences;
  • donation or sponsorship information;
  • job application or consultancy information;
  • feedback, survey responses or complaints;
  • photographs, video recordings or testimonials where appropriate consent or another lawful basis applies.

Please do not send confidential, sensitive or unnecessary personal information through the general contact form.

Information collected when you use the website

Depending on the website configuration and your cookie choices, we may collect:

  • Internet Protocol address;
  • browser and device type;
  • operating system;
  • pages viewed;
  • date and time of access;
  • referring website;
  • approximate location derived from technical information;
  • website interaction and performance data;
  • cookie identifiers.

This technical information helps ZRST maintain website security, understand how the website is used and improve its accessibility and performance.

3. How we collect personal information

ZRST may collect personal information when you:

  • submit a contact or enquiry form;
  • subscribe to updates or newsletters;
  • register for training, meetings, workshops or events;
  • apply for employment, an internship, consultancy or volunteer role;
  • request a proposal, quotation or technical service;
  • enter into a sponsorship, grant or partnership discussion;
  • make a donation or offer financial support;
  • participate in a survey, research activity or programme;
  • provide feedback, make a complaint or contact ZRST directly;
  • interact with ZRST through social media or another communication platform.

We may also receive relevant information from partner organisations, event platforms, public authorities, professional contacts or publicly available sources where collection and use are lawful.

4. Why we use personal information

ZRST may use personal information to:

  • respond to questions and enquiries;
  • assess requests for road safety support;
  • manage partnerships, grants, sponsorships and contracts;
  • prepare proposals, quotations and work plans;
  • organise training, meetings, workshops and events;
  • manage programme participants and beneficiaries;
  • send newsletters or updates where you have subscribed or where another lawful basis applies;
  • process donations and maintain financial records;
  • carry out monitoring, evaluation, research and reporting;
  • recruit staff, consultants, interns and volunteers;
  • document programme activities and outcomes;
  • maintain website security and prevent misuse;
  • meet legal, regulatory, donor, audit and contractual duties;
  • protect the rights, safety and property of ZRST, its staff, partners and programme participants.

ZRST will not use personal information for a purpose that is incompatible with the reason it was collected unless the law permits or requires that use.

5. Lawful grounds for processing

Depending on the circumstances, ZRST may process personal information because:

  • you have given informed consent;
  • processing is necessary to respond to your request or take steps before entering into an agreement;
  • processing is necessary to perform a contract;
  • ZRST must comply with a legal or regulatory duty;
  • processing is necessary to protect the vital interests of an individual;
  • processing supports a task carried out in the public interest;
  • processing is necessary for a legitimate organisational purpose that does not override your rights and freedoms; or
  • you have clearly made the information public.

These grounds reflect the lawful processing bases recognised under Zambia’s Data Protection Act. (Parliament of Zambia)

Where ZRST relies on consent, you may withdraw that consent, subject to any lawful reason that requires continued processing.

6. Children’s personal information

ZRST conducts programmes involving schools, learners and young people. We recognise that information concerning children requires particular care.

Where ZRST collects or uses personal information about a child, we will seek appropriate consent or authority where required and will limit collection to information reasonably necessary for the programme, safeguarding, reporting or legal purpose.

ZRST will not knowingly request unnecessary personal information from children through the general website contact form.

Photographs, video recordings, case studies and personal stories involving children will be handled under applicable consent, safeguarding and partner requirements.

7. Newsletters and public communications

Where you subscribe to a ZRST newsletter or mailing list, we may use your name, email address, organisation and communication preferences to send relevant information about:

  • road safety programmes;
  • research and policy publications;
  • training opportunities;
  • events;
  • partnership opportunities;
  • public campaigns;
  • institutional announcements.

You may unsubscribe at any time by using the unsubscribe option included in the communication or by emailing info@zambianroadsafety.org.

Unsubscribing from general communications will not prevent ZRST from sending essential messages connected to an existing contract, registration, donation, application or active programme.

8. Cookies and website analytics

The ZRST website may use cookies and similar technologies to:

  • enable basic website functions;
  • maintain security;
  • remember visitor preferences;
  • measure website traffic and performance;
  • understand how visitors use the website;
  • support embedded content or third-party services.

Where required, non-essential cookies should be used only after the visitor has been given an appropriate choice.

Further information about cookies used on the website should be provided in the ZRST Cookie Notice.

You may also control cookies through your browser settings. Restricting some cookies may affect website functionality.

9. Sharing personal information

ZRST does not sell personal information.

We may share limited information with third parties where this is necessary and lawful, including:

  • website hosting and information-technology providers;
  • email and newsletter service providers;
  • event-registration platforms;
  • payment, accounting and audit service providers;
  • consultants and professional advisers;
  • donors, sponsors and programme partners;
  • government agencies and local authorities;
  • training venues and event organisers;
  • research, monitoring and evaluation partners;
  • law-enforcement bodies, regulators or courts where disclosure is legally required.

Third parties acting on behalf of ZRST should receive only the information needed to perform their agreed role and should be required to handle it securely and lawfully.

Where programme reporting is required, ZRST will use aggregated, anonymised or limited data where reasonably possible.

10. International transfers

Some service providers, funders, technical partners or digital platforms used by ZRST may process information outside Zambia.

ZRST will not transfer personal information outside Zambia unless the transfer is lawful and appropriate safeguards are in place. Depending on the circumstances, safeguards may include consent, contractual protections, approved transfer arrangements or another condition recognised under applicable law.

Zambia’s Data Protection Act contains specific requirements governing the storage and transfer of personal data outside the Republic. (Parliament of Zambia)

11. Retention of personal information

ZRST retains personal information only for as long as reasonably necessary for the purpose for which it was collected or as required by law, contract, donor rules, audit requirements or legitimate organisational needs.

Retention periods may differ depending on whether the information concerns:

  • a general enquiry;
  • a newsletter subscription;
  • a programme participant;
  • a training record;
  • a financial transaction;
  • a contract or partnership;
  • an employment application;
  • research or monitoring;
  • a safeguarding or legal matter.

When information is no longer required, ZRST will take reasonable steps to delete, destroy or anonymise it securely.

12. Security

ZRST takes reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;
  • loss or theft;
  • misuse;
  • unlawful disclosure;
  • alteration;
  • accidental destruction;
  • other unauthorised processing.

These measures may include access controls, password protection, staff responsibilities, secure storage, backups and restrictions on the information shared with service providers.

No website, email system or internet transmission can be guaranteed to be completely secure. Visitors should therefore avoid sending highly sensitive information through ordinary email or the general website contact form.

13. Your rights

Subject to applicable law and any lawful limitations, you may have the right to:

  • ask whether ZRST processes personal information about you;
  • request access to your personal information;
  • request correction of inaccurate or incomplete information;
  • request deletion where the information is no longer required or has been unlawfully processed;
  • object to certain processing;
  • request restriction of processing;
  • withdraw consent where consent is the basis for processing;
  • receive certain personal information in a usable format;
  • complain about the way your information has been handled.

The Data Protection Act provides rights relating to access, rectification, erasure, objection, restriction, portability and complaints to the Data Protection Commissioner. (Parliament of Zambia)

To exercise a privacy right, email:

info@zambianroadsafety.org

Please use the subject line:

Privacy Request

Your request should include:

  • your full name;
  • the nature of your request;
  • relevant dates or correspondence;
  • enough information to help ZRST identify the relevant records.

ZRST may request reasonable proof of identity before releasing, correcting or deleting personal information. This is intended to prevent information from being disclosed to the wrong person.

Some requests may be limited where ZRST must retain information to comply with a legal obligation, protect another person’s rights, establish or defend a legal claim or meet another lawful requirement.

14. Complaints

Please contact ZRST first if you have a concern about how your personal information has been handled.

Email: info@zambianroadsafety.org
Address: 10 Mulundu Street, Woodlands, Lusaka, Zambia
Telephone: +260 961 475 610

You may also lodge a complaint with Zambia’s Data Protection Commissioner where you believe that the processing of your personal information contravenes the Data Protection Act. The Act expressly recognises the right to submit such a complaint. (Parliament of Zambia)

15. Third-party websites

The ZRST website may contain links to websites operated by donors, partners, government agencies, media organisations, service providers or other third parties.

ZRST is not responsible for the privacy practices, security or content of external websites. Visitors should read the privacy policy of each external website before submitting personal information.

16. Recruitment and applications

Where you apply for a job, consultancy, internship or volunteer role, ZRST may process information contained in your application, including qualifications, employment history, references and contact details.

This information will be used to assess your suitability, manage the recruitment process, verify information and meet legal or administrative requirements.

Unsuccessful application records will be retained only for an appropriate period unless a longer retention period is required by law or agreed with the applicant.

17. Photographs, video and programme documentation

ZRST may take photographs, record video or collect testimonials during programmes, training sessions, public events and project activities.

Where individuals can be identified, ZRST will seek consent or rely on another appropriate lawful basis. Additional safeguards will apply where children or vulnerable people are involved.

ZRST may use approved material for:

  • programme reports;
  • donor and sponsor reporting;
  • the ZRST website;
  • institutional publications;
  • public education;
  • media and social-media communication;
  • evidence of programme delivery.

Consent may be withdrawn for future use where consent is the lawful basis, although withdrawal may not affect material already lawfully published or processing carried out before withdrawal.

18. Changes to this policy

ZRST may update this Privacy Policy to reflect changes in:

  • applicable law;
  • regulatory guidance;
  • website functions;
  • programmes and services;
  • service providers;
  • organisational procedures.

The current version will be published on the ZRST website with its effective date. Where a significant change materially affects how personal information is used, ZRST will provide further notice where reasonably possible or legally required.

19. Contact ZRST

For questions, requests or complaints relating to privacy and personal information, contact:

Zambia Road Safety Trust
10 Mulundu Street
Woodlands
Lusaka, Zambia

Email: info@zambianroadsafety.org
Telephone: +260 961 475 610

Email subject: Privacy Request