PolicyPRIVACY POLICY

At House of Junior Leaders we are committed to respecting and protecting your online privacy. This includes your right to know what we do with the personal information you share with us. It also guides our policies regarding the management of your data, including how the information is collected, how it is processed, and for what purposes.
It is important to us that we communicate our policies and procedures with you clearly and in a manner that provide clarity to you. As such, this policy covers the following key areas:

1. Background Information
2. Why we need your data
3. What data we collect
4. What data we share
5. How we contact you
6. How we protect your information
7. Your rights to manage your data

1. Background Information:

House of Junior Leaders is a Pakistan Based Soft Skills training Organization. House of Junior Leaders collects, manages, and processes all associated data.
Our designated Data Protection Officer is Fareed Sheikh.
Questions about this privacy policy may be submitted to House of Junior Leaders via info@houseofjuniorleaders.org

2. Why We Need Your Data:

In order to support the events of House of Junior Leaders it is critical we understand who is participating. There are many reasons for this, from simple stuff like providing participants with information around how and when they have taken part, through to more complex challenges such as measuring the impact of our events on those communities most in need of increasing their physical activity levels and social engagement.
The General Data Protection Regulation (GDPR) and PERSONAL DATA PROTECTION BILL 2025 require that all information we collect must be done so under a specific lawful basis.

3. What Data We Collect:

There are a number of ways where either you are able to explicitly share data with us or we are able to collect it as a result of your actions:

3.1. At registration

We collect information about you that allows us to support your participation in our events. We use this information to create a profile for you on our database. We also collect information around your activity levels and other relevant personal information that may help us support your participation more appropriately.

3.2. Using your profile

You can update information such as emergency contact details, email address, home event and mobile number in order to receive participation notifications via SMS (in some countries).

3.3. Research Surveys

From time-to-time we send out research surveys that allow us to develop an understanding of House of Junior Leaders and its participants.

3.4. Partner surveys

Sent out by us, help to support our sponsors and other stakeholders in understanding their level of connection with the House of Junior Leaders communities they support.

3.5. Incident reports

Compiled by our local volunteer teams in the event of an incident. Relevant data is collected by the volunteers and uploaded directly or via email to our secure online incident reporting system. In some cases staff adds to this data through the process of following-up on incidents.

3.6. Cookies

When you visit our websites, cookies will be stored on your computer. Generally, cookies and similar technologies work by assigning to your browser or device a unique number that has no meaning outside of House of Junior Leaders. We use these technologies to personalize your experience and to assist in delivering content specific to your interests. Most browsers automatically accept cookies.
Some third-party services we use, such as Google Analytics, may place cookies in your browser. This Privacy Policy covers use of cookies by House of Junior Leaders only, and not the use of cookies by third parties.
To manage the collection of information through cookies or other equivalent technology you can use the settings on your browser or mobile device.

3.7. Log Files

The collection of information: Every time you connect to House of Junior Leaders website your IP (Internet Protocol) address registers on our servers. Your IP address reveals no information other than the number assigned to you. We do not use this technology to obtain any personal data against your knowledge or free will (i.e. automatically recording email addresses of visitors). Nor do we use it for any purpose other than to help us monitor traffic on our website, or (in case of criminal activity or misuse of our information) to cooperate with law enforcement.

3.8. Web Beacons

These are small pieces of code that deliver a graphic image on a web page or in an email for the purpose of transferring data back to us. The information collected via this process will include information such as IP Address, as well as information about how you respond to an email campaign (e.g. at what time the email was opened, which links you click on in the email, etc.).
We may use web beacons on our websites or include them in e-mails that we send to you. We use this information for a variety of purposes, including but not limited to, site traffic reporting, unique visitor counts, advertising, email auditing and reporting, and personalization.
In some cases we allow our partners to include web beacons in emails served by us on their behalf. In these instances they are only able to collect anonymous data and have no access to personal information.

3.9. Local Volunteer Event Teams

In order to support our local event teams’ requirement to manage their volunteers, process results, and record incidents, we created a dedicated online system, called WebFMS. This enables event teams to carry out their roles with regards the safe and appropriate management of their events, without the need for them to hold or have access to sensitive personal data of their participants. For example, they are able to email their volunteers through WebFMS without being able to see individual email addresses.
It is important to note however that due to the nature of our events, friendships form and as a result event teams are likely to also communicate directly with each other through platforms such as Facebook, WhatsApp, SMS or email.

3.10. Social Media

When you engage with House of Junior Leaders over social media, it will usually be as a registered user of that social media platform. The use of personal data on social media is governed by your agreement with that platform’s own privacy policy or terms and conditions. House of Junior Leaders official social media pages are administered by House of Junior Leaders as a data controller of these pages. These social media platforms may process user personal data to deliver anonymised user statistics to the local administrator of that page or event. We do not use the personal data you have made available on social media outside of that platform, unless you have given us your consent to do so.

3.11. Event Photography and Filming

Photography or filming is likely to take place at our events, is common practice, and helps us to inspire other people to engage in physical activity and to redefine what it means to be active. It also provides a means for historical recording of our events over time. Furthermore, our use of images helps to demonstrate diverse groups of people engaging in and enjoying physical activity both during House of Junior Leaders events but also as part of the wider community.
We ensure compliance with safeguarding laws and are supported both in-house through our Safeguarding Lead and externally with the support of other experts in the field of safeguarding. All volunteer photographers at House of Junior Leaders events are registered with House of Junior Leaders and required to wear a House of Junior Leaders high-vis vest, further details of our Photography Policy are published here.
In line with the lawful basis of Legitimate Interest individuals have the right to object to this method of data processing by contacting the event team directly, or House of Junior Leaders head office, and requesting deletion of relevant imagery. At event-level we will also seek, where the event is informed in on the day, not to photograph those individuals who have previously objected.

4. What Data We Share:

4.1. Publicly Available Information

Our websites display your name, age category, images, gender, age grade, participation locations, and finish times. We do, in some cases, share (under the lawful basis of legitimate interest) this publicly-visible data with third parties.

4.2. Personal Contact Details

We do not share our users’ personal contact details with any third parties. All communications sent to our database on behalf of our partners are sent directly by us and only where you have consented for us to do so.

5. How We Contact You:

The large majority of our outgoing communication, to the House of Junior Leaders, is via email. Sending an email to you is a form of data processing, and as such may only be carried out under a specific lawful basis.

5.1. Under the Lawful Basis of Fulfilling a Contract

In order to fulfill our obligation to you to ensure our events are delivered in a safe and appropriate manner, and to ensure the House of Junior Leaders is managed appropriately, there are some communications we send to everyone. The following communications fall into this category:

1. Confirmation you have registered with us.
2. Updates to key documents, such as this privacy policy.
3. Confirmation that your participation has been recorded by the local event team.
4. Notification that you have joined a House of Junior Leaders milestone club and are eligible to claim any associated items such as t-shirts, wristbands, or certificates.
5. For those who have volunteered at a House of Junior Leaders event, a regular national volunteer update.
6. For those who have signed up to volunteer at a specific House of Junior Leaders event, emails from that event team relating to that volunteering situation.

5.2. Under the Lawful Basis of Legitimate Interest

There are some occasions where we may contact you as part of our mission to make a positive leadership around the globe. For example, where we write to people who’ve registered but not participated, with the aim of understanding why and then being able to create a more supportive environment. The following types of communications fall into this category:

1. Questionnaires aimed at developing our understanding of who is participating.
2. Emails sign-posting participants to peer-support groups we feel may be suitable based on information you have provided.

You have a right to object to receiving these emails, to do that please contact us at info@houseofjuniorleaders.org

6. How We Protect Your Information:

We work extremely hard to apply appropriate security measures in order to protect your data from being accessed or disclosed without your permission, or lost. We have a relatively small staff team, who are regularly updated on good practice in data handling, all personal data is password protected and only available to those with a specific need for access.
In the event of a data breach we will notify you and any applicable regulator, where legally required to do so.
At local event level we ask our teams to support all participants using our secure online platform and their official email account (which we also maintain control of centrally). As such, the only personal information event teams hold on their participants is an email address if an email has previously been sent to the event email account. All event-team email accounts are password protected.
Whilst we understand that event teams will also hold files that barcode numbers of specific participants, this is publicly available information. Should a member of House of Junior Leaders request that their data be deleted from our servers, these barcode numbers will no longer be able to identify specific individuals.
Some event teams also use Facebook, WhatsApp etc. to communicate with participants, in these cases we retain admin control centrally and are able to control/remove access when required.

7. Your Rights:

You have the right to:

7.1. Be informed if your personal data is being used

Where appropriate we endeavor to inform you of this at the point where your data is being collected, however for circumstances where that is not practical or possible please refer to this Privacy Policy.

7.2. Get copies of your data

You are also free, at any time, to request a downloadable copy of all the data we hold on you. This would include details of all your walking, running, and volunteering instances and as such is something we particularly recommend prior to any request for us to delete your data. To do this please contacts us at info@houseofjuniorleaders.org

7.3. Have your data corrected

If at any time you feel the data we hold on you is incorrect, and you are unable to change it via your profile, please contact us at info@houseofjuniorleaders.org 

7.4. Have your data deleted

Should you wish, at any time, for us to delete your data then please contact us via support and we can enable this process. Please note that this is not something that can be undone and as such we would recommend downloading your historical results (see next section) before doing so.
Although we approach every request for deletion on a case-by-case basis, we do not as a rule remove volunteer data simply on request. This is in order support potential future challenges, enquiries, or investigations where this information may be critical.

7.5. Limit how we use your data

If you are concerned about the accuracy of the data or how it is being used please contact us at info@houseofjuniorleaders.org Where you have previously provided us with consent to use your personal data in a specific way, you can remove your consent at any time.

7.6. Data portability

Following from point 10.2 (above) we will provide copies of your data in standard machine-readable formats. In such cases, please contact us at info@houseofjuniorleaders.org 

7.7. Object to the use of your data

Where we are processing your data under the lawful basis of Legitimate Interest you have the right to raise an objection to that processing. This is not an absolute right to object and we will carry out a balancing test where we assess the reasons for your objection in the context of our legitimate interests.

7.8. Raise a concern

If, at any time, you have a concern as to how we are handling your information then please contact us at info@houseofjuniorleaders.org  If you feel that we have not addressed your concerns appropriately you have the right to raise them directly.