Confidentiality Policy

1. Introduction

Africa Transcribe Enterprises Ltd (“Africa Transcribe,” “we,” “us,” or “our”) is a registered expert support service provider committed to delivering actionable institutional and programmatic solutions tailored to the needs of rural communities across Africa. Our work with small-scale miners, non-governmental organizations (NGOs), government agencies, and private sector partners relies on trust, integrity, and the responsible handling of sensitive information.

This Confidentiality Policy (“Policy”) establishes our commitment to safeguarding confidential information in alignment with our mission to enhance organizational capacity, facilitate stakeholder engagement, and drive sustainable development. It ensures compliance with applicable Tanzanian laws and international best practices, protecting the privacy and interests of our clients, partners, employees, and the communities we serve.

2. Purpose

The purpose of this Policy is to:

• Define the types of confidential information we handle and the obligations to protect it.
• Ensure compliance with Tanzanian legal frameworks and international standards for data protection and confidentiality.
• Promote trust and transparency in our operations, including strategic planning, project management support, capacity building, research, and cultural competency training.
• Safeguard the intellectual property, personal data, and proprietary information entrusted to us by stakeholders.

3. Scope

This Policy applies to:

• All employees, directors, officers, contractors, and volunteers of Africa Transcribe Enterprises Ltd.
• Third parties acting on our behalf, including consultants, suppliers, and service providers.
• All activities and services we provide, including strategic planning, project management, capacity building, research and needs assessments, and cultural competency training, conducted in Tanzania and across Africa.

4. Definitions

• Confidential Information: Any information that is not publicly available and is sensitive or proprietary, including but not limited to:
  • Personal data (e.g., names, contact details, financial information) of clients, employees, or community members.
  • Business plans, strategies, project proposals, or training materials developed for or by Africa Transcribe or its partners.
  • Research data, needs assessments, or reports related to rural communities or small-scale mining operations.
  • Information disclosed during stakeholder engagements with NGOs, government agencies, or private entities.
• Personal Data: Information relating to an identified or identifiable individual, as recognized under Tanzanian and international data protection laws.
• Breach: Unauthorized access, use, disclosure, loss, or destruction of confidential information.

5. Policy Statement

Africa Transcribe Enterprises Ltd is committed to maintaining the confidentiality of all sensitive information entrusted to us. We will:

• Protect confidential information from unauthorized access, use, or disclosure.
• Use such information solely for the purposes for which it was provided, in line with our mission and services.
• Comply with Tanzanian laws and international standards governing confidentiality and data protection.
  • Types of Confidential Information

We handle the following categories of confidential information:

• Client Information: Project details, stakeholder data, and proprietary materials shared by NGOs, government agencies, or private partners.
• Community Data: Research findings, needs assessments, and personal details from rural communities and small-scale miners.
• Employee Information: Personal and professional records of our staff and contractors.
• Internal Information: Strategic plans, training curricula, financial records, and operational data of Africa Transcribe.
  • Obligations
• Employees and Contractors: Must safeguard confidential information, use it only for authorized purposes, and refrain from disclosing it without permission.
• Third Parties: Must sign confidentiality agreements or adhere to this Policy as a condition of collaboration.
• Use and Disclosure: Confidential information will only be shared internally or externally with explicit consent or legal justification, and only to the extent necessary.
  • Exceptions

Confidential information may be disclosed:

• With the express consent of the information owner.
• When required by Tanzanian law or a court order.
• To protect the rights, safety, or property of Africa Transcribe or others, provided such disclosure is lawful and proportionate.

6. Legal Compliance

Africa Transcribe complies with:

• Tanzanian Law: Common law principles of confidentiality, contractual obligations, and emerging data protection regulations (e.g., the Personal Data Protection Bill, if enacted). Until specific legislation is fully implemented, we adopt a proactive approach aligned with international standards.
• International Standards: The General Data Protection Regulation (GDPR) principles for cross-border operations or clients in GDPR jurisdictions, and the UN Guidelines for the Regulation of Computerized Personal Data Files.
• Sector-Specific Obligations: Confidentiality requirements in agreements with government agencies, NGOs, or mining communities.

7. Responsibilities

• Management: The Board of Directors and senior management oversee the implementation of this Policy and ensure resources for compliance.
• Employees: All staff are responsible for protecting confidential information in their possession and reporting breaches immediately.
• Data Protection Officer: [Insert name or title, if applicable] monitors compliance, provides guidance, and handles breach investigations.
• Third Parties: Must adhere to confidentiality obligations as outlined in contracts or this Policy.

8. Confidentiality Measures

• Access Controls: Confidential information is accessible only to authorized personnel on a need-to-know basis.
• Storage: Physical and digital records are stored securely (e.g., locked files, encrypted systems).
• Transmission: Sensitive data is shared via secure channels (e.g., encrypted email or file transfer systems).
• Training: Employees receive regular training on confidentiality practices and data protection.
• Disposal: Confidential information is securely destroyed (e.g., shredded or permanently deleted) when no longer needed, in line with retention policies.

9. Retention and Destruction

• Confidential information will be retained only as long as necessary to fulfil the purpose for which it was collected, comply with legal obligations, or support our services (e.g., project evaluations).
• Retention periods will be defined in our data management procedures, (e.g., client project data retained) for six (6) months post-project completion.
• Upon expiration, information will be securely disposed of to prevent unauthorized access.

10. Breach Reporting and Response

• Employees must report any suspected breach of confidentiality (e.g., lost documents, unauthorized access) to complaints@africatranscribe.co.tz within 24 hours.
• Africa Transcribe will investigate breaches promptly, notify affected parties if required by law, and take corrective action to mitigate harm.

11. Training and Awareness

• All employees will receive initial and annual training on this Policy, focusing on handling client data, community research, and internal records.
• Specialized training will be provided for staff engaged in research, needs assessments, or stakeholder interactions in rural communities.

12. Monitoring and Review

• This Policy will be reviewed annually or as needed to reflect changes in laws, operations, or best practices.
• Feedback from employees, clients, and partners will inform updates to ensure continued relevance and effectiveness.

13. Contact Information

For questions, concerns, or to report a breach, contact:

Africa Transcribe Enterprises Ltd.
Kimara Stop Over, P. O. Box 79566, Dar es Salaam, Tanzania.
E-Mail: complaints@africatranscribe.co.tz.
Phone: +255 765 531 391.