Privacy Policy

Last updated: June 5, 2026

The Caribbean Federation of Police Welfare Association (CFPWA, "we", "us", or "our") operates cfpwa.org, the CFPWA website, member portal, public information pages, contact forms, event registration features, resource downloads, news features, and related online services, together referred to as the "Service".

CFPWA respects your privacy and is committed to protecting personal data entrusted to us by member associations, police welfare representatives, officers, event participants, partners, contributors, administrators, and public visitors.

This Privacy Policy explains how we collect, use, disclose, safeguard, retain, and respect your information when you visit the website, use member services, submit information, register for events, or engage with CFPWA online.

1. Who Is Responsible for This Website

CFPWA operates this website to communicate its mission, share welfare resources, coordinate events, receive inquiries, maintain a CRM-supported inquiry workflow, publish public information, and support member associations across the Caribbean.

Contact:

Organisation: Caribbean Federation of Police Welfare Association
Email: [email protected]
Website: cfpwa.org
Postal Mail: Caribbean Federation of Police Welfare Association, via the CFPWA Secretariat or authorised officers. Please email [email protected] for the current postal delivery address before sending personal information by mail.
Phone: CFPWA does not currently publish a dedicated website privacy phone line. Please use the email address above for privacy requests, and an authorised CFPWA representative will route the request.

2. Information We Collect

We collect only the information reasonably needed to operate and improve the Service, support members, respond to inquiries, protect the website, administer events and resources, maintain records, and meet legal, governance, or administrative responsibilities.

Personal Data You Provide Voluntarily

Name, email address, organisation, subject, category, and message when you submit an inquiry.
Name, email address, RSVP status, and optional notes when registering for events.
Member account details created or managed by authorised CFPWA administrators, such as name, email address, role, approval status, and association affiliation where applicable.
CRM contact and organisation details related to inquiries, member association coordination, partner communication, media requests, vendor communication, or follow-up tasks.
Content, documents, images, or links submitted by authorised editors and administrators.
Communications you send to CFPWA by email or through the website.
Profile, preference, feedback, survey, or programme information you choose to provide.
Billing, donation, sponsorship, or event-payment information only if CFPWA later enables a payment feature.
The current website does not directly collect payment card numbers; future card payments should be processed by PCI-compliant third-party payment processors.

Information Collected Automatically

IP address, browser type, device information, request URL, date and time, and standard server logs.
Session and security cookies needed for login, CSRF protection, two-factor authentication, and site stability.
Download, click, and usage counters used to understand which resources and announcements are helpful.
Error, performance, backup, deployment, and security-monitoring information used to keep the Service reliable.

Sensitive Information Warning

Please do not submit confidential police operations, active investigation details, medical records, disciplinary files, national security information, or other highly sensitive material through public forms unless CFPWA has expressly directed you to do so through an approved secure channel.

3. How We Use Information

CFPWA uses personal information to:

Respond to inquiries and communicate with members, associations, partners, and event participants.
Manage member accounts, approvals, roles, access permissions, and two-factor authentication.
Register attendees for meetings, training, conferences, and other events.
Provide public, member-only, and leadership-only resources.
Send service messages, confirmations, password resets, and important website notices.
Publish authorised news, press releases, leadership profiles, events, and public information.
Protect the website against spam, abuse, unauthorised access, fraud, and security incidents.
Maintain backups, audit logs, and operational records.
Comply with applicable law, lawful requests, governance obligations, and dispute-resolution needs.
Analyse website usage, troubleshoot technical issues, and improve accessibility, performance, content, and service delivery.
Send newsletters, updates, event notices, or promotional information only where appropriate and where you have opted in or where communication is otherwise permitted.

4. Legal Basis for Processing Personal Data

CFPWA aims to handle personal information fairly, transparently, and for clear purposes. Depending on where you are located and the nature of the information, including under frameworks such as the European Union and United Kingdom GDPR, the California CCPA/CPRA, the Cayman Islands Data Protection Act, and other Caribbean data protection laws, our legal basis or lawful reason may include:

Consent: You have given clear permission for a specific use, such as optional communications.
Contractual or Service Necessity: Processing is needed to provide a requested service, account, event registration, resource access, or response.
Legal Obligation: Processing is needed to comply with applicable law, lawful requests, audit, governance, or regulatory duties.
Legitimate Interests: Processing is needed for CFPWA's organisational, security, welfare-coordination, website-administration, fraud-prevention, recordkeeping, or member-support interests, provided those interests do not override applicable rights.
Vital, Safety, or Public-Interest Considerations: Processing may occur where permitted by law and relevant to protecting people, systems, or the integrity of the Federation.

5. Cookies and Similar Technologies

This website uses essential cookies and session storage to keep users signed in, protect forms from cross-site request forgery, remember security state, support two-factor authentication, and operate the application.

We do not use cookies to sell personal information.

If analytics, advertising, or marketing tools are added later, CFPWA should update this policy and provide any required notice or consent options.

You can instruct your browser to refuse cookies, but some security or member features may not work correctly without essential cookies.

6. When We Share Information

CFPWA does not sell, rent, or trade personal information. CFPWA also does not knowingly share personal information for cross-context behavioural advertising.

We may share information only when necessary with:

Authorised CFPWA officers, administrators, editors, and service personnel.
Member associations where the communication or event relates to their welfare work.
Hosting, database, email, backup, security, monitoring, analytics if later enabled, CRM, deployment, and technical service providers that help operate the website.
Legal, regulatory, law-enforcement, or professional advisers where required by law, safety, governance, or dispute resolution.
A successor organisation if CFPWA's website or services are transferred as part of an authorised organisational change.

7. International Service Providers and Storage

CFPWA works across the Caribbean and may use hosting, email, backup, or security providers whose systems are located outside your country or territory.

Where information is transferred or stored internationally, CFPWA will take reasonable steps to protect it and use it only for the purposes described in this policy.

8. Data Security and Retention

Security

The security of your data is important to CFPWA. We use reasonable technical and organisational safeguards, including:

HTTPS/TLS encryption.
Access controls.
Password hashing.
Role-based permissions.
Email verification.
Optional two-factor authentication.
Signed download links.
Private storage for restricted resources.
Secure deployment practices.
Security headers.
Backups.
Monitoring.
Least-privilege administrative access.

No method of transmission or storage over the Internet is 100% secure, but CFPWA works to reduce risk, review issues, and respond responsibly.

Retention

CFPWA keeps personal information only for as long as reasonably needed for the purpose collected, unless a longer period is required for legal, audit, security, governance, or dispute-resolution reasons.

Typical retention practices include:

Contact inquiries: Kept while the inquiry is being handled and for a reasonable administrative follow-up period.
Event registrations: Kept for event administration, attendance records, and reporting.
Member accounts: Kept while the account is active and for a reasonable period after deactivation.
CRM records and follow-up tasks: Kept while the relationship, inquiry, or administrative purpose remains active and then reviewed or removed when no longer reasonably needed.
Server and security logs: Kept for a limited operational period unless needed for investigation or legal reasons.
Backups: Retained according to CFPWA's backup schedule and then overwritten or deleted.

9. Your Data Protection Rights

Depending on the law that applies to you and the information involved, you may have the following rights:

Access to personal information CFPWA holds about you.
Correction of inaccurate or incomplete information.
Erasure or deletion of information where CFPWA no longer has a valid reason to keep it.
Restriction of or objection to certain processing.
Data portability where technically feasible and legally required.
Withdrawal of consent where processing is based on consent.
Information about how your data is used or shared.
Non-discrimination for exercising applicable privacy rights.

To exercise any of these rights, email [email protected].

CFPWA may need to verify your identity and authority before acting on a request. Some rights may be limited where CFPWA must retain information for legal, security, governance, audit, dispute-resolution, public-interest, or legitimate organisational reasons.

10. Children's Privacy

This website is intended for adults, member associations, officers, welfare representatives, partners, and public stakeholders.

It is not designed for children to create accounts or submit personal information.

11. Third-Party Links

This website may link to member associations, news sources, event platforms, social media pages, maps, or other third-party websites.

CFPWA is not responsible for the privacy practices, security, or content of those external sites.

12. Complaints and Concerns

If you have a privacy concern, please contact CFPWA first at [email protected] so we can review and respond.

Depending on your jurisdiction, you may also have the right to contact your local data protection regulator or ombudsman.

13. Changes to This Policy

CFPWA may update this Privacy Policy when the website, services, legal requirements, or operational practices change.

The latest version will be posted on this page with an updated date.

14. Contact Us

Questions about this Privacy Policy or requests to exercise data rights may be sent to:

Email: [email protected]
Website: cfpwa.org
Mail: Caribbean Federation of Police Welfare Association, via the CFPWA Secretariat or authorised officers. Please email [email protected] for the current postal delivery address before sending personal information by mail.