LEGAL
Contents of this document
Fundación Club Campestre Los Arrayanes
This Policy governs the processing of the personal data that Fundación Club Campestre Los Arrayanes (“the Foundation”) collects through its website and its forms, in compliance with Law 1581 of 2012, its Regulatory Decree 1074 of 2015 (Chapter 25, Title 1, Part 2, Book 2 — formerly Decree 1377 of 2013) and the other Colombian regulations that amend or supplement them.
| Item | Value |
|---|---|
| Legal name | Fundación Club Campestre Los Arrayanes |
| Tax ID (NIT) | [NIT] |
| Domicile | Bogotá D.C. |
| Address | Vía La Inmaculada, Autopista Norte Km 14, Bogotá D.C. |
| Contact email | contacto@fundacionarrayanes.org |
| Personal data inquiries email | [Personal data inquiries email] |
| Phone | +57 300 000 0000 |
| Legal representative | [Legal representative] |
The Foundation only processes the personal data that the data subject voluntarily provides when filling out a form on the site, by ticking the box or clicking the button that accompanies the authorization text shown on that form (for example: “By clicking send, I expressly and in advance authorize the Foundation to process my personal data…”). That action by the data subject, together with the date and time of submission, is recorded in the site's own system as proof of the authorization granted.
When the data subject is a minor (see section 6.c), the authorization must be granted by their legal representative, under the terms of section 12.
The Foundation undertakes to: guarantee the data subject the full exercise of their rights; request and keep the authorization granted; properly inform the data subject of the purpose of the collection; keep the information under the security conditions needed to prevent its tampering, loss, consultation, use or unauthorized access; ensure that the information is truthful, complete, accurate, up to date and understandable; correct the information when it is incorrect; and handle inquiries and complaints under the terms of this Policy.
The Foundation does not require a user account to browse the site. The only personal data it collects is the data each person voluntarily provides in one of the forms described below. They all share the same technical submission mechanism (validation in the browser, verification of a temporary security code —nonce— and a hidden anti-bot field) and they do not create any account or profile visible to other users of the site.
Data collected: email address and, depending on the form, an area of interest (beneficiary, donor or volunteering) chosen by the person.
Purpose: to send newsletters, calls for applications, scholarships, training programs, impact reports and institutional information, and invitations to volunteering activities, according to the area chosen.
Basis: prior and express authorization, granted by ticking the box on the subscription form.
Unsubscribing is handled through the channels in section 9.
Data collected: name or company name, type of support or interest (for example, sponsorship, one-time donation, corporate partnership, in-kind donation, volunteering, or the specific reason for contact), email address, phone number with country code (optional on some forms), message and — only on the Volunteering form — profession (optional).
Purpose: to respond to the request, manage the relationship with the person (donor, partner, volunteer applicant or other interested party) and contact them by email or phone according to the reason given.
Basis: prior and express authorization, granted by ticking the box on the form before submitting it.
This form is used, with texts and fields adapted to each context, on the Donors and Partners, Volunteering, Programs and Contact pages, and on the detail page of each program or news item (the “origin” field internally identifies which page the request was sent from).
Data collected: the same as in item b (name, program of interest, email, message) plus, optionally or mandatorily depending on the call, an identity document or application support in PDF.
Purpose: to evaluate and process applications for scholarships, technical training or academic mentoring.
Processing of minors' data: the Foundation's programs are aimed at young people, so some beneficiary applicants —and some of the identity documents attached— may belong to minors. In those cases, processing is subject to the principles of the best interests of the child and the rights of children and adolescents (article 7 of Law 1581 of 2012): the application must have the authorization of their legal representative (father, mother or guardian), who grants it on behalf of the minor when filling out or accompanying the form.
Security of the attached document: the Foundation applies reasonable technical and administrative measures to protect this document: it is stored in a restricted-access area, only authorized Foundation staff can view it, and it is never published on a page of the site or sent by email.
Basis: prior and express authorization of the data subject or, if they are a minor, of their legal representative.
Data collected: those listed in item b, when the reason for contact is a donation, sponsorship or corporate partnership.
Purpose: to manage the relationship with the donor, process the contribution and issue the corresponding donation certificate for tax purposes (see Terms and Conditions, section 5).
Basis: prior and express authorization.
When the Foundation receives online donations, payment is processed by an external payment provider [Payment gateway provider]; the Foundation does not store in its own systems the card details or the details of any other means of payment of the donor, which are captured and processed directly by that provider (see section 10).
Data collected: those listed in item b, including profession (optional), when the reason for contact is a volunteering application.
Purpose: to evaluate the application and coordinate the volunteer's participation in brigades, logistics, administrative support or events.
Adult volunteers may apply directly; minors require the authorization of their legal representative, in accordance with section 6.c.
Basis: prior and express authorization.
Data collected: those listed in item b, when the interested party gets in touch on behalf of a partner company or organization.
Purpose: to manage the corporate partnership or the in-kind donation.
Basis: prior and express authorization of the natural person who fills out the form on behalf of the legal entity.
Data collected: name, email address, reason (a closed list: observation about the Special Tax Regime, comments on the Foundation's management and projects, general request or inquiry, or complaint or claim) and the comment.
Purpose: to address the request, complaint, claim or comment within the Transparency section of the site.
Basis: prior and express authorization.
The site does not explicitly ask for sensitive data (health, biometric data, sexual orientation, religious or political beliefs, union membership or racial or ethnic origin) in any of its forms. However, data of this nature could reach the Foundation incidentally: (i) within the free text of a message or comment field, or (ii) within an attached identity document (for example, the blood type shown on some Colombian ID cards is, technically, health data).
When this happens, the Foundation processes that data only for the purpose for which it was provided (evaluating the application or handling the request), does not use it for any other purpose, and applies to it the same security and confidentiality standard as in section 11. Providing sensitive data is always optional: the data subject is not required to answer questions about such data, and no function of the site requires it.
In accordance with article 8 of Law 1581 of 2012, every data subject has the right to:
Requests related to this Policy (inquiries, complaints, updates, corrections, deletion or revocation of the authorization) are handled through:
The area or position responsible for handling these requests is: [Area or position responsible for personal data].
To operate the site and provide its services, the Foundation relies on external providers acting as data processors:
These providers may be located outside Colombia, which may involve an international transfer of personal data. In that case, the Foundation requires its providers to offer data protection guarantees equivalent to those required by Colombian law, in accordance with article 26 of Law 1581 of 2012.
The Foundation applies reasonable technical, human and administrative measures to protect personal data against loss, misuse, unauthorized access, alteration or disclosure, including: encryption of the site in transit, verification of the origin of each form submission, reasonable limits on submission attempts to prevent automated abuse, and storage of attached identity documents in a restricted-access area available only to authorized Foundation staff.
No security measure is infallible; the Foundation reasonably reviews and updates these measures in light of the risks identified.
When a form on the site collects data from a minor (in particular, in applications from beneficiary applicants and from volunteers who are minors, sections 6.c and 6.e), the Foundation:
The Foundation keeps each item of personal data only for as long as necessary to fulfil the purpose for which it was collected, or while there is a legal or contractual duty to keep it, whichever is later. In particular:
Once the period or purpose has been fulfilled, or upon a valid deletion request from the data subject (section 8), the data is deleted or anonymized so that it no longer identifies a person.
Any data subject, their successors or their representative may consult their personal data processed by the Foundation by sending their request through the channels in section 9.
A data subject who considers that their information should be corrected, updated or deleted, or who notices an alleged breach of duties by the Foundation, may file a complaint through the channels in section 9, including at least:
If the complaint is incomplete, the requester will be asked within five (5) days of its receipt to correct the deficiencies. If two (2) months pass from the date of the request without the data subject providing the required information, the complaint will be considered withdrawn.
Once the complete complaint is received, a note reading “complaint in progress” and its reason will be added to the corresponding database within no more than two (2) business days. This note will remain until the complaint is resolved.
The site does not use analytics, advertising or personalization cookies.
It may only use strictly necessary technical cookies, from WordPress and the site's caching system, which are essential for it to work — for example, to keep the administration panel session open or to manage page caching. These cookies do not identify the person for tracking or advertising purposes and do not require prior authorization under current cookie regulations.
If in the future the Foundation adds analytics, advertising, personalization or any other cookies that require it, it will say so in this same section and will ask for the visitor's consent before enabling them.
[To be verified: registration of the Foundation's databases in the National Database Registry of the Superintendence of Industry and Commerce, in accordance with Decree 1074 of 2015.]
The Foundation may modify this Policy at any time. Substantial changes will be announced on this same page, indicating the date of the update. Continued use of the site after a new version is published implies acceptance of the changes.
This Policy is effective from its publication and from then on governs the processing of the personal data collected by the Foundation.
Last updated: September 30, 2026.
