Privacy Notice & Safeguarding Statement
AI Grassroots is founded on principles of trust, transparency, and child protection. This page presents our safeguarding approach and how adult website enquiries are handled.
Before learner activities begin
The adult enquiry notice below describes the current website. Safeguarding arrangements remain a pre-launch commitment: supervision, consent, facilitator checks and an incident reporting process must be confirmed with each school before activities begin.
Safeguarding Statement
“Children’s safety, dignity and privacy must guide every learning activity. Participation arrangements, adult supervision, consent and the handling of learner information must be established before activities begin.”
Our Intended Approach to Safeguarding:
As our workshop pilots and curriculum offerings are developed, AI Grassroots will implement the following safeguards before welcoming any children to physical or virtual sessions:
- Formal Vetting & Supervision: Before activities begin, all facilitators, mentors, and adult volunteers who interact with learners will undergo applicable background verifications (including clearance against the National Child Protection Register and National Register for Sex Offenders) and will operate under strict adult-to-child ratios.
- Explicit Parental Consent: No child will participate in an AI Grassroots programme without written, informed consent signed by their parent or legal guardian, detailing the venue, activities, emergency contacts, and safe transport arrangements.
- Strict Learner Privacy & Media Ban: We do not publish identifiable photographs, names, ages, or personal stories of children on public websites, marketing materials, or social media without authorised, affirmative guardian consent. Learner project outputs will be celebrated by first name or pseudonyms only.
- Safe Digital Spaces: In all computing sessions, learners will use supervised sandbox environments without unrestricted internet browsing, private messaging, or unmoderated chat platforms.
Draft Privacy Notice (Adult Enquiries)
1. Information collected through adult enquiry forms
Our website currently collects only information voluntarily submitted by adults (parents, guardians, educators, community leaders, and prospective volunteers or supporters) via our online enquiry forms:
- Full name of the adult enquirer
- Email address
- Name of organisation or school (optional)
- Enquiry category (Parent, School, Volunteer, Supporter, Other)
- Message text describing the nature of the enquiry
- For school requests: your role, area, optional phone number, estimated attendance, facilities and session preferences
- For support offers: the support category and details you choose to share
- Your adult confirmation, together with the enquiry reference and submission date
We strictly request that adults do not include children’s personal information (such as birth dates, ID numbers, or photographs) in enquiry message fields.
2. Why this information is needed
We process enquiry details strictly for legitimate nonprofit coordination purposes:
- To respond directly to your question, feedback, or request for collaboration.
- To gauge geographic interest in pilot workshops and notify parents when learning activities are announced in their region.
- To evaluate potential venue, mentorship, or resource partnerships.
We do not use enquiry contact information for commercial marketing, automated profiling, or third-party advertising.
3. Who receives and accesses this information
Enquiry information is received solely by authorized members of the AI Grassroots founding leadership team responsible for communications and programme planning. We do not sell, rent, or trade your contact information to third parties.
4. Third-party infrastructure and services
This website is hosted on Microsoft Azure. Enquiries are saved for the AI Grassroots team. Email notifications are sent through Microsoft Graph and Microsoft 365 to info@aigrassroots.org. These contain your enquiry details; copies are held in the team’s inbox and sent mail. Read the Microsoft Privacy Statement for information about Microsoft’s privacy practices.
The site also uses typefaces supplied by Google Fonts. The provider’s privacy notice explains its practices.
5. How enquiries and deletion requests can be made
Enquiries are kept while follow-up or an agreed partnership is active. Closed enquiries should be reviewed for deletion 12 months after the last contact, including associated email copies. Records needed for an ongoing arrangement or a legal obligation may need to be kept longer. Contact the founder, Shadlie Kamaldien, through the address below with questions about a record or to request earlier deletion.
To ask for access, correction or deletion, email info@aigrassroots.org with your enquiry reference, if you have it. You can also select “Other” on the contact form and describe your request. Please do not send identity documents or children’s private information. We will review your request, including the enquiry record and associated email copies, and explain any information we need to retain.
To reduce spam, we temporarily keep a protected identifier derived from an enquiry email address for up to 15 minutes. It is used only to limit repeated submissions, is not shared with advertising services, and is cleared when the service restarts.
6. Cookies and Tracking
This website does not use tracking cookies, behavioural analytics scripts, or third-party marketing pixels. Unsent form drafts stay only in this browser tab’s memory while you navigate the site. They are cleared on a successful submission, page refresh or closing the tab; they are not saved to browser storage.