Privacy Policy

Last Updated: 06/08/25

At Medical Aid for Poland Fund (MAPF), accessible via mapf.org.uk, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data—especially when you interact with our website or our AI assistant.

1. Who We Are

We are the Medical Aid for Poland Fund, a UK-registered charity providing humanitarian and medical support to people in need in Poland and beyond.

Our official websites are:

🌐 https://mapf.org.uk

For questions about this Privacy Policy or your personal data, contact:
📧 mapf.website@gmail.com

2. What Information We Collect

When you interact with our website or our AI assistant, we may collect:

a. Personal Information

Full Name (when voluntarily provided)
Email Address (when entered for follow-up or correspondence)

b. AI Conversation Data

The text of messages you send to the AI assistant
The AI's responses
Timestamps and any additional information you voluntarily provide

c. Technical Information

IP address
Browser type and version
Device and operating system
Pages visited
Time and duration of visits

3. How We Use Your Data

We use your data for the following purposes:

To respond to your queries and requests
To improve the performance and usefulness of our AI assistant
To maintain a record of communications (e.g., for support or follow-up)
To ensure proper and ethical use of the AI assistant
To improve our website and services

We do not use your data for marketing unless you explicitly opt in.

4. Use of AI Assistant

Our AI assistant is used to answer questions, assist with forms, and help users navigate our services. It may request your name and email if needed for follow-up communication.

Conversations with the assistant are stored to:

Improve response accuracy
Monitor for appropriate use
Help us understand common queries

These records are kept confidential and are only accessed by authorized team members.

5. Data Sharing

We do not sell your personal data. We may share data only when:

Required by law or regulation
Needed to deliver services (e.g., through secure third-party AI processing providers)
Necessary to protect rights, property, or safety

Our AI assistant may use external processors (e.g., OpenAI or similar services) to generate responses. These providers process data securely and do not retain it longer than necessary.

6. Legal Basis for Processing

Under the UK GDPR, we process personal data based on:

Consent – when you voluntarily provide your details
Legitimate interest – e.g., improving our services
Legal obligation – where necessary for compliance

You can withdraw your consent at any time by contacting mapf.website@gmail.com.

7. Data Security

We use appropriate technical and organizational measures to protect your data, including:

SSL encryption
Access control
Secure storage systems

Only authorized personnel have access to personal data.

8. Data Retention

Personal information and conversation data are retained only as long as necessary for service and compliance purposes.
You can request deletion of your data at any time (see Section 9).

9. Your Rights

You have the right to:

Access the personal data we hold about you
Correct or update your data
Request deletion of your data
Object to or restrict data processing
Withdraw consent
File a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, contact us at:
📧 mapf.website@gmail.com

10. Cookies

Our website may use cookies to improve functionality and analyse site usage. You can manage or disable cookies via your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a new effective date.

12. Contact Us

Medical Aid for Poland Fund
🌐 mapf.org.uk
📧 Email: medaidpoland@yahoo.com