Welfare information is handled for a specific and limited purpose.
This starter notice should be reviewed and formally approved by IAA before launch.
How IAA uses welfare information
Information submitted through the Welfare Centre is intended for welfare planning, assessment of individual welfare requests, and coordination of members who volunteer skills, services, referrals or resources.
Who can access it
Welfare responses are not displayed publicly. Access to the administration area should be limited to specifically authorized IAA officers or welfare administrators with a legitimate need to review the information.
Confidential assistance requests
Individual assistance requests may contain sensitive personal circumstances. The system therefore stores the full request in the protected welfare records and sends only a limited notification by email.
Supporting documents
Uploaded supporting documents are stored in a blocked storage directory and are served only through authenticated administrator access. Members should submit only documents reasonably necessary for assessment.
Retention and deletion
IAA should adopt an approved retention schedule and remove welfare information when it is no longer reasonably required for the purpose for which it was collected, subject to any legitimate record-keeping obligations.
Security
The live site should use HTTPS, unique administrator credentials, strong passwords, regular backups, restricted hosting access, security updates, and appropriate access logging. The temporary shared member access code in this starter should be replaced with individual member authentication when the IAA member database is available.
Contact
Questions about welfare submissions can be directed to the Association through its authorized welfare channel. System notifications are configured for vp@ibakachialumni.org.