1.0 Introduction

At Library Aid Africa, we are committed to protecting your privacy and the personal information you share with us. Whether you are engaging with our website, applying for a fellowship, joining one of our programs, or using any of our digital platforms, we take your trust seriously. This Privacy Policy explains how we collect, use, store, and protect your personal data across all Library Aid Africa products and programs - including initiatives such as the Young African Library Leaders Fellowship (YALLF), LibraryXAfrica, Library Tracker and other platforms we manage. By using any of our services or platforms, you agree to the practices described in this policy.

2.0 Who We Are

Library Aid Africa leverages digital technology and community engagement to transform libraries across Africa into vibrant spaces. We operate a number of platforms and programs designed to support libraries, government and development agencies, and communities - both online and offline. For all our activities, Library Aid Africa acts as the data controller, responsible for determining how your information is collected and used.

3.0 Information We Collect

We collect personal information in two main ways - the information you provide directly, and data automatically gathered when you interact with our platforms.

3.1 Information You Provide

This may include:

• Name and contact information (email, phone number, address)
• Gender, date of birth, and nationality
• Educational and professional background
• Organization or institution details
• Application materials (such as essays, CVs, or references)
• Payment details for program or application fees
• Responses to surveys, forms, or feedback tools
• Media such as photos, videos, or testimonials (only with your consent)

3.2 Information Collected Automatically

When you visit our websites or use our digital platforms, we may automatically collect:

• IP address, browser type, and OS name
• Date, time, and duration of visits
• Pages viewed and navigation behavior
• Referring website or search source

This helps us understand how people use our platforms and how we can improve them.

4.0 How We Use Your Information

We use your data to serve you better and deliver on our mission. Specifically, we may use it to:

• Process and review applications for fellowship or programs.
• Communicate important updates or notifications.
• Manage participant records and program logistics.
• Facilitate payments, certificates, or scholarship processes.
• Connect participants with mentors, trainers, or partners.
• Improve our websites, learning platforms, and communication tools.
• Measure impact and generate program insights.
• Comply with legal, financial, and reporting obligations.

We will only use your personal data for the purposes it was collected, unless we reasonably need to use it for a related purpose that aligns with our mission and your expectations.

5.0 Legal Basis for Processing

We process personal data based on:

• Your consent (e.g., when submitting an application or subscribing to updates).
• Our legitimate organizational interests (e.g., managing programs, improving services).
• Legal obligations (e.g., accounting, reporting, or donor compliance).

You can withdraw your consent at any time by contacting us, though this may affect your ability to continue using certain services.

6.0 Data Sharing and Third Parties

Library Aid Africa does not sell or rent personal information. We only share your data when necessary, such as with:

• Program partners, mentors, or evaluators directly involved in our initiatives.
• Payment processors and technical service providers who support our operations.
• Regulatory bodies or donors when required by law or contract.

All partners and service providers are required to keep your data secure and use it only for the agreed purposes.

7.0 Data Retention

We keep personal data only as long as necessary to fulfill the purposes outlined in this policy - typically for the duration of your engagement with us and for a reasonable period afterward for record-keeping or reporting. If you wish to have your data deleted, you may contact us, and we will comply within a reasonable timeframe, except where retention is required by law.

8.0 Your Rights

You have the right to:

• Access and review the information we hold about you.
• Request correction of inaccurate or outdated details.
• Ask for your data to be deleted ("right to be forgotten").
• Withdraw consent for certain uses.
• Request details on how your data is being processed.

To exercise these rights, email us at info@libraryaidafrica.org We aim to respond within 30 days of receiving your request.

9.0 Data Security

We take security seriously. Library Aid Africa uses technical and organizational measures to protect your information against unauthorized access, alteration, loss, or misuse - including encryption, secure storage, and access controls. While no online system is entirely risk-free, we take every reasonable step to safeguard your data and handle it responsibly.

10.0 International Data Transfers

Because Library Aid Africa works with partners across Africa and globally, your data may be stored or processed in different countries. Whenever data is transferred across borders, we ensure that it is done securely and in line with applicable data protection laws.

11.0 Consent

By submitting your application, attending sessions, or engaging with our digital platform, you consent to Library Aid Africa's collection and processing of your personal data as described in this policy. You may withdraw your consent at any time by contacting us; however, this may affect your ability to continue participating in the fellowship or program.

12.0 Age Restriction

Our programs and platforms are generally intended for adults aged 18 and above. We do not knowingly collect personal information from minors without parental consent. If such data is discovered, it will be deleted promptly.

13.0 Data Breach Notification

In the unlikely event of a data breach, Library Aid Africa will:

1. Notify affected individuals and relevant authorities promptly.
2. Take immediate steps to contain and resolve the issue.
3. Review internal systems to prevent future occurrences.

14.0 Policy Updates

We may revise this Privacy Policy from time to time to reflect updates in our operations, technology, or legal obligations. Any changes will be posted on our official website with an updated effective date. We encourage you to check this page periodically to stay informed about how we protect your information.

15.0 Contact Us

If you have questions, feedback, or concerns about how we handle your data, please contact us at info@libraryaidafrica.org

At Library Aid Africa, your trust is essential to our mission. We are committed to protecting your privacy while transforming libraries into vibrant spaces across Africa.

Purpose

At Library Aid Africa, we understand that plans can change.
Whether you registered for a course, applied for a fellowship, or paid for a program, this policy outlines how cancellations work - so everything stays transparent and fair for both you and us.

1. Program or Course Cancellation by Participants

If you decide to withdraw from a program or course after registration, please notify us as soon as possible via info@libraryaidafrica.org Cancellations are handled based on timing:

• Before the program starts: You may cancel your participation up to 7 days before the official start date. Depending on the program, you may receive a partial refund (minus processing or application fees).
• After the program begins: Once a course or program has started, cancellation requests are no longer eligible for a refund. However, in exceptional cases (such as illness or emergencies), you may request a deferral to a future cohort, subject to approval.
• Non-attendance without notice: If you fail to attend or participate without notifying us in advance, no refund or deferral will apply.

2. Cancellation by Library Aid Africa

We do our best to ensure every program and course runs as scheduled. However, we may occasionally need to postpone, reschedule, or cancel a session due to unforeseen circumstances (e.g., low enrollment, facilitator unavailability, or technical challenges). In such cases:

• You will be notified promptly via email.
• You may choose to transfer your enrollment to a future session or request a full refund of any fees paid.

3. Scholarships and Sponsored Participants

If you were accepted into a program under a scholarship or sponsorship, cancellation terms may differ.

• Scholarship recipients who withdraw after confirmation may lose eligibility for future funding opportunities.
• We encourage early communication if you need to defer or withdraw for genuine reasons.

4. Application and Administrative Fees

Please note that application fees and processing charges are non-refundable, even if you later cancel your participation or are unable to join the program. This is because administrative and evaluation processes begin as soon as your application is submitted.

5. Deferrals and Transfers

In certain cases, we allow participants to defer their enrollment or transfer to another course within 1 month of the original start date.

Requests are considered on a case-by-case basis and subject to space availability. All deferral requests should be sent to info@libraryaidafrica.org with a brief explanation.

6. Communication and Processing

All cancellation or deferral requests must be made in writing through our official communication channels.

Refunds (where applicable) will be processed within 14 - 21 business days after approval.

7. Contact Us

If you have any questions about cancellations, refunds, or deferrals, please reach out via email to info@libraryaidafrica.org

We value your commitment to learning and leadership.
If your circumstances change, we will do our best to support you - fairly, transparently, and with understanding.

1.0 Purpose

At Library Aid Africa, we believe in fairness and transparency in all financial transactions related to our programs, courses, and fellowships.
This policy explains how refunds are handled, when they may apply, and what steps to follow if you experience a payment issue.

2.0 Application Fees

• Application fees are non-refundable under all circumstances.
• These fees cover the cost of processing and reviewing applications for our various programs, fellowships, or scholarships.
• Applications without payment will not be processed.

2.1 Exception:

A refund may be considered only if:

• A duplicate payment was made in error, or
• A verified technical issue occurred during payment submission.

To request a refund under these exceptions, please contact info@libraryaidafrica.org within 7 working days of your transaction and provide proof of payment.

3.0 Program and Course Fees

For programs, trainings, and fellowships that require participation fees:

• If you cancel your participation at least 7 days before the program start date, you may receive a partial refund (minus administrative costs or payment platform charges).
• If you cancel after the program begins, no refund will be issued.
• Participants who fail to attend or withdraw without prior notice are not eligible for refunds.
• In special circumstances (e.g., health emergencies or unavoidable life events), participants may request a deferral to a future cohort instead of a refund.

4.0 Certification Fee

Some programs require a certification fee, for the issuance of certificates upon completion.

• Once paid, certification fees are non-refundable.
• Refunds are only possible if a duplicate payment was made or a system error is confirmed.

5.0 Overpayments and Duplicate Transactions

If an overpayment or duplicate charge occurs:

• The excess amount will be refunded after verification by our finance team.
• Refunds for overpayments are typically processed within 10–15 working days once verified.

6.0 Program Cancellation by Library Aid Africa

If Library Aid Africa cancels or postpones a program, course, or fellowship:

• Participants will be notified promptly.
• You may choose to transfer your payment to the next available cohort/course or request a full refund.
• Refunds will be processed within 14 working days of the cancellation notice.

7.0 Scholarship Recipients

• All applicants, including those applying for scholarships, are required to pay the application fee before submitting their scholarship form, which remains non-refundable.
• The scholarship may cover part or all of the program participation or certification fee, depending on the type of award granted.
• If a scholarship covers a portion of the fees and you have paid the remaining balance, refund requests will be guided by this same policy.
• If an applicant pays the certification fee and is later awarded a scholarship that covers that cost, the paid amount will be refunded within 15 working days after scholarship confirmation.
• Scholarship benefits will be clearly stated in the scholarship confirmation email.
• Applicants must first complete the main program application before being considered for scholarships.

8.0 How to Request a Refund

To submit a refund request, please send an email to info@libraryaidafrica.org with the following details:

• Full name
• Email address used during payment .
• Program or fellowship name
• Payment reference or transaction ID .
• Reason for refund request .

Our finance team will review your request and respond within 10–14 working days.

This Checkout Policy explains what happens when you make a payment on any Library Aid Africa platform, including applications, program fees, certifications or course enrollments. Our goal is to make payments simple, transparent, and stress-free.

1.0 Payment Completion

Payment requirements differ based on the type of fee:

1.1 Application Fee

• The application fee must be paid in full before your application can be reviewed or processed.
• Applications submitted without full payment will remain incomplete.
• This fee is non-refundable.

1.2 Program, Course, and Certification Fees

• These fees may be paid in installments, where installment plans are available.
• You will gain access to the program once the first installment is received.
• All installments must be fully completed before the end of the program or before certification can be issued.
• Failure to complete payments may result in limited access, suspension, or withholding of certificates or final program benefits.

2.0 Accepted Payment Methods

Payments can be made through the channels listed on our platform payment page, which may include:

• Debit/credit cards
• Bank transfers

We do not accept cash payments for online programs unless specifically announced for a local event.

3.0 Installment Payments

Some programs allow payment in installment, which will be clearly stated on the program page. If available:

• Instalment deadlines must be strictly followed.
• Missing an installment may lead to limited access, temporary suspension, or loss of your slot.

We will always communicate installment plans upfront so you can plan comfortably.

4.0 Additional Charges

Depending on your payment method, your bank or payment provider may apply:

• Service fees
• Exchange rate adjustments
• International transaction charges

These charges are outside Library Aid Africa's control and are not refundable.

5.0 Payment Confirmation Issues

If you pay and do not receive confirmation:

• Please wait up to 1 - 3 hours, as some payments take longer to reflect.
• If still not resolved, email us at info@libraryaidafrica.org with your transaction ID or screenshot of the payment.

We will verify and update your status as soon as possible.

6.0 Refunds

• Refunds are handled strictly under our Refund Policy.
• Please read the policy carefully before making any payments.

7.0 Fraud Prevention

To protect our community, Library Aid Africa reserves the right to:

• Flag suspicious or fraudulent payments
• Request additional verification
• Cancel registrations linked to unauthorized transactions

If a payment is found to be fraudulent, access to all services will be withdrawn immediately.

8.0 Changes to Fees or Pricing

We may update program fees or pricing from time to time.

• Any change will be clearly communicated on the program page before checkout.
• Price changes do not affect payments that have already been completed.

These charges are outside Library Aid Africa's control and are not refundable.

9.0 Contact & Support

For help with checkout or payment issues, reach out to us:
info@libraryaidafrica.org

We are always happy to assist and ensure your checkout experience is smooth.