Last updated: May 2020
1. ABOUT US
Information about the SEEDIG Executive Committee is available on the dedicated page.
2. COLLECTION AND PROCESSING OF INFORMATION
2.1. WEBSITE AND CREATION OF LOG FILES
The SEEDIG website may collect and process data that you provide to us about you, for example through filling out online forms, in order to participate in SEEDIG activities. Such information might include but is not limited to email address, first and last name, phone number, physical address, etc.
We may collect information about your user agent (browser) and/or device, including your IP-address for purposes of system administration and website maintenance.
Demographic and statistical information about user behaviour may be collected and used to analyse the popularity and effectiveness of our website/s, including the downloading of any content from our website (such as newsletters in pdf format). Data transmission between the user’s data processing system and our service provider’s systems is secured.
These data are also stored in the log files of our system and are not combined with other personal data of the user.
Use of the data for marketing purposes does not take place in this context.
As a user, you are able to control the setting of cookies in your browser.
The user data collected by technically necessary cookies are not used to create user profiles.
2.3. MAILING LIST
On our website, we offer the possibility to subscribe to the SEEDIG community mailing list. The data collected via the subscription form includes your email address and optionally your name. In addition, the date and time of registration as well as the IP address may also be stored.
For the successful subscription to the list, users must confirm an invitation email and agree to the use of their data as a part of the mailing list. In the invitation email further details concerning the processing of data in connection with the mailing list are explained.
If you send posts to the mailing list, we will forward this post to all other subscribers of this mailing list and will collect the content of this post in the archive of the mailing list together with the email address and name you initially subscribed with. The archive of the SEEDIG mailing list is publicly available and can be found at https://lists.rnids.rs/pipermail/seedig/. Beside this data we may also collect the metadata of the post as contained in every email, such as IP address, date and time when email was sent, email program, relay servers.
You can unsubscribe from the SEEDIG mailing list at any time by following the instructions available at https://lists.rnids.rs/mailman/listinfo/seedig.
Personal data made available via the SEEDIG mailing list archive is stored for an indefinite period of time, for purposes related to transparency and to preserve SEEDIG’s institutional memory.
2.4. COLLECTING PROPOSALS FOR ANNUAL MEETING PROGRAMME
The data collected via the form are transferred to and processed by EuroDIG Association and the SEEDIG Executive Committee/Programme Committee/other designated groups within SEEDIG. The data also include personal data such as first name, family name, gender, affiliation, stakeholder group, country of origin, country of residence, and e-mail.
Some of these data will be published automatically on the EuroDIG website to make the process of submitting issues as transparent as possible to all stakeholders. These data are: suggested issue, category, first name, family name, affiliation and stakeholder group. This data is later on also published on the SEEDIG website.
E-mail addresses are solely used to contact the issue proponents only for purposes related to their involvement in the annual meeting planning process.
We may use some of the data, in an anonymised format, for research and statistical purposes.
Personal data collected in this context is stored for the duration necessary to process it in relation to the annual SEEDIG meeting for which it was collected, but no longer than one year after the end of the meeting. By way of exception, the personal data published on the SEEDIG website (as described above) remains publicly available for an indefinite period of time, for purposes related to transparency and to preserve SEEDIG’s institutional memory.
2.5. SIGNING UP TO RECEIVE OUR SEESummary
We collect your email address when you sign up to receive the SEEsummary. By subscribing, you understand that you will receive an email at least once a month, when a new issue of the SEEsummary is published.
You can then unsubscribe at any time by clicking the link in the footer of our emails.
2.6. VOLUNTEERING FOR SEEDIG ACTIVITIES/GROUPS
From time to time, we launch calls for volunteers/applications/nominations inviting community members to contribute to various SEEDIG activities. These include, for instance, calls for members of the Programme Committee, calls for nominations for the Executive Committee, and calls for various other working groups.
Data we collect in such cases may include but is not limited to name, email address, organisation, country, and stakeholder group. This information is only made available to the SEEDIG Executive Committee and, occasionally, to other parties such as pre-appointed (s)election committees or chairs of the working groups for which volunteers are sought.
If you are selected to be part of such groups, data such as your name, organisation, country and stakeholder group may be published on the SEEDIG website. You will be informed about this before the publication. Such data may also be further processed in the context of the group’s activities (for example, by including your name in working documents).
Your email will only be used for communicating with you on matters related to your application/expression of interest/nomination, and, if applicable, your contribution to the group’s activities.
In the particular case of elections for the SEEDIG Executive Committee, personal data may also be collected for voting purposes. For instance, we may require members of the SEEDIG community to register as voting members. In such cases, the information collected is made available to the election committee. Some of this information may also be published on the SEEDIG website, with your consent. Your email address may be used to send you the voting ballot, as part of the voting process. All these circumstances are clearly communicated to everyone involved in the process at the start of the process. Where applicable, consent for data processing is sought.
Personal data collected in these contexts is only stored for the duration necessary to process it in relation to the work of the respective SEEDIG committee or group for which you volunteered, but no longer than one year after the committee or group ceases to exist. By way of exception, the personal data published on the SEEDIG website (as described above) remains publicly available for an indefinite period of time, for purposes related to transparency and to preserve SEEDIG’s institutional memory.
2.7. APPLYING FOR CAPACITY DEVELOPMENT PROGRAMMES
SEEDIG runs multiple capacity development programmes, such as the Youth School, the Fellowship Programme, the Internship Programme and the Ambassadors Programme. As part of the application process for these programmes, we ask for personal data including but not limited to name, email address, country. The data are collected during the application process as requested in the form.
The purposes for which we will use personal data you provide via application forms include:
Selection process. The data are entered into an input form, transmitted to us and saved. For the sole purpose to decide whom we select to participate in each programme, all data from the application form will be passed on to the selection team involved in the selection process (this may include members of the SEEDIG Executive Committee, representatives of SEEDIG sponsors, SEEDIG volunteers, etc.). We do not pass on the data to any third parties. Your email will only be used for communicating with you on matters related to your application.
Participation in the programme. If you are selected to participate in one of our programmes, some of your personal data – such as your name, organisation, country and stakeholder group – may be published on the SEEDIG website. You will be informed about this before the publication. Your email will only be used for communicating with you on matters related to your participation in the programme.
Administering finances. Some of our programmes offer scholarships, and in these cases we may require additional information to be able to process payments and reimbursements (e.g. bank account numbers, addresses, etc.). Some of this data is shared with organisation(s) that manage(s) SEEDIG finances and with its/their banks. It may also be shared with our sponsors.
Administrative purposes. We may use some of the data, in an anonymised format, for research and statistical purposes.
The organisation(s) that manage(s) SEEDIG finances may also use your data to meet compliance and regulatory obligations.
Personal data collected in this context is only stored for the duration necessary to process it in relation to your participation in the respective SEEDIG capacity building programme for which you applied, but no longer than one year after the end of the respective programme. By way of exception, the personal data published on the SEEDIG website (as described above) remains publicly available for an indefinite period of time, for purposes related to transparency and to preserve SEEDIG’s institutional memory. Data collected for purposes related to administering finances (as described above) may be stored for a longer period of time, as required by financial regulations applicable to the entity managing SEEDIG finances.
2.8. REGISTERING FOR SEEDIG ANNUAL MEETINGS
Participants in our annual in situ meetings are asked to register, either online before the meeting, or in situ. Information we collect may include but is not limited to your name, email address, country, organisation, gender, and stakeholder group. Some of this information may be published on the SEEDIG website, if we have your consent (this consent is sought at the moment of registration).
The data you provide is made available to the SEEDIG Executive Committee. Some of the data may be made available to the organisation(s) that assist with the planning of the event, for example for the purpose of creating participant badges.
Your data may also be used for statistical purposes.
Personal data collected in this context is only stored for the duration necessary to process it in relation to the annual SEEDIG meeting for which it was collected, but no longer than one year after the end of the respective meeting. By way of exception, the personal data published on the SEEDIG website (as described above) remains publicly available for an indefinite period of time, for purposes related to transparency and to preserve SEEDIG’s institutional memory.
2.9. PHOTO AND VIDEO RECORDING DURING FACE-TO-FACE EVENTS
We usually take photographs and record video footage during our events. We share photos and videos on our website, social media, YouTube and other video-sharing websites. Such content is retained indefinitely as it constitutes a history of SEEDIG.
It is presumed that by attending our events, you by default agree that we may use, reproduce, and/or publish in any way whatsoever (without any payment being due to you) any photos and/or video/audio that may pertain to you (including your image, likeness and/or voice). This material may also be used in an event report, publication, press release, or other promotional content. Additionally, at the beginning of each event, we will notify all participants of planned filming and photography.
If you do not wish to be photographed or included in video recordings, please, inform a designated member of our team who will be introduced to participants at the respective event. Moreover, at some events of larger scale we might distribute clearly identifiable signs (red lanyards, stickers, etc.) to be permanently worn by participants who prefer to be excluded from photo and video recording at the event. Failure to do so, which resulted in you being photographed or recorded on video, removes our responsibility for any subsequent usage of such photographs and recordings.
2.10 ATTENDING OUR ONLINE MEETINGS/EVENTS
From time to time we may organise online meetings and events for purposes such as updating the community on SEEDIG activities, preparing the annual meeting, coordinating work within SEEDIG working groups, etc. For some of these events, we may require prior registration. In such cases, we collect the details you provide on the registration form; these are required only to enable us to communicate with you, and for internal statistical purposes. By registering, you are agreeing to such use of your data.
We use third party software or applications such as Webex and Zoom for our online meetings and events. When you log in, the third-party software or application may collect personal information from you. Follow the links for Privacy Policies of third party software or applications:
We may record some of our online meetings/events. The recording usually includes names of participants who attended, and a log of the public chat during the webinar or event. We normally use such recordings for internal purposes, such as taking minutes of the meetings. In exceptional cases, the recordings may be shared with meeting participants (for example, in the case of webinars held in the context of the Youth School); participants are informed beforehand of such cases.
If you have concerns about your name being shared with other participants, we suggest you use an alias when logging in.
Personal data collected in this context is only stored for the duration necessary to process it in relation to your participation in the respective SEEDIG online meeting or event, but no longer than one year.
2.11. CONTACT VIA EMAIL
We collect questions, queries, or feedback you leave, including your name, e-mail address, and telephone/mobile number (if included in your message), if you email us. We use these details to respond to the feedback/query/question you sent us. In some instances, this information is passed to a colleague in our team whom we believe can best respond or assist you.
In this context, the data will not be passed on to third parties.
2.12. ADDITIONAL THIRD PARTY SERVICES
In addition to the third party services mentioned above (Typeform, Mailchimp, etc.), we may also use other third party service providers, some of whom host and operate certain features of the website, our emailing system, and our collaborative software.
These include, for instance:
- Gransy: hosting and email service provider
- Youtube (e.g. for video streaming of our annual meetings and for posting the meeting recordings), Google Maps (e.g. for sharing the locations of our annual meetings), and Google Docs (e.g. for collaborative work carried within working groups), which are connected to Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
3. SHARING OF PERSONAL DATA
We may also share certain personal data with other third parties for the purpose of processing this data on our behalf and providing services to us or the SEEDIG community. These third parties may include providers that provide services such as web resource administration, hotel and other travel services (in the case of SEEDIG programmes which include financial support for travel and/or accommodation), etc. We require that such groups handle personal data with appropriate confidentiality and data protection obligations.
We also publish some personal data on the SEEDIG website, as described in the relevant sections above.
Under certain circumstances, we might be required to disclose your personal data by law or in response to valid requests by public authorities (e.g. a court or a government agency).
4. RETENTION OF DATA
The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage ceases to apply, and in line with the above provisions. As a general rule, personal data published on the SEEDIG website in relation to your participation in various SEEDIG programmes or activities are stored for an indefinite period of time, for purposes related to transparency and preserving SEEDIG’s institutional memory. Nevertheless, your rights as a data subject apply in these cases.
Beyond that, storage can take place, if this is necessary to enforce our legal agreements and policies, resolve disputes and when provided by applicable laws or other regulations. The data will also be deleted if a storage period specified in the mentioned laws and regulations expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.
5. RIGHTS OF THE DATA SUBJECT
Users may be entitled to obtain access to information on the processing of personal data, to object to certain processing, and have their personal data rectified, deleted, or otherwise restricted in terms of processing, in each case as permitted under applicable law. Users also may be entitled to withdraw any consent given with prospective effect with respect to the processing of their personal data. Users can exercise these rights or learn more about the processing of personal information by us, by sending a request to firstname.lastname@example.org. Any request is subject to identity verification.
All privacy-related access requests are taken seriously, and we will respond to request(s) as soon as reasonably practicable, but in any case, within the legally required period of time. Please note that certain personal data may be exempt from such access, correction, objection, or deletion rights pursuant to local laws.
6. SECURITY OF DATA
The security of your personal data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use all acceptable means to protect your personal data, we cannot guarantee its absolute security.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
8. CONTACT US
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Changes to our Cookie Statement
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