PRIVACY STATEMENT AND DATA PROTECTION POLICY

Updated: 22 May 2018

1. Privacy statement

The Global Alliance of NGOs for Road Safety (the Alliance) is committed to upholding the data and privacy rights of our members, service users, and subscribers and to meeting our legal responsibilities in the regions where we operate. This includes the requirements set out in the EU General Data Protection Regulation (GDPR), which comes into force on 25 May 2018. The GDPR affects organizations operating in the EU and those outside the EU who have a need to process personal data of EU citizens. It covers the collection and use of personal data, such as name and contact details.

The Alliance may hold contact data for you if you are a part of our member NGO community, a partner, supporter or follower of the Alliance with a legitimate interest in our work or have expressed an interest in receiving information from us. We will only use your data in line with the purpose that it was originally given. We commit to storing all data in a secure and responsible manner and use data-processing platforms, including MailChimp and secure hosted servers, to achieve this. We never use your data for commercial purposes, and we do not share your details with third parties or partners except with your knowledge and consent.

Details regarding what data we hold and how we use it are provided below.

For any questions regarding this policy, please contact ​admin@roadsafetyngos.org.​

2. Data we may collect and how we store it

The Alliance never requests or stores data beyond that which is deemed necessary within the scope of our work.

The Alliance collects information from the following groups of users:

a. Members

The Alliance is a membership organization and, as such, holds data that our member NGOs have provided during the application process and by updating their profiles or by contacting the Alliance. The information held includes contact details for individuals within the member organization (including names, phone numbers, and e-mail addresses) and contact details of references provided in support of the member’s application. Member profiles, including contact names and phone/e-mail information, may be shown on their profile on our website. Members can edit information and control what is publicly visible on the site. Members are responsible for the accuracy of data provided during the application process and that which is publicly available via their profile. Members can resign as per the processes set out in the Alliance Bylaws. When an organization applies to the Alliance, the contacts that they provide are automatically added to both the members’ and newsletter distribution lists in Mailchimp. Unsuccessful applicants will be removed from the member distribution list but will be asked if they would like to continue receiving the newsletter.

b. Service users

When you sign up for an Alliance service (such as a webinar or event), complete an Alliance questionnaire, or apply for an Alliance-related grant, we will collect information necessary to process your submission. Only relevant information will be gathered. In most cases, this will include contact details. In the cases of grants, bank details must be gathered for the purpose of processing payments, and where assistance is required to obtain visas, additional personal data may be required and gathered. Sensitive data will be treated with particular care and will not be stored beyond the purpose for which it was gathered without your knowledge.

c. Subscribers

We send a monthly newsletter and occasional announcements that are in line with our purpose and subscribers’ interests. New subscribers to our newsletter can sign up via our website or through direct contact with Alliance staff members. Only e-mail addresses and names are collected, but our online marketing provider, MailChimp, also collects demographic information from mail campaigns, including a user’s region and e-mail client. You can read more in their ​privacy policy.​ Subscribers can unsubscribe at any time by clicking on the unsubscribe button at the bottom of any mailing from us or by sending an e-mail to admin@roadsafetyngos.org.

d. Website users

The Alliance website ​www.roadsafetyngos.org​ uses cookies and, for statistical purposes only, we may collect information that is available from your browser, including but not limited to traffic data, location data, and the resources that you access.

3. How we use your data

Your data will be used for only the purposes indicated when you submit it or as detailed under this data protection policy. We will never use or store data for commercial purposes, and our only purpose is to strengthen our work with our members and advance our mission.

a. Data usage

We use personal information held about you in the following ways:

  1. To communicate with you through our newsletter or other communications, including but not limited to announcements, questionnaires, event and training sign-ups, and opportunities.
  2. To carry out our obligations to you in processing our service offerings, including but not limited to processing funding applications or registration for events, training, and webinars.
  3. To analyze our members, subscribers, and website users to produce statistical data: for example, to identify the number of members by region or area of work or to analyze questionnaire results. Where statistical data is published, it is summarized, and individuals cannot be identified. Quotations are usually anonymized, showing only the quoted source’s region. Should we wish to identify you in publications or other mediums, we will seek your consent.
  4. To ensure that the content from the website is presented in the most effective manner for you and your computer.

b. Data storage

Data is stored using secure systems that are compliant with the GDPR.

c. Data sharing

When you sign up for one of our services, such as the newsletter, or to register for events and webinars, your details will be transferred to a data-processing platform, such as MailChimp or a secure, hosted server.

We never share data with third parties without your consent, and data is never shared for commercial purposes. Data may be shared only with third parties, such as project partners, for noncommercial purposes that support the Alliance’s mission, e.g., research, project reporting, or networking. You will be asked for your consent if data is to be shared in this way.

d. Data retention

Personal data that is no longer relevant will be deleted. The Alliance maintains records of services that members have accessed, such as webinars and Global Meetings, to monitor our own efforts and for donor reporting.

Evaluation data, reports, and questionnaires, may be retained for a period of time to allow follow-up or further analysis or for reporting to funders.

4. Your rights

You have the right to see the data that the Alliance holds about you. To request this, please contact ​admin@roadsafetyngos.org.​

You have the right to unsubscribe from all or certain usages of your data at any time. Subscribers can unsubscribe at any time by clicking on the unsubscribe button at the bottom of any mailing from us or by sending an e-mail to ​admin@roadsafetyngos.org.​

You also have the right to be forgotten. If you wish us to remove your details from our records, please contact admin@roadsafetyngos.org.

Members are responsible for the accuracy of data on their member profiles. This profile, which is accessible via the website, is to promote each member. It cannot be used for commercial purposes.

If you believe that data that we hold about you, outside of the member profiles, is inaccurate, please contact ​admin@roadsafetyngos.org​ to correct this.

In the event of a data breach, we will report the incident in line with the requirements of the GDPR.