IFSS portal – Privacy notice
This website and its contents are maintained by GAIN. At GAIN, we’re committed to protecting the privacy and security of our website visitors.
This notice explains when and why we collect personal information, how we use it, when we may share this data and how we keep it secure.
Your information is sometimes called “personal data”. We may also sometimes collectively refer to handling, collecting, protecting and storing your personal data as “processing” such personal data. References to “you” and “your” are references to a user of our website.
GAIN is a non-profit foundation, duly constituted under the laws of Switzerland, with a registered office is: Rue Varembé 7, CH-1202 Geneva, Switzerland. GAIN is a data controller for the purpose of data protection legislation and we operate this website.
What data do we collect?
We may collect and store the following types of personal information about you when you use our website or by corresponding with us (for example, by e-mail). This includes information you provide when registering to use our website or sharing any data via our social media functions. The information given to us may include, but is not limited to:
- your title, name, age, date of birth, address, telephone number and e-mail address;
- information in connection with communications you send us, for example to report a problem, recruitment queries and legal enquiries;
- if applicable, your payment details / financial data i.e. your bank name, account number and sort code;
- when browsing our website, your IP address, your browser type and language;
- details of the functions and services you use on our website.
How do we collect your information?
We collect your personal data when you use our website, for example, when you register to receive one of our newsletters or if you register to assist to an event advertised on our website. Depending on your settings or the privacy policies for social media and messaging services such as Facebook and LinkedIn you might give us permission to access information from those accounts or services.
We may also retain any messages you send at “email@example.com”.
Legal basis for processing
Our processing of your personal information is necessary (i) for the purposes of legitimate interests pursued by us; (ii) in order to comply with a legal obligation to which we are subject; or (iii) for the performance of contracts to which you will be a party to and in order to take steps at your request prior to you entering into those contracts.
In relation to any processing of special categories of personal data, we will generally rely on obtaining specific consent from you at the time, unless there is otherwise a legal requirement for us to process such information.
Where our processing is based on the legitimate interest grounds described above, those legitimate interests are:
- collecting personal information to provide you with a smooth and efficient client experience;
- running our organisation;
- to make sure you receive updated information on GAIN’s activities;
- to provide the services you have requested; and
- for our own marketing, research and development.
How we will use the information we collect?
We use your information to:
- keep you informed about GAIN, our projects and events that we think you may find interesting;
- carry out our obligations arising from any agreements entered into between you and us;
- communicate with you;
- provide you with marketing communications (where we have the right to do so – see marketing section below);
- administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
- keep our website safe and secure;
- comply with legal and regulatory obligations; and
- for security and to check your identity.
How long will we keep your information?
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of data to fulfil our statutory obligations. We will hold your personal data on our systems for as long as is necessary for purposes set out above, or as required to comply with any legal obligations to which we are subject. This will involve us periodically reviewing our files to check that information is accurate, up-to-date and still required.
Where we are permitted to send you direct marketing communications we may retain your contact information necessary for this purpose, for as long as you do not unsubscribe from receiving the same from us. If you opt out from marketing communications, we will retain your information to enable us to respect your wishes to not be contacted for marketing purposes.
Sharing your information
The personal information you provide to us may be shared with the following categories of companies if this is necessary to provide you with our services, respond to your enquiries or for any of the purposes described in this policy:
- third party organisations;
- service providers; or
- affiliated companies.
We may also share your personal information with:
- law enforcement agencies, other governmental agencies or third parties if we are required by law to do so; and
- other entities, should we plan to merge with or be acquired by that entity, or if we undergo a re-organisation with that entity.
Where you have agreed or we are otherwise entitled to contact you for marketing purposes, we may use your personal information to send you information about GAIN, the projects that we run, events and job vacancies. You can stop receiving marketing messages from us at any time by clicking the ‘Unsubscribe’ link at the bottom of any e-mail we send you or you can contact us at firstname.lastname@example.org or email@example.com.
We will action any opt out request from you without delay.
The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) or Switzerland. It may also be processed by staff operating outside the EEA who work for us, or for one of our service providers.
When we, or our permitted third parties, transfer your information outside the European Economic Area, we or they will impose obligations on the recipients of that data to protect your information to the standard required in the European Economic Area or otherwise require the recipient to subscribe to international frameworks intended to enable secure data sharing. In the case of transfers by us, we may also transfer your information where: (i) the transfer is to a country deemed to provide adequate protection of your information by the European Commission; or (ii) where you have consented to the transfer.
Your rights as data subjects
At any time, you have the right:
- to request access to or a copy of any personal data which we hold about you;
- to rectification of your personal data, if you consider that it is inaccurate;
- to ask us to delete your personal data, if you consider that we do not have the right to hold it;
- to withdraw consent to our processing of your personal data (to the extent such processing is based on previously obtained consent);
- to ask us to stop or start sending you marketing messages (e.g. our newsletters) at any time by using the below contact details;
- to restrict processing of your personal data;
- to data portability (moving some of your personal data elsewhere) in certain circumstances;
- to object to your personal data being processed by us on legitimate interests grounds and other certain circumstances; and
- to not to be subject to a decision based on automated processing and to have safeguards put in place if you are being profiled based on your personal data.
Any request from you for access to or a copy of your personal data must be in writing and we will endeavour to respond within a reasonable period and in any event within one month in compliance with data protection legislation. We will comply with our legal obligations as regards your rights as a data subject.
We aim to ensure that the information we hold about you is accurate at all times. To assist us in ensuring that your information is up to date, do let us know if any of your personal details change at the following e-mail addresses firstname.lastname@example.org or email@example.com.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. The “Help” or “Internet Settings” functions within your browser should tell you how.
Please be aware that that if you select to refuse or restrict cookies this may impact on the functionality of our website. You can find more information about cookies at http://www.allaboutcookies.org/.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
We only use this information for statistical analysis purposes; these cookies cannot be used to identify individuals.
We use information resulting from cookies in order to:
- ascertain how users are using our website and if we can improve this experience.
- facilitate user’s ability to navigate through the website and our online job service website.
- personalise the services we offer you by understanding your preferences and establishing which areas are most relevant to you.
We do not carry out automated decision-making or profiling in relation to your personal information.
How to contact us
- have any questions, comments or concerns about how we handle your personal data
- would like us to stop using your information
- want to exercise any of your rights as set above
- make a complaint
Please contact us using the ‘contact us’ link on our website or at this e-mail addresses firstname.lastname@example.org email@example.com.
If you have any concerns about our use of your information, you also have the right to make a complaint to the relevant supervisory authority, which regulates and supervises the use of your personal data in your country of residence (for UK residents the relevant supervisory authority is the Information Commissioner’s Office who are contactable via their helpline on 0303 123 1113).
Changes to this privacy notice
Any changes we make to this privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our policy.