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Privacy Policy
Introduction and General Terms
The Advisory Group on Climate Change and Human Mobility (Advisory Group) promises to take great care with your personal data. We commit to protecting any personal information we obtain about you, whether you are a member, working group attendee, endorsing our campaigning / advocacy actions or applying for an Advisory Group job or opportunity.
This Privacy Policy sets out how and why we obtain, use and protect personal information if you interact with us in one of these roles.
Who Are We?
Our mission at the Advisory Group is to ensure that human mobility is considered and addressed adequately under the UNFCCC and that the human rights of people on the move are promoted and upheld.
This Privacy Policy relates to information which is obtained by the Advisory Group and for which the Advisory Group is the Data Controller. That is to say, data for which Advisory Group sets the purpose of the use as well as how this data will be used.
Why We Hold and Process Personal Data
We hold and process personal data for a number of reasons:
• To record endorsements to our campaigning / advocacy actions.
• To record submissions to our job opportunities.
• To record the contact details of our members and working group attendees so that we can inform them of upcoming activities.
These reasons are underpinned by a "legal basis" under GDPR. We outline in the next section what these are for our main activities.
Explaining The Legal Bases We Rely On
The law on data protection sets out a number of different reasons for organisations to collect and process your personal data: When collecting your personal data, we will always make clear to you which data is necessary for a particular purpose.
The Advisory Group relies on the following legal bases in our marketing activities:
Consent
Wherever we ask for your data, we will ask for your consent to collect your information. We will do this through a clear statement of how you data will be used.
How Will the Advisory Group Use Your Personal Data?
The Advisory Group will use your personal information for the following purposes:
• To undertake the specific action that you have consented to. For example to show that you have endorsed our campaign / advocacy action.
For administrative reasons, including:
• For internal record keeping so as to keep a record of your relationship with us. For example, if you have submitted to an Advisory Group job opportunity we will retain your personal information to consider you for future Advisory Group roles.
Will the Advisory Group share your personal information with anyone else?
We will only use your information within the Advisory Group for the purposes for which it was obtained. The Advisory Group will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
How Long Will the Advisory Group Keep Your Personal Information?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of your endorsement of our campaign / advocacy action for as long as the campaign is running.
How the Advisory Group Keeps Your Data Safe
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, especially regarding how they manage the personal data they collect on our behalf, or have access to.
These organisations—referred to as "Data Processors"—also have legal liability for the way in which your data is used, providing you with additional protection. For example we collect data through our website which is built with Wix Studio you can see how they are responding to GDPR here.
Your Rights Over Your Personal Data
You have a variety of rights in respect of your data, including the rights to see, update, restrict, object to the use of or withdraw use of your data. In particular, depending upon why we hold your data, you may have the right to request:
Access to the personal data we hold about you, including how we first obtained your details, free of charge in most cases (this is known as a 'Subject Access Request').
The correction of your personal data when incorrect, out of date or incomplete.
That we stop using your personal data for direct marketing (either through specific channels, or all channels).
That we remove your personal data from our systems (this is known as the "Right to be Forgotten").
That we no longer process your data automatically to decide whether particular marketing activities are likely to be of interest, or suggest an appropriate donation level based on your previous donation history. This is known as profiling, and helps us to ensure that our marketing is relevant and appropriate.
You can contact us to request to exercise these rights at any time, to do so via our contact form.
How to Find Out More, Or Make a Complaint About the Advisory Group’s Approach to Data Protection
If you would like more information, to update your details or have any questions about this policy, please contact us via our contact form.
To make a formal complaint about the Advisory Group approach to data protection or raise privacy concerns directly with our data protection officer, please contact us via our contact form.
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office.
Changes to the Advisory Group’s Privacy Policy
This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to the Advisory Group. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use the Advisory Group website to submit personal information to the Advisory Group. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.