Privacy and Data Protection Policy
Last updated: May 31, 2020
Evidence Aid – Registered office: 1st Floor, St Albans House, 57-59 Haymarket, London, SW1Y 4QX. Registered with the Charity Commission – 1163111.
How we collect information
Evidence Aid may collect personal information from you in the following ways: (1) directly from your verbal or written input (such as by consenting to receiving emails or completing registration forms at conferences or requesting you be added to our mailing list); (2) automatically through Evidence Aid’s website technologies including tracking online, such as by Web cookies (which are small text files created by websites that are stored on your computer), by smart devices, or by combining data sets. Evidence Aid may also collect personal information from other publicly available sources, or from third parties who are entitled to pass on your details.
Information you provide
The types of personal information that Evidence Aid collects directly from you may include:
- Contact details, such as your name, affiliation, email address, postal address and telephone number;
- Internet Protocol (“IP”) addresses used to connect your computer to the Internet;
- Tracking codes such as cookies;
- Comments, feedback, posts and other content you provide to Evidence Aid (including through the Evidence Aid website);
- Location-aware services, the physical location of your device in order to provide you with more relevant content for your location.
Use of your information
We may use your information in the following ways (after obtaining your consent, if required, or through pursuant to our legitimate interest):
- To provide you with information about our activities and services that you request from us;
- For internal business and research purposes to help enhance, evaluate, develop, and create the Evidence Aid website (including usage statistics, such as “page views” on Evidence Aid’s websites and the products therein), activities, and services;
- To notify you about changes or updates to our websites, activities, or services;
- To administer our services and for internal operations, including troubleshooting, data analysis, testing, statistical, and survey purposes.
Retention of your information
Personal information will not be kept longer than is necessary for the purpose for which it was collected. This means that, unless information must be retained for legal or archival purposes, personal information will be securely destroyed, put beyond use or erased from Evidence Aid’s systems when it is no longer required or, where applicable, following a request from you to destroy or erase your personal information.
We will only retain your personal data to the extent we need to retain it or otherwise for as long as required under other legal and regulatory obligations to which we are subject. Different retention periods apply for different types of data, however the longest we will normally hold your data is 7 years after the end of our relationship. If you would like more information about specific types of data, please contact [email@example.com].
Where we store your personal data
All information you provide to us is stored on our secure servers or those of our authorised processors, who are based within the European Union. Any payment transactions will be handled by our bank.
The transmission of information via the internet is not completely secure, so we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
Disclosure and sharing of your information
Evidence Aid will only share information (with your consent, or if we consider it to be of legitimate interest) with individuals and organisations e.g. charities, academic institutions, scholarly journals, where it is necessary to conduct the projects we co-ordinate, such as collections of evidence or Humanitarian Evidence Week. We will only share information with other individuals and organisations with whom you have consented for us to work. For instance, on collaborative projects within Evidence Aid or Humanitarian Evidence Week; this would not be without prior consent of the information owner.
We will only share your information where necessary, with individuals and organisations, as detailed above. The information you provide may be transferred to individuals in countries outside the European Economic Area (EEA) who are working with you on collaborative projects, and who do not have similar protections in place regarding your data and restrictions on its use as set out in this policy.
Evidence Aid will not disclose to or share your personal information with any third party except as follows:
- Where necessary in connection with services provided by third parties (i) who provide us with a wide range of office, administrative, information technology, production, payment, or business management services with whom we will ensure there is a GDPR compliant contract in place, and (ii) who are required to comply with this policy and applicable data protection legislation;
- Where Evidence Aid is required to disclose personal information in response to lawful requests by public authorities and government agencies, including to meet national security or law enforcement requirements; to comply with a subpoena or other legal process; when we believe in good faith that disclosure is necessary to protect our rights, to enforce our Terms of Service, or to protect the rights, property or safety of our services, users or others; and to investigate fraud.
We will use appropriate physical, technical and administrative safeguards to protect your data. Access to your personal data will be restricted only to those who need to know that information and required to perform their job function. This may also include trustees, interns, and temporary staff. In addition, we train our employees about the importance of maintaining the confidentiality and security of your information.
Disclosure in chat rooms or forums
You should be aware that identifiable personal information–such as your name or e-mail address–that you voluntarily disclose and that is accessible to other users (e.g. on social media, forums, bulletin boards or in chat areas) could be collected and disclosed by others. Evidence Aid cannot take any responsibility for such collection and disclosure.
As is true of most websites, we gather certain information automatically. This information may include IP addresses, browser type, Internet service provider (“ISP”), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the site. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
Under the General Data Protection Regulation (GDPR) and The Data Protection Act 2018 (DPA) you have a number of rights with regard to your personal data. You have the right to request to be informed whether or not we hold or process any of your personal information (orally, in writing, or by emailing firstname.lastname@example.org). In order to facilitate our response to you, we ask that you make your request in writing. In your written request, you may:
- Request that we provide you with details of your personal information that we process, the purpose for which it is processed, the recipients of such information, the existence of any automated decision making involving your personal information, and what transfer safeguards we have in place;
- Request that we rectify any errors in your personal information;
- Request that we delete your personal information if our continued processing of such information is not justified;
- Request that we transfer your personal information to a third party;
- Object to automated decision-making and profiling based on legitimate interests or the performance of a task in the public interest (in which event the processing will cease except where there are compelling legitimate grounds, such as when the processing is necessary for the performance of a contract between us);
- Object to direct marketing from us; and
- Object to processing for purposes of scientific, historical research and statistics.
Where applicable under your local laws, we will not use your personal information for marketing purposes, nor disclose your information to any third parties, unless we have your prior consent, which we will seek before collecting your personal information. You can exercise your right to prevent such processing by checking certain boxes on the consent forms we use when collecting your personal information. If at any point you wish to review or change your preferences you can use the “opt-out” or unsubscribe mechanism or other means provided within the communications that you receive from us or by sending an email to email@example.com.
You have the right to lodge a complaint to the Information Commissioners’ Office if you believe that we have not complied with the requirements of the GDPR or DPA with regard to your personal data
Questions or concerns
Any comments, complaints or questions concerning this policy or complaints or objections about our use of your personal information should be addressed by directing your comments to: firstname.lastname@example.org