Privacy & cookies

Who we are

The European Interagency Security Forum (EISF) is a member-led organisation without separate legal status under UK law. It is supported by Christian Aid (Registered charity 1105851/SC039150) who act as a host agency for the EISF Secretariat. Accordingly EISF adheres to the data protection principles as set out under the Christian Aid privacy policy which can be found here.

EISF is committed to protecting your data and your privacy. We aim to ensure that any information you give us is held securely and safely. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Introduction and general terms

This policy sets out the basis on which any personal data we collect from you or that you provide to us is collected and processed by us, whether online (through “our Site”: www.eisf.eu), via telephone, email, in letters or in any other correspondence or from third parties.

The EISF website contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including policies on their use of cookies, and we urge you to review them. They will govern the use of personal information you submit or which is collected by cookies whilst visiting these websites. We cannot accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Data protection

EISF will never share your information with another organisation for their own marketing purposes and we will never sell your information for any reason whatsoever. We know that this is important and want to reassure you that you are always in control of how we use your personal information in regard to marketing.

We do however need to collect and use your personal information for carefully considered and legitimate business purposes, which will help to ensure that we can run EISF efficiently, and deliver our organisational objectives.

Purposes

The main reason we will use your personal information will be to help us effectively carry out our organisational objectives. For example this could include your involvement in our events, your participation in EISF research projects and to help us raise funds to carry out our work.

We may use information for a number of purposes including (but not limited to) the following:

  • to provide you with information about our activities or online content you have agreed to receive
  • to carry out our obligations arising from any contracts entered into between you and us
  • to invite you to events
  • to notify you about changes to our service
  • to administer your membership
  • to approach you for funding where you have consented to be contacted for such purposes
  • to process the personal information of employees for recruitment, staff administration, remuneration, pensions and performance management purposes
  • to process the personal information of volunteers
  • to analyse and improve the activities and content offered by the EISF website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Lawful processing

EISF needs a lawful basis to use and collect your personal data. The three legitimate purposes that are relevant to for EISF activities include:

  • information is processed on the basis of an individual’s consent
  • information is processes in line with a contractual relationship
  • information is processed on it being a legitimate interest for EISF to do so

We may also share your personal information when we are compelled to do so by a legal authority acting in compliance with the law.

Consent

EISF will only contact you for marketing purposes where you have provided us with freely given consent to do so. You may provide that consent in various ways including through online or paper forms (where consent statements are clearly visible) or through face to face or telephone engagement with our staff or representatives.

Where you give us consent to process your data we will always keep a clear record of how and when this consent was obtained, and you can withdraw this consent for all channels and activities at any time by contacting eisf-coordinator@eisf.eu

Contractual relationships

This purpose primarily relates to how we process the data that we hold in relation to our staff, our members, our consultants, research participants and in some circumstances, our volunteers.

Legitimate interests

The law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned.

There are times when it is just not practical to ask a person for consent. In many situations, the best approach for EISF is to process personal data because of our legitimate interests, rather than consent. This includes reasons pertaining to:

  • Governance i.e. statutory reporting, internal and external auditing for financial or regulatory compliance purposes and reporting criminal acts
  • Publicity and income generation i.e. unsolicited commercial or non-commercial messages for income generation purposes, profiling – including the use of publicly available information and processing for research purposes
  • Operational management i.e. monitoring for recruitment for employees and volunteers and the provision and administration of staff benefits such as pensions
  • Financial management and control i.e. enforcement of legal claims and processing of financial transactions
  • Purely administrative purposes i.e. responding to solicited enquiries from our stakeholders and delivering resources to selected stakeholders

What information we collect

We collect and use personal information such as names, email addresses and affiliated companies (where applicable). We also collect information about the services you use on our website, any marketing preferences you give. We do not usually collect “sensitive personal data” about our users, e.g. health status, unless there is a clear reason for doing so i.e. ensuring we provide appropriate facilities or support to enable you to attend an event.

We maintain a record of communications that we send to you, and will also log any communications that you send to us. If you attend an EISF event it is possible that your photograph may be taken.

Data retention

EISF removes personal data from our systems in line with the Christian Aid privacy policy. The length of time each category of data will be retained will vary on how long we need to process it, the reason it is collected, and in line with any statutory requirements. After this point the data will either be deleted or rendered anonymous.

Data sharing

As mentioned above, EISF will never sell your personal information and will never share it with another organisation for their own marketing purposes. However, there are a number of legitimate situations where we may share your information with third parties whom we have contracted to fulfil specific services for us.

This will include organisations such as email broadcasters who will send out our marketing materials on our behalf and event ticketing providers. In all of these situations we ensure that we always have a written contractual agreement in place that will ensure that those organisations can only use the data provided for the specific purposes we direct them to do, and that they have in place strict security requirements in order to protect your personal information.

Your data protection rights

Where EISF is using your personal information on the basis of your consent:

  • You have the right to withdraw that consent at any time.
  • You have the right to be told how your personal information will be used
  • You have the right to ask what information we hold on you and request a copy of that information
  • From May 2018 you have the right to be forgotten (i.e. have your personally identifiable data deleted)
  • You have the right to ask for your record to be updated if it is inaccurate
  • In certain circumstances you have the right to ask for processing of your personal data to be restricted if there is some disagreement about its accuracy or legitimate usage

Simply contact eisf-coordinator@eisf.eu or on 020 3195 1361 and we will amend your contact preferences accordingly.

Cookies

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however, this may downgrade or ‘break’ certain elements of the site’s functionality.

For more general information on cookies see the Wikipedia article on HTTP Cookies or the following guide on cookies developed by ‘Who is Hosting This’.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases, there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see ‘Help’ on your browser for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies.

The Cookies We Set

Google Analytics

This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page.

Embedded Content

Some of the content on our site is provided by third parties. This includes but is not limited to: Google Maps for interactive mapping, YouTube or Vimeo for hosted video and Flickr for images. When you visit a page containing content from one of these sites a cookie may be set. We do not have any control over these cookies and you should check the relevant third party website for more information about these.

More Information

Hopefully, that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.

Changes to EISF’s privacy policy

From time to time, we will make changes to this statement to keep it up to date and relevant. Please make sure you check regularly to see what’s changed. This statement was last updated on 04 May 2018.

If you have any questions about this policy or how your data is handled, please write to:

The Data Protection Officer
Christian Aid
35 Lower Marsh
London
SE1 7RT

Email: dataprotection@christian-aid.org
Telephone: 0207 523 2041 (during office hours, Monday to Friday, voicemail available for messages outside these hours)

Our Data Protection Officer is Will Denton.

You can view the more comprehensive Christian Aid data protection policy here.