WHO WE ARE?
The Global Policy Institute (GPI) is a not-for-profit think tank/research institute on international affairs based in London, and which operates the website www.gpilondon.com. For the purpose of this policy, the Global Policy Institute (GPI) will also be referred to as ‘we’ or ‘us’ or ‘GPI’. We can be contacted via email at [email protected].
The Global Policy Institute understands the importance of maintaining your privacy, keeping your personal information secure and complying with data protection laws, and we seek to be completely transparent about what data we collect, from whom, by what means, and what we do with this data.
We are the data controller of any personal information about you. This means that we are responsible for complying with data protection laws.
Please read these terms carefully before you start to using the Site or our other services. By visiting and using the Site and interacting with the GPI by email, phone, events and other ways you confirm that you accept these terms, consent to the practices described in these terms and that you agree to comply with these terms. If you do not agree with these terms, you must not use our site or services.
WHO DO WE COLLECT INFORMATION FROM?
We collect the following information from:
WHAT INFORMATION DO WE COLLECT?
We collect some or all of the following information, depending on how you choose to interact with us:
Attendees at our events
Speakers at our events
Research Fellows / Visiting Fellows / team members with a profile on our website
WHEN AND HOW DO WE COLLECT INFORMATION ABOUT YOU?
By visiting our Website
Use of ‘cookies’
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of our Site. We do not do this to track individual users or to identify them, but to gain useful knowledge about how the Site is used so that we can keep improving it for our users.
Cookies may also be used by some parts of the site where we utilise third-party services, such as YouTube and Vimeo for video content. These cookies are managed by these external sites, and no personal data is shared between GPI and its partners.
Otherwise, our website uses website cookies strictly for system administration to provide you with the best possible experience – used in order to create reports relating to web traffic and user preferences. This includes: your IP address; details of which web browser or operating system was used; and information on how you use the site.
If you do not wish to receive cookies from us or any other website, you can turn cookies off on your web browser: please follow your browser provider’s instructions in order to do so. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org, www.allaboutcookies.org or www.civicuk.com/cookie-control/browser-settings
Some of the content on our site is provided by third parties. This includes but is not limited to: YouTube or Vimeo for hosted video, Flickr for images or facebook or Twitter for social media streams. 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.
Links to third party websites
Users may find advertising or links to external content such as articles, media or blogs on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.
By signing up to receive our newsletter or contacting us via email
You might give us information about you by filling in forms on the Site or by corresponding with us (for example, by e-mail or otherwise). This includes information you provide when you register to receive our newsletter, participate in any discussion boards or other social media functions on our site, sign up for events or surveys on the Site and when you report a problem with the Site.
If you contact us by email, we may keep a record of that correspondence. The information you give us may include your name, address, e-mail address and phone number where applicable.
When you sign-up for our e-newsletter, we only collect your email address and we will only use this information to send you our monthly (maximum two newsletters a month) newsletter, which contains invitation to our upcoming events, or the events of selected partners, our latest research and analyses and any institute news, such as when a new visiting research fellow has joined our team, new partnerships have been entered into, or similar news. We will not pass your details on to any third parties aside from the third party providers we use for our sign-up forms and to process and store your information and send you newsletters. MORE ON THIS UNDER THE THIRD PARTY SECTION OF THIS POLICY.
By registering (via email or phone) to attend one of our events
When you sign up by email or phone to attend one of our events, we record your full name, any organisational affiliation (although you can choose not to provide this information) and email address. We collect this information in order to confirm your attendance, notify you of any changes prior to the event (such as speaker changes, cancellations or changes in date/timing/venue) as well as to prepare attendance lists that we hand out to all attendees during the event to facilitate networking among attendees in the context of the event. On such attendance lists, we never provide email addresses of course, only the attendee’s names and organisational affiliations. If you would not like to be included on such attendance lists, please do let us know when registering for an event.
Since we frequently collaborate with partners for the organisation of an event, in some cases we do not ourselves manage the registration process for the event. In these cases, we might pass your details (name, email address and affiliation) on to our partners to process your registration and communicate with you concerning this registration.
We will not sell, distribute or lease your personal information to any third parties unless we have your permission or are required by law to do so.
By physically signing one of our attendance or registration consent forms
We might make available registration forms at our events or in other contexts, where interested attendees and visitors can subscribe to our newsletter lists, if they so choose.
WHAT WE DO WITH YOUR INFORMATION?
Information you provide us with (by visiting our website, registering for our events, signing up to our e-newsletter or by emailing or calling us, for example) are used in the following ways, and for the following purposes:
WHERE DO WE STORE YOUR PERSONAL INFORMATION
Depending on the user’s interaction with us, i.e. website use, newsletter registration, email interaction, or as experts and fellows, we might store your personal information in one or more of the following ways:
DATA RETENTION DURATION
We will only hold your personal information on our systems for as long as is necessary to operate the service in accordance with the services you have requested from us, legal requirements and tax accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
The data we collect about you through our newsletter, which you have to op-in to, as well as when you register to attend an event, will be kept for a maximum of two years, unless you decide to withdraw your consent in writing to us by email, or by unsubscribing from our newsletter. Every two years, we will ask ‘inactive’ newsletter recipients to re-confirm their subscriptions to our newsletters.
WHICH THIRD-PARTIES THAT WE WORK WITH COLLECT INFORMATION ABOUT YOU?
As already mentioned previously, when someone visits www.gpilondon.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitors’ behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site so to improve our webdesign to make it more user friendly, improve the user experience as well as a mean to understand and be able to communicate to potential advertisers or partners the size of our readership and its growth.
Information obtained from you when you sign up to receive our monthly newsletter (twice a month) include only your email address. We use of the third party mailing list/newsletter service provider ‘MailChimp’, which is owned by Rocket Science Group, LLC, 675 Ponce De Leon Ave # 5000, Atlanta, GA 30308, USA.
The e-mail addresses collected of our Newsletter subscribers, as well as their other information described in these notes, are stored on the servers of MailChimp in the USA. MailChimp uses this information to send and evaluate the newsletters on our behalf. Furthermore, MailChimp may, according to its own information, use this data to optimize or improve its own services, e.g. for the technical optimization of the shipping and the presentation of the newsletter, or to determine from which countries the recipients come. However, MailChimp does not use the data of our newsletter recipients to contact subscribers directly, or to pass them on to any other third parties.
We use MailMunch to create user friendly sign-up forms with double-opt-in mechanisms to ensure that we capture, as per GDPR, the exact details of your registration and to ensure that no third-party uses your email address to sign up to our newsletter without your knowledge and consent. MailMunch fully complies with GDPR. We only use MailMunch for the purpose of designing the sign-up forms, but data will be transferred to our MailChimp account, where the data is stored.
We use a third party provider, Hootsuite to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.
LEGAL BASIS FOR COLLECTING INFORMATION
The Global Policy Institute is a not-for-profit international affairs think tank. As a think tank, we organise events, conduct public policy-relevant research, publish articles, books and analyses and engage with public sector and private sector organisations and experts, representatives from the media and academic organisations as well as with private citizens with an interest in public policy for educational purposes and to discuss policy-relevant themes and current affairs. Through our activities we hope to contribute to a healthy democratic discourse and citizen engagement, increase citizen awareness of and engagement with important public policy discussions. We also engage experts from diverse professions and professional backgrounds to devise and disseminate policy recommendations to decision takers in government, business, international organisation, not-for-profit organisations etc with the aim to improve public policies and contribute to a healthy and informed decision-making process. We process the information outlined above in order to invite speakers to our events and conferences, recruit new voluntary visiting fellows and experts to our network, as well as invite experts from a range of organisations as well as members of the general public to our conferences and events, and send them as well as media representatives, decision takers and multipliers our analysis and articles. Your Personal Data is lawful because it is necessary for us to hold and use your Personal Data so that we can perform our obligations under the contract we have entered into with you; Your Sensitive Personal Data is lawful because you have given us your explicit consent to process your data in this way when applying for a role or visiting fellowship at GPI or if you have taken up employment with us; and usage Data and Third Party Data is lawful because it is necessary for the purposes of legitimate interests pursued by us and/or our web developers in order to keep the Site up to date, organize events and functions and provide additional services to our users from time to time.
As a result of the above, and to pursue our mission as a think tank and offer our free services for educational purposes, we believe we have two separate legal bases for collecting private data, depending on the exact context/activities:
Legitimate Interest: It is imperative for our work, and the services and public goods we provide that we approach, via email or phone, experts who we wish to invite as speakers or participants in our events, and that we contact experts from a variety of private and public sector organisation as well as the media, not-for-profit organisation, international organisation and academia to our events as discussants. Without knowledgeable expert panels tailored to the theme or question under discussion in a particular event, we are not able to pursue our mission to move forward and contribute in a meaningful way to public policy debates. Thus, the carefully considered and specific purposes for which we use data in the context of legitimate interest might for example include the following:
Consent: However, for the purpose of operating our newsletter and mailing list, and sending out invitations to our events to attract wider audiences and disseminate our research and analyses, the legal basis on which we operate is ‘consent’. Hence, for sending out our newsletter, which is also open to the general public, we rely on consent, which we acquire through a GDPR compliant sign-up forms on our website, and which requires acceptance of our privacy and cookies policies as well as clearly setting out the purpose of the newsletter as well.
Under the UK Data Protection Act and/or the upcoming European Data Protection Regulation (GDPR) and eprivacy laws, you have the following rights:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.
For more information on these rights, please see the guidance provide by the Information Commissioner’s Office.
Controlling your personal information
Under the UK Data Protection Act 1998 and the upcoming European Data Protection Regulation (GDPR) give you the right to access information held about you.
You can also at any time ask for the data we hold about you to be changed or erased.
Your right of access and erasure can be exercised by contacting us at [email protected]
If you are concerned that we have breached a privacy law or code binding on us, please send an email to [email protected] We aim to respond in a reasonable time (normally within 14 days). Our team will manage your complaint and will give you additional information about how it will be handled.
You have the right to complain to the Information Commissioner’s Office (ICO) if you believe we do have not handled your request in an appropriate manner. For information on contacting the ICO please see their website.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect online.
CHANGES TO THESE TERMS
We may revise these terms at any time. Any changes we may make will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to take notice of any updates or changes to our terms, as they are binding upon you.