GGGI collects and uses personal data related to people interacting with GGGI, including GGGI staff, consultants, contractors, applicants, bidders, members of the public or persons engaged in any other capacity in or on behalf of GGGI, if and as required to carry out its mandate and its operations.
In order to ensure appropriate treatment of personal data and respect the privacy of such persons, GGGI is committed to managing any personal data in accordance with GGGI’s Rules on Protection of Personal Data.
If you have a query regarding personal data, please contact us through firstname.lastname@example.org.
Purposes for Processing Personal Data
The below chart describes various purposes for which GGGI may process your personal data:
|Purpose of Processing||Type of Personal Data||Recipients||Retention Period||Legal Basis|
|A. GGGI Website (see also sections on Data Analytics and Cookies below)|
|Subscription to GGGI Newsletter – the Round-up||Your email address, name and organization||GGGI Communications Unit||Until you unsubscribe||
|Processing your enquiries submitted via contact form or e-mail||Your name, phone number, e-mail address and other information you voluntarily provide.||Relevant GGGI unit handling your enquiries||5 years from GGGI’s response to your enquiry||
|Review/investigation of your Whistleblower report or Compliance Review request||Your name, phone number, e-mail address, mailing address and other information you voluntarily provide.||
||10 years from end of review/investigation||Compliance with a legal obligation and exercise of the authority vested in GGGI under the Whistleblower Policy and Compliance Review Mechanism.|
|B. GGGI events|
||Name, address, organization, gender, email address, phone number, dietary request and passport information (including passport number, nationality, date of birth, date of issuance and expiry of passport)||
||At the latest one year after the completion of the relevant event||
|Processing your job application (including staff positions, consultancy, secondment, and internship) and selection of candidates.
Executing and managing contract with successful candidate.
||GGGI units involved in recruitment, including Human Resources Office, hiring manager and selection panel.||
|Processing firm’s tender applications, tender evaluation and vendor selection.
Executing and managing contract with successful vendor.
|Personal data of tenderers and their staff, experts and subcontractors, including:
||GGGI units involved in procurement, including Procurement Office, contract manager and procurement committee.||5 years from inactive status
|Processing grant applications, proposal evaluation and selection of grantee.
Executing and managing agreement with successful grantee.
|Personal data of applicants and their staff, experts and subcontractors, including:
||GGGI units involved in selection process, including Procurement Office, grant manager and evaluation committee.||5 years from inactive status||
GGGI or a service provider designated by it monitors trends in the use of the GGGI website by collecting general information on the use of the website. Only summaries of visitors’ usage and preferences are reported, and GGGI uses this information to generate statistics and measure the website activity in order to improve the usefulness of the website, for example, statistics on the most downloaded files or the most and least visited pages. This information will not be used to identify or track down an individual user.
Who has access to personal data?
Access to your personal data is provided to GGGI personnel responsible for carrying out the relevant processing operation on a need-to-know basis.
GGGI may use a third party service provider who will process your personal data on GGGI’s behalf as a data processor. Specifically, GGGI uses various service providers who provide IT tools and cloud storage for processing and storing your personal data.
GGGI shall ensure that third party service providers keep your personal data confidential, and take appropriate technical and organizational measures for the protection of your personal data.
How long do we store your data?
GGGI will retain your personal data only for the retention periods specified above or as long as it is necessary for the relevant purposes described above. After these periods, your personal data will be deleted or anonymized.
How to Complain?
You can raise a request for review of alleged breach of the Rules through the online reporting form available at https://gggi.org/compliance-review-mechanism/. Your request will be reviewed in accordance with the Compliance Review Mechanism of GGGI.
What are your data protection rights?
In accordance with GGGI’s Rules on Protection of Personal Data, you have the right to request:
- access to your personal data;
- rectification of your personal data;
- deletion or restriction of your personal data;
- objection to the use of your personal data;
- transfer of your personal data to you or others; and
- withdrawal of your consent to the use of your personal data.
If you would like to exercise any of these rights, please contact us through email@example.com.