ICT4D CONFERENCE PRIVACY POLICY
INTRODUCTION
The ICT4D Conference respects privacy and your rights to control your personal data. Your support, your privacy and your trust are very important to us and inform our policies about how we use and protect your personal information.
This Privacy Policy relates to the information collected and processed by Catholic Relief Services when you are interacting with this website, www.ict4dconference.org. It describes the personal data we collect, and explains why we collect it, how we use it, and when we share it with third parties. Our Privacy Policy also describes the choices you can make about how we collect, use and store your personal data.
WHO WE ARE
The ICT4D Conference is organized by a consortium led by Catholic Relief Services (CRS). CRS owns and manages the website www.ict4dconference.org. CRS operates in more than 100 worldwide and has managed large-scale projects supporting the poor and vulnerable for decades.
WHY WE COLLECT AND HOLD YOUR PERSONAL INFORMATION
We collect, hold and process your personal data for these reasons:
- To keep a record of your interactions with us and the actions we have taken
- To send marketing information about the ICT4D Conference and related events
- To process applications for scholarship and/or for speaking slots on the ICT4D Conference agenda
- To process registrations and payments made for the ICT4D Conference and/or related events
- To process information provided by speakers for agenda development and for ICT4D landscaping
WHEN AND WHY WE WILL SEND YOU PERSONALIZED MARKETING COMMUNICATIONS
The ICT4D Conference will only contact you for marketing purposes – for example, to keep you up to date on our work related to the ICT4D Conference, or let you know of ways in which you can support that work – where we have your consent or we are otherwise allowed to do so (refer to the section below called Other circumstances in which you may receive marketing information from the ICT4D Conference).
We will make it easy for you to tell us if you would like to receive marketing communications from us and hear more about our work and the ways in which you would like to receive this information (email, SMS and phone). We will not send you marketing material if you tell us you do not to receive it. There are a various ways you can do this, refer to the section below called How to control what we send you or request we update your personal information.
Where you give us your consent to send marketing information, we will wherever possible let you know how long this consent will last. Unless we have grounds for believing that a longer period is reasonable and have explained this to you, we will understand your consent to last for 12 months. After this time, in order for us to continue to update you, we will need your refreshed consent. You can update or withdraw your consent at any time, for individual channels of communication, or for all channels. You may opt out at any time by sending an email to adminict4dconf@crs.org. Refer to the section below called How to control what we send you or request we update your personal information for details on how to do this.
Consent lasting more than 12 months
We will generally treat any marketing consent you give us as lasting for 12months, but will apply the following exceptions (but only where we inform you of this at the time you give consent):
- Where you have notified us that you would like to be kept informed of future activities relating to the ICT4D Conference. We will provide you with regular opportunities to shape and control your communication from the ICT4D Conference, so we will treat your consent as ongoing.
OTHER CIRCUMSTANCES IN WHICH YOU MAY RECEIVE MARKETING INFORMATION FROM THE ICT4D CONFERENCE
“Legitimate Interest”
We may send you marketing communications by email where you are a previous participant in an ICT4D Conference or related event that we have organized for example an ICT4D series webinar, or have stated interest in those events, and we have evidence that you do not object to receiving marketing material by email.
HOW AND WHEN WE COLLECT INFORMATION ABOUT YOU
We collect personal information using a variety of methods: when you complete an application form online, or request information or updates through our website, email, or social media communications.
WHAT INFORMATION MIGHT THE ICT4D CONFERENCE COLLECT ABOUT YOU?
Personal information we collect may include, but is not limited to, your name, postal address, zip code, telephone number, email address, gender, nationality, location information (e.g. the country in which you are based), interests and communication preferences including marketing permissions where appropriate, credit card, or billing information, depending on the type of transaction or correspondence you have with us.
HOW WILL THE ICT4D CONFERENCE USE YOUR PERSONAL DATA?
The ICT4D Conference collects personal information that website visitors choose to share with us when signing up to receive e-newsletters, applying to speak or for a scholarship, or registering for the ICT4D Conference or a related event. In specific cases, the ICT4D Conference may share personally identifiable information with third parties when the person submitting the information actively authorizes us to share it or we are required to by law.
There are a number of ways that we collect information; most often this will be directly from you, for example, if you fill out a form on our website. Whenever we ask for information from you we will explain why we are asking for it (including by reference to this policy), and you will always be given a choice about how we communicate with you.
Sometimes you will also provide data to third parties who then pass it to us with your permission.
We use your Personal Data for several different purposes, depending on whether you are applying for a speaking position or a scholarship, to register and pay applicable ICT4D Conference fees, or solely a user of our website.
If you are applying for a speaking position or a scholarship, we use your Personal Data to be able to:
- Review and process your application
- Send you the necessary information and decisions about your application status
- Coordinate the session if you are selected as a speaker
- Send you marketing material and updates about the ICT4D Conference and related developments
If you are registering for the ICT4D Conference and/or related events, we use your Personal Data to be able to:
- Administer and process payments
- Send you the necessary information about your registration status
- Send you marketing material and updates about the ICT4D Conference and related events and associated developments
We also process personal data such as names, titles and photographs, video and audio recordings in order to create and publicize promotional materials and information about our events on the ICT4D Conference website.
If you are not a participant in the ICT4D Conference, but e.g. solely a user of our website, we have a – limited – need to be able to administrate the information you provide, in order to e.g. manage cookies. Read more in our cookie-declaration here. In some cases, we can register which IP addresses have accessed our website.
External links
The ICT4D Conference website may contain links which lead to websites that CRS does not control. CRS is not responsible for the processing of personal data which may take place on websites that are outside CRS’ control.
WILL THE ICT4D CONFERENCE SHARE YOUR PERSONAL INFORMATION WITH ANYONE ELSE?
The ICT4D Conference does not sell your information to anyone, including other nonprofit organizations. We share details of scholarship and speaking applications with the ICT4D Conference consortium partners or agenda advisors. Such information exchange allows the ICT4D Conference to select speakers and scholars from the pool of applicants. If you are selected for a group session we may share your email with other speakers in a panel in order to coordinate the session. We limit the personal information we share with partners to your name, job title, organization you work for, email and country in which you are based and details you consent to provide us required to help process your application.
HOW LONG WILL THE ICT4D CONFERENCE KEEP YOUR PERSONAL INFORMATION?
We will hold your personal information in our systems for as long as it is necessary for the relevant activity.
HOW TO CONTROL WHAT WE SEND YOU OR REQUEST WE UPDATE YOUR PERSONAL INFORMATION
We will always honor your wishes. If you have any concerns about how your information is handled, or to add your name to our do-not-share list please email adminict4dconf@crs.org. Please provide us with your exact name and address and we ensure your name is not on any list we share with other organizations.
HOW THE ICT4D CONFERENCE KEEPS YOUR DATA SAFE
For your online security, we use industry-standard encryption technologies when transferring and receiving, personal or payment data, including credit card information. And we have security measures in place to protect against loss, misuse, or alteration of information that we have collected from or about you.
Electronic data and databases are stored on secure computer systems and we control who has access to information, using both physical and electronic means.
INTERNATIONAL TRANSFER OF PERSONAL INFORMATION
As an international organization and because of the technologies we use, personal information may be accessed by our consortium partner colleagues for the purpose of processing speaker and scholarship applications and third-party service providers whose data protection laws may differ from those in the United States.
We apply appropriate protection to make sure your personal data remains adequately protected and is treated in line with this policy.
ICT4D CONFERENCE’S USE OF COOKIES
For information on the types of cookies we use in this website, how we use them and how you can control your cookie preferences, please refer to the ICT4D Conference’s cookies policy.
YOUR RIGHTS OVER YOUR PERSONAL DATA
You have a variety of rights with respect to your data, including the rights to see, update, restrict, object to the use of or withdraw use of your data. Depending upon where you are based and 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 delete your personal data from our systems if you decide to opt out of the program (this is known as the “Right to be Forgotten”).
- That we no longer process your data automatically to decide whether 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, refer to section above called How to control what we send you or request we update your personal information for details of how to get in touch.
Opting out of direct marketing
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We will always comply with your request.
Where we are sending you direct marketing on the basis of our legitimate interest, you can also ask us to stop.
Right to be Forgotten
Upon request we will delete your personal data from our systems, to the extent that we are permitted to by law or regulatory guidelines.
Opting out of profiling
Upon request we will cease using your personal data to decide whether you would be interested in particular updates and other marketing. Such requests may lead to you not hearing from us in the future.
Subject Access Requests
You have the right to request a copy of the personal information we hold about you. We will provide this as soon as possible, and within a month unless there are specific reasons why this would not be possible. We will always let you know if this is likely to be the case.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorized a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
HOW TO FIND OUT MORE, OR MAKE A COMPLAINT ABOUT THE ICT4D CONFERENCE’S APPROACH TO DATA PROTECTION
If you would like more information, to update your details or have any questions about this policy, please email adminict4dconf@crs.org.
To make a formal complaint about ICT4D Conference’s approach to data protection or raise privacy concerns directly with our data protection team, please email privacy@crs.org.
CHANGES TO THE ICT4D CONFERENCE 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 ICT4D Conference. 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 ICT4D Conference website to submit personal information to ICT4D Conference. If material changes are made to the Privacy Policy, we will notify you by placing a prominent notice on the website.
THANK YOU FOR YOUR TRUST IN THE ICT4D CONFERENCE
Your privacy is very important to us, and we want to make sure your experience with us is a positive one. We want to keep you informed about our work, important developments related to the ICT4D Conference and the interests we share, but we don’t want to do that at the expense of your privacy or trust in us. If you have any concerns, email adminict4dconf@crs.org.
Last updated: October 2023