Laudes Foundation Partner Privacy Statement

 

1. Introduction

This Privacy Statement applies to grant applicants and (potential) partners as well as consultants of Laudes Foundation and all of its affiliated legal entities (together Laudes Foundation).

Laudes Foundation processes personal data when performing its duties as grantor. With this Privacy Statement, Laudes Foundation aims to be transparent about the way in which personal data is processed.

At Laudes Foundation we are committed to maintaining the accuracy, confidentiality and security of personal data. Laudes Foundation is located across the globe. Each legal entity shall adhere to this Privacy Statement, unless local law requirements demand otherwise.

For the purposes of this Privacy Statement, the following definitions apply:

  • Personal data means any information relating to an identified or identifiable natural person (a ‘Data Subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier (such as a name, an identification number, location data, or one or more factors specific to the physical, economic, cultural or social identity of that natural person
  • Processing means any (set of) operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as the collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, alignment, combination, restriction, erasure or destruction.
  •  Controller means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

This Privacy Statement may be changed over time. You are advised to regularly review Laudes Foundation’s website for possible changes to this Privacy Statement. This Privacy Statement was last amended on 30 November 2018

2. How we collect personal data

Laudes Foundation may process your personal data:

  •   in order to assess grant applications/proposals diligently, when such personal data is included in the information provided to Laudes Foundation in the context of a grant application or proposal.
  •  as part of its relationship management with applicants of grants, and in the context of developing strategic grant making.
  •  to enter into an agreement, to monitor grant implementation, to facilitate a payment, or to fulfil its obligations under an agreement.

If you and/or your organisation are unwilling to share personal data with us, Laudes Foundation might not be able to enter into agreements with you and/or your  organisation or might be forced to terminate the existing contractual relationship (as applicable).

 

3. What personal data do we collect?

Laudes Foundation may, in the context of grant management/implementation and depending on the relevant circumstances, collect the following categories of personal data (not always applicable and not limited to):

  •  Name and contact details (including address, telephone numbers, email addresses)
  • Logs of communications with Laudes Foundation (including email
  • Photos (relating to approved projects and grants
  • Reference
  • Financial information (relating to payment details)

Laudes Foundation also collects certain information through its website, including technical data (such as the IP address, web browsers, click and surfing behaviour). Please refer to the Laudes Foundation Website Users Privacy and Cookies Statement [link] for more information.

Laudes Foundation processes such personal data on the basis of the following grounds:

  •  Consent by the data subject
  • Requirement to fulfil contractual obligations
  • Legitimate business purpose of Laudes Foundation (such as relationship management and cross referencing potential partners)
  • Compliance with local laws and regulations

4. Why we process your personal data

Laudes Foundation collects and processes personal data to enter into agreements and/or to comply with applicable statutory requirements. More specifically, Laudes Foundation processes personal data for the below purposes:

  1. Assessing grant applications and proposals
  2. Relationship management with (potential) partners, stakeholders and co-funders
  3. Compliance with local laws and regulations (identification obligations, fraud prevention, internal controls and company security, tax law, archiving)
  4. Regular course of business (for example, when you send an email, we process your contact details, the contents of your message, any attachments you add to your message)

Please note that you are not obliged to provide personal data to Laudes Foundation. However, in order for Laudes Foundation to enter into agreements and/or to comply with statutory requirements, Laudes Foundation needs certain personal data. If you decide not to provide us with such personal data, Laudes Foundation may not be able to cooperate with you.

5. How we process your personal data

Laudes Foundation collects and processes personal data to enter into agreements and/or to comply with applicable statutory requirements. More specifically, Laudes Foundation processes personal data for the below purposes:

  •  Assessing grant applications and proposals
  • Relationship management with (potential) partners, stakeholders and co-funders
  • Compliance with local laws and regulations (identification obligations, fraud prevention, internal controls and company security, tax law, archiving)
  • Regular course of business (for example, when you send an email, we process your contact details, the contents of your message, any attachments you add to your message)

Please note that you are not obliged to provide personal data to Laudes Foundation. However, in order for Laudes Foundation to enter into agreements and/or to comply with statutory requirements, Laudes Foundation needs certain personal data. If you decide not to provide us with such personal data, Laudes Foundation may not be able to cooperate with you. 

6. How do we store your personal data

Laudes Foundation may use various systems to collect and store your personal data, such as a management information system.

We have taken adequate safeguards to ensure the confidentiality and security of your personal data. Laudes Foundation has, and ensures that its data processors have, implemented appropriate technical, physical and organisational measures to protect personal data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access, and against all other forms of unlawful processing (including, but not limited to, unnecessary collection).

The retention period for storing personal data varies, depending on the type of personal data, the purpose for which it was collected, and local laws and regulations. We do not store personal data beyond the permitted retention period in accordance with applicable laws and regulations.

Laudes Foundation wants to specifically inform you that it uses in connection with the conclusion and signing of contracts between you and Laudes Foundation services of the company DocuSign, Inc., 221 Main Street, Suite 1000, San Francisco, CA 94105. For that purpose, the contracts and potentially your personal data contained in such contracts, including signatures, will be processed and stored on servers operated by DocuSign Inc. The data will be stored on servers of DocuSign Inc. in the EU. Laudes Foundation has executed an agreement with DocuSign Inc., which includes the necessary data privacy safeguards. For further information on how DocuSign is processing personal data in connection with the mentioned services, please go to the data privacy notice of DocuSign Inc. (https://www.docusign.com/company/privacy-policy).

7.  What are your rights?

You can request access, correction, restriction, or removal of your personal data at any time by sending a request to Laudes Foundation via privacy@candafoundation.org.

In the event Laudes Foundation is processing your personal data on the basis of consent, you have the right to withdraw your consent at any time.

Should you have any questions regarding the collecting or processing of your personal data, or if you are unsatisfied about the way in which Laudes Foundation is processing your personal data, please contact privacy@candafoundation.org.

In the event you are an EU data subject and you are unsatisfied with the response you receive from Laudes Foundation in relation to your request or complaint, please be aware that you have the right to submit a complaint with the local data protection authorities in your country. Laudes Foundation also has an obligation to report all material data breaches to relevant data protection authorities within 72 hours of the data breach occurring.

 

Foundation Function

Grant Administration

Version

1.0

Owner

Maite Ibarretxe

Board Approval

30 November 2018

 

Effective Date

30 November 2018

Last Update Date

30 November 2018