Privacy Notice for the Protect Aid Workers Project

Introduction

The Protect Aid Workers Project provides support to humanitarian workers who have faced security incidents, threats, or legal challenges due to their humanitarian work. This privacy notice outlines our commitment to the principles of the General Data Protection Regulation (GDPR), ensuring the protection, transparency, and respectful handling of personal data.

Identity and Contact Details of the Project-Level Data Controller

Data Controller: Protect Aid Workers
Email for Data Protection Inquiries: hotline@protectaidworkers.org

Purposes of Processing Personal Data

We process personal data for the following purposes:

To assess eligibility for and manage grants.
To provide necessary support services and communicate with applicants.
To facilitate the operations and administration of the project.

Legal Bases for Processing:

We process data under the following bases:

Performing tasks in the public interest.
To protect the vital interests of a data subject or another person
The legitimate interests pursued by Protect Aid Workers, such as ensuring the safety and well-being of humanitarian workers.
Consent obtained during the application process.

Categories of Personal Data Collected

We may collect the following types of personal data:

Contact Information: Name, email, phone number.
Personal Information: Name, gender, age
Employment Details: NGO affiliation, role, details of the work arrangement.
Incident-Related Information: Details of the security incident or threat.
Financial Information: For grant disbursement purposes.
Health Information: Relevant to the support services provided.

Recipients or Categories of Recipients of the Personal Data

Your personal data may be shared with:

Internal staff within the Protect Aid Workers Project.
Partner organisations for the provision of support services.
Legal and financial advisors for compliance and application processing.
The vetting committee, under exceptional circumstances, where necessary to assess the application. All data shared with the committee is treated with strict confidentiality and used solely for the purpose of application evaluation.

Data Retention Periods

Personal data is retained for as long as necessary to fulfil the processing purposes, not exceeding 5 years post-closure of a case, unless legal requirements dictate otherwise. The criteria used to determine retention periods include legal obligations, the duration of our relationship with you, and the necessity of the data for fulfilling the stated purposes.

Data Subject Rights

Data subjects have the following rights regarding their personal data:

The right to access their personal data and obtain a copy of it.
The right to rectification if their personal data is inaccurate or incomplete.
The right to erasure (‘right to be forgotten’) under certain conditions.
The right to restrict processing when certain conditions apply.
The right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
The right to data portability which allows individuals to obtain and reuse their data for their own purposes across different services.
The right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact the Protect Aid Workers Project team via email at hotline@protectaidworkers.org or call +33170845131.

The Right to Lodge a Complaint

If you believe that the processing of your personal data infringes on GDPR, you have the right to lodge a complaint with a supervisory authority, particularly in the EU member state of your habitual residence, place of work, or place of the alleged infringement. For further assistance, you may contact the Protect Aid Workers Project team via email at hotline@protectaidworkers.org or call +33170845131.

Source of Personal Data

We collect personal data from:

The individuals themselves through application forms, correspondence, or direct communications.
Their representing NGOs during the application process.
Publicly available sources for due diligence or verification purposes.

Existence of Automated Decision-Making

There is no use of automated decision-making, including profiling, in the processing of personal data for the grant applications. Any future changes to this policy will be communicated directly to the data subjects.

Updates to the Privacy Notice

This privacy notice may be updated periodically. Significant changes will be communicated through:

Email notifications to data subjects where possible.
Announcements on our website and any relevant project-related channels.

Detailed Contact Information

For inquiries or concerns regarding your personal data or this privacy notice:

Protect Aid Workers Project Team
Email: hotline@protectaidworkers.org