GDPR & data protection

VoDI is committed to responsible handling of personal data. This Policy applies to data processed through the website, training, memberships, fellowships, events, research, publications, advisory services, applications and communications. It is GDPR-aligned and applies to the extent required by GDPR or other applicable law.

Voice of Diplomacy Institute Ltd (VoDI) acts as data controller where it determines the purposes and means of processing personal data.

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Privacy Contact: info@vodinstitute.org

• Identity and contact information.
• Professional and institutional information.
• Membership, training, fellowship, event and application information.
• Payment and transaction information where applicable.
• Communications and enquiries.
• Website, device, IP and technical information.
• Other information voluntarily provided for a specific VoDI activity.

Where consent is used, it may be withdrawn at any time without affecting prior lawful processing.

VoDI may share necessary data with IT/hosting providers, payment processors, event or training providers, professional advisers, research or institutional collaborators, partners delivering a requested service, and authorities where legally required. Recipients should receive only necessary data and appropriate confidentiality and security obligations.

Where GDPR applies to an international transfer, VoDI will use an applicable safeguard such as an adequacy decision, Standard Contractual Clauses or another legally recognized mechanism, together with appropriate security measures where required.

VoDI keeps personal data only as long as reasonably necessary. As a general framework: enquiries up to 24 months after closure; membership and relevant institutional records generally up to 7 years where justified; training/certificate records as necessary for verification, normally up to 7 years; financial records for applicable legal periods; marketing data until consent is withdrawn; and security logs normally up to 12 months unless a longer period is necessary. Data is then deleted, anonymized or securely disposed of where appropriate.

• Access and information about processing.
• Correction of inaccurate data.
• Erasure where legally applicable.
• Restriction of processing where applicable.
• Objection to certain processing.
• Withdrawal of consent.
• Data portability where legal conditions are met.
• Right to complain to a competent supervisory authority where applicable.

Send requests to info@vodinstitute.org with the subject “Data Protection Request”. VoDI may verify identity. Where GDPR applies, VoDI will normally respond within one month; where legally permitted, this may be extended by up to two additional months for complex or numerous requests, with notice and reasons.

VoDI uses reasonable technical and organizational measures such as access controls, confidentiality, secure systems, backups, staff awareness and incident procedures. Where GDPR applies, qualifying personal-data breaches will be handled and notified in accordance with applicable statutory requirements.

Privacy complaints may be sent to info@vodinstitute.org. VoDI does not generally target children unless a specific program states otherwise and will apply applicable safeguards. VoDI does not intend to use automated decision-making producing legal or similarly significant effects unless disclosed and lawfully implemented.

VoDI maintains privacy procedures, retention practices, processor controls and breach-response procedures. This Policy will be reviewed at least annually or earlier when legal, operational or technological changes require it. VoDI has not designated a Data Protection Officer unless and until a formal designation is made.

Voice of Diplomacy Institute Ltd (VoDI)
Website: https://www.vodinstitute.org
Privacy, Data Requests and Complaints: info@vodinstitute.org