Privacy notice

Voice of Diplomacy Institute (VoDI) is an independent think tank, research institute, diplomatic platform, and professional service organization working across diplomacy, aviation, climate and energy, research, policy innovation, dialogue, and capacity building.

For purposes of this Privacy Policy, “VoDI,” “we,” “our,” or “us” refers to Voice of Diplomacy Institute and its relevant operations.

Depending on how you interact with VoDI, we may collect:

• Name and professional title
• Organization or institution
• Email address
• Telephone or other contact information
• Country or general location
• Professional and educational information
• Information submitted through the training registration form, including date of birth, nationality, emergency contact details, and your reasons for applying
• Information submitted through the contact, membership, expert network, and event invitation forms
• The name, organization, and country you give when creating a reader account, and the reason you give when requesting a restricted publication
• Information provided when requesting our services
• Communications and correspondence with VoDI

We generally collect only information that is reasonably necessary for the relevant purpose.

We may collect information when you:

• Register for a training program through the website
• Apply for membership
• Ask to join the VoDI expert network
• Request an invitation to an event
• Contact VoDI through the website’s contact form
• Create a reader account, or request access to a restricted publication
• Write to VoDI by email, including to apply for a fellowship or to request professional or advisory services
• Communicate with VoDI through authorized digital platforms

VoDI may use personal information to:

• Provide and administer our programs and services
• Process applications, registrations, and memberships
• Communicate with participants, members, fellows, partners, and clients
• Organize conferences, forums, training, and diplomatic dialogues
• Conduct research and policy activities
• Respond to inquiries and requests
• Maintain appropriate administrative and organizational records
• Protect the security and integrity of our systems
• Comply with applicable legal and regulatory requirements

VoDI will not use personal information for purposes that are materially incompatible with the purpose for which it was collected without an appropriate legal basis or, where required, consent.

VoDI does not operate a newsletter, a mailing list, or any marketing program, and this website offers no facility to subscribe to one.

VoDI uses the contact details you provide to reply to the enquiry, registration, application, or request you submitted, and to administer the program or service it concerns.

You may unsubscribe from non-essential communications at any time by using the unsubscribe option provided or by contacting VoDI.

The VoDI website sets one cookie, named “vodi_reader”. It is created only when a reader signs in to a reader account, and its only purpose is to identify that reader so subscriber content can be shown to them. It is httpOnly and Secure, is sent only on same-site requests, and expires 14 days after sign-in. A visitor who does not sign in is given no cookie at all.

The website uses no analytics, no advertising or tracking technology, no tracking pixels, and no page-view measurement of any kind.

Where required by applicable law, VoDI will seek appropriate consent before using non-essential cookies or similar technologies.

You may adjust your browser settings to control or restrict cookies. Signing in to a reader account will not work if cookies are blocked.

VoDI does not sell or rent personal information to third parties.

We may share information where reasonably necessary with:

• Service providers supporting our website or digital infrastructure
• Event, training, or program partners
• Professional advisers or contractors
• Research or project partners, where appropriate
• Relevant authorities where legally required

Where information is shared with service providers, VoDI will seek appropriate safeguards consistent with the nature of the information and applicable requirements.

Because VoDI may operate and collaborate internationally, information may sometimes be processed or stored in countries other than the country where it was originally collected.

This website is hosted by Vercel, which also provides its file storage, and information submitted through it is held in Google Firebase (Authentication and Firestore). Both operate infrastructure in more than one country, so information given here may be processed or stored outside the country in which it was collected.

Where applicable, VoDI will take reasonable measures to protect personal information when it is transferred or processed internationally.

VoDI may conduct research involving interviews, surveys, consultations, and other forms of information gathering.

Where research involves personal information, VoDI will seek to use appropriate safeguards. Where appropriate, information may be anonymized or aggregated before publication.

VoDI will not intentionally publish personal information that is unnecessary for the stated research or publication purpose.

VoDI takes reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

VoDI retains personal information only for as long as reasonably necessary for the purpose for which it was collected, for legitimate organizational purposes, or as required by applicable law.

No fixed retention period is yet in force for this website, and nothing submitted through it is deleted automatically. Training registrations, enquiries, membership and expert network requests, reader accounts, and requests for restricted publications remain in the Institute’s records until a member of staff removes them. You may ask VoDI to delete information held about you, using the contact details in section 16.

Retention periods may vary depending on the type of information and the nature of the relationship with VoDI.

Depending on applicable law, you may have rights to:

• Request access to personal information held about you
• Request correction of inaccurate information
• Request deletion of certain information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Request information about how your data is used

Requests may be submitted using the contact details provided on the VoDI website.

VoDI’s website and services are not generally directed toward children.

VoDI does not knowingly collect personal information from children where such collection is prohibited by applicable law.

The VoDI website may contain links to external websites, organizations, platforms, or resources.

VoDI is not responsible for the privacy practices, security, content, or policies of third-party websites. Users should review the privacy policies of those websites before providing personal information.

VoDI may update this Privacy Policy from time to time to reflect changes in our activities, technology, legal requirements, or organizational practices.

The updated version will be published on this page with a revised “Last Updated” date.

If you have questions, concerns, or requests relating to this Privacy Policy or your personal information, please contact VoDI through the official contact details provided on our website.

Voice of Diplomacy Institute (VoDI)
Website: https://www.vodinstitute.org
Email: info@vodinstitute.org

Important: This Privacy Policy is a general website policy and should be reviewed and adapted to the specific laws of the jurisdictions in which VoDI operates or collects personal information.