Privacy notice
Privacy notice
Privacy notice
Introduction and purpose
IFAD is committed to ensuring that we adequately protect the Personal Data of individuals whose Personal Data we Process as outlined in this Privacy Notice (“users” or “you”). “Personal Data” is information that identifies or may be used to identify you as an individual. “Process or Processing” means any operation, or set of operations, automated or not, which is performed on Personal Data, including but not limited to the collection, storage, adaptation, use, transfer, disclosure, dissemination, or deletion of Personal Data.
This Privacy Notice provides information regarding the Processing of your Personal Data by IFAD in the course of providing you with our services or otherwise engaging with you.
This Processing is consistent with the policies, standards, procedures and guidelines of IFAD. It is also consistent with, or is reasonably necessary to enable IFAD to carry out its mission, mandate, functions and purpose as an international organisation established by its member countries pursuant to the Agreement establishing IFAD (the Charter). In certain cases, Processing Personal Data is necessary for the performance of a contract or compliance with a binding obligation or undertaking by IFAD.
Summary
IFAD respects your privacy and seeks to protect your Personal Data. The following information describes how we gather and use Personal Data. The amount of information we hold on you and how it is used depends on your relationship with us and on what service you use, so some of the sections below may not be relevant to you. Please note:
- We keep to a minimum the amount of information we hold about you.
- We use your Personal Data to respond to your enquiries about our services, to send you other useful information and to provide our services to you.
- We apply appropriate security mechanisms to protect your Personal Data.
We are happy to answer any questions you have about this Privacy Notice. Contact us via email at [email protected].
What Personal Data do we collect and why?
Our services
When You Use Our Services
We collect and update information about users of our services. We may obtain this information via direct contact with you, from third parties or automatically via your use of our services.
This information may include your contact details, identification details, registration and payment details, support problems, details around participation in events and certain relevant details of your preferences.
We also collect and use your information to administer, support, improve and obtain feedback on our services and to detect and prevent fraud, avoid faults and breaches, including breaches of our network security, applicable law or our contract terms. We may contact you to obtain feedback on that service and any improvements we could make to it.
Our legitimate basis for Processing your Personal Data when you use our services is that it is necessary for the performance of a contract or compliance with a binding obligation or undertaking by IFAD.
Other engagements
Our legitimate basis for Processing your Personal Data in the following cases is that it is consistent with, or reasonably necessary to enable IFAD to carry out its mission, mandate, functions or purpose as an international organisation established by its member countries pursuant to the Charter:
When You Participate in an IFAD-Financed Event or Seminar
We collect and update information about persons who take part in our events or seminars. We may obtain this information via direct contact with you, from third parties such as other users and automatically via your use of our booking facilities. We may collect your name and contact details and, on some occasions, dietary requirements. If any of this Personal Data is sensitive data (i.e. special category data as defined under IFAD’s data privacy framework), we will seek consent before Processing.
When You Contact Us
We collect your contact information and use it to respond to your questions and requests. We keep this information on our database and may use it to periodically inform you of additional useful information. We may also inform you of other related events, publications or services unless you have requested that we do not do so.
When You Sign Up for a Newsletter or Marketing
We will collect your contact details including your name, email address and any other social media identity you provide.
When You Apply for a Vacant Position
We will collect your name, address, contact details and any other data you supply to us via your cover letter, curriculum vitae, email or through an online platform. We may also subsequently collect proof of identification, references and right to work/visa documentation.
When You are a Beneficiary of or Participant in a IFAD-Financed Project
In certain circumstances we may collect your contact details and any other Personal Data relevant to the specific project.
When you Participate in a Procurement Exercise including responding to an IFAD Tender or to a Tender launched by an IFAD-funded Project/Programme
We will collect contact details for the purposes of communication and invoicing. We may also collect identification data. If as part of a tender process, we may also collect references and/or information or curriculum vitae for experts’ or key personnel to be provided by the bidder and capture this in any resulting contract. For Tenders launched by an IFAD-funded Project/Programme, we may collect personal data within IFAD’s Online Procurement End-to-end system (IFAD OPEN) for purposes of oversight, and internal procurement reporting. Data collected may include name, registry number, country, city, address, etc.. We may also collect information that is generally not personal data but may be confidential in nature, such as certifications, technical or financial proposals, financial information or annual revenue, insurance information, etc.. The aforementioned data may be accessed by IFAD staff and consultants, the Borrower/Recipient and specific co-financiers or procurement agents for the procurement in question.
When you attend the IFAD’s premises
Our CCTV and building access systems will collect images and access details for the purposes of public health and security.
When we conduct research and provide or publish statistics
We may Process Personal Data for statistical and financial analysis for the formulation and validation of IFAD’s policies and projects and the publication of IFAD’s reports and research.
Reasons for processing personal data
IFAD may Process Personal Data for any of the following purposes:
- administering, coordinating and managing IFAD’s relationships with IFAD’s partners and potential partners in the context of IFAD’s advisory, investment and project activities;
- analysing and monitoring the use of IFAD’s projects and services for the purposes of developing and improving IFAD’s projects and services;
- conducting advisory, investment and project activities, including relevant due diligence and monitoring in compliance with IFAD’s policies, procedures and guidelines;
- conducting credit and other risk assessment and control activities;
- pursuant to IFAD’s Strategic Framework for Integrity Compliance and Accountability, including for the prevention, detection and investigation of corruption, fraud and other prohibited practices as defined under the Strategic Framework and the sanctioning of wrongdoers;
- investigating and responding to complaints, and establishing, complying with, exercising and defending IFAD's legal rights and obligations, which may arise from IFAD’s projects and services;
- maintaining appropriate accounting and other records;
- managing IFAD’s information technology and ensuring the security and resiliency of IFAD’s systems; or
- understanding and monitoring the impact of IFAD’s projects and services on development.
How do we Process your Personal Data?
Access to your data
We apply role-based access to our core business systems. This means we work on a ‘need to know’ principle and only enable access for those within our organisation who have a legitimate business reason to access your data.
Protecting your identity
In some cases, it may be appropriate to protect your data using pseudonymisation or anonymisation techniques. If this is something you require please contact us in advance of sharing your data.
Whom do we share your data with?
We work with various partners and associates in the provision of our services. We may disclose Personal Data about you to the individual or legal entity (if any) with which you are associated, intermediaries, partners or other organisations involved in the ordinary course of conducting our advisory, investment, investigative and project activities or monitoring the impact of such activities on development. We may also disclose your Personal Data to our legal and other advisors and service providers, subject to appropriate conditions of confidentiality and security.
Without prejudice to IFAD’s privileges and immunities, IFAD may disclose relevant Personal Data about you to relevant legal, regulatory, administrative or other authorities, as we believe to be appropriate in the following circumstances: (i) to enforce the terms of relevant documents; (ii) to protect and defend our rights and property; (iii) to protect the interests of IFAD or others; and (iv) to permit us to pursue available remedies or limit the damages that we may sustain.
We NEVER sell Personal Data.
Your Rights
You have certain rights regarding IFAD’s processing of your Personal Data.
Right of Access – You may request access to the personal data that we process.
Right to Rectification – You have the right to request that inaccurate Personal Data processed by IFAD be corrected.
Right to Erasure – You have the right to have your Personal Data erased from our systems in certain circumstances.
Right to Withdraw Consent – Where IFAD uses Consent as our legitimate basis to process your data you may withdraw that consent.
Please note that these rights are not absolute and in some instances we may need to contact you to explain why we cannot comply with a request.
How long do we store your data?
We keep your personal information for as long as reasonably necessary to fulfil the relevant purposes set out in this Privacy Notice and in order to comply or demonstrate compliance with our legal obligations and applicable records retention and disposal schedules.
Where we can, and it is appropriate, we will minimise Personal Data or anonymise data to use for statistical, analytical or reporting purposes. The length of time we retain your personal information for will differ depending on the nature of the personal information and what we do with it.
Further details as to the length of time we keep Personal Data regarding a specific Processing activity can be obtained on request.
Consent
Where IFAD has used your consent to Process your Personal Data you can withdraw that consent at any time. This will not impact any previous Processing activities that took place prior to the withdrawal.
Security
IFAD has standards governing information technology and security of Personal Data. IFAD use reasonable endeavours to implement and maintain security measures to protect against the loss, misuse or alteration of information that we have collected from you on our website.
What if this privacy notice changes?
IFAD may update this Privacy Notice at any time. Changes to this Privacy Notice will be dated and will be effective from the date specified forward so that users are always aware of what Personal Data IFAD collects, how IFAD uses it, and under what circumstances IFAD discloses it. You are advised to check IFAD’s Privacy Notice regularly for updates.
Privileges and Immunities
Nothing contained in this Privacy Notice shall operate or be regarded as a waiver, renunciation or modification of any right, privilege or immunity of IFAD under the Agreement Establishing IFAD , international conventions or any other applicable laws.
Requests, Complaints and Questions
Should you wish to access your Personal Data or submit a request to invoke any of your other rights, you can do so by contacting us at [email protected] or by writing to us at the address below:
International Fund for Agricultural Development
Via Paolo di Dono, 44
00142 Roma
Italy
Should you feel that you need to complain about how IFAD is handling your Personal Data or should you have any other questions related to IFAD’s data privacy framework or the use of data in a particular service, kindly send an email to [email protected].