REN21 Secretariat Privacy Data Protection Policy

Last Update: 1 June 2018

Introduction

The REN21 Secretariat has prepared this Data Protection Policy to document how we ensure that our processing of your personal data is in compliance with the EU General Data Protection Regulation.

This Privacy Policy governs all pages on the RE21 Website (www.ren21.net). It does not apply to pages hosted by other organizations, or third party. The REN21 Website may be linked to the websites of such parties, which have their own privacy policy.

Our website may be used without entering personal information. Different rules may apply to certain services on our website, however, they are explained separately below. Please be aware that data transfer via the internet is subject to security risks and, therefore, complete protection against third-party access to transferred data cannot be ensured.

Data Controller

The entity responsible for managing the REN21 Website (www.ren21.net), including all information and materials contained on it as well as data collected from you and processed on this website within the scope of our services is:

The REN21 Secretariat, c/o UN Environment

1 Rue Miollis, Building VII

75015 Paris, FRANCE

Tel: +33 1 44 37 50 90

Email: secretariat@ren21.net

Web: www.ren21.net

Data Protection

Trust is important, especially when it comes to your personal data. That is why we see it as our obligation to exercise the utmost care in the handling of your personal data and to do everything we can to protect your information from misuse.

The REN21 Secretariat adheres strictly to data protection laws in the collection and processing of your data. The following information explains in detail which data is collected when you visit our website and how we use this data.

Contacting Us

On our website we offer you the opportunity to contact us, either by email, phone and/or by using a contact form. In such event, information provided by the user is stored for the purpose of facilitating communications with the user. We will always store your details in a secure database, and will treat your information with respect.

This information does not apply to any information that may be collected by other components of our website (see details below under How do we collect data?)

What data do we collect?

The main type of personal data we may process is information such as names, as well as contact information, including email addresses. When you contact the REN21 Secretariat, we process the personal data relevant to your enquiry. We will store data for as long as required to render a service you have requested or for which you have given your consent. We may store data longer if required by law or to protect our legitimate interests, for example, during ongoing legal proceedings.

How do we collect data?

Server Data

For technical reasons, data such as the following, which your internet browser transmits to us or to our web space provider (so called server log files), is collected: – type and version of the browser you use – operating system – websites that linked you to our site (referrer URL) – websites that you visit – date and time of your visit – your Internet Protocol (IP) address. This anonymous data is stored separately from any personal information you may have provided, thereby making it impossible to connect it to any particular person. The data is used for statistical purposes in order to improve our website and services.

Cookies

Our website makes use of so-called cookies in order to recognize repeat use of our website by the same user/internet connection subscriber, which helps us to collect information on how our website is used in order to improve it.

Cookies are small text files that your internet browser downloads and stores on your computer. They are used to improve our website and services. In most cases these are so-called “session cookies” that are deleted once you leave our website. To an extent, however, these cookies also pass along information used to automatically recognize you. Recognition occurs through an IP address saved to the cookies. The information thereby obtained is used to improve our services and to expedite your access to the website.

You can prevent cookies from being installed or indicate when a cookie is being sent, by adjusting the settings of your browser. You should be aware, however, that by doing so you may not be able to make full use of all the functions of our website.

Newsletter

The REN21 Website offers you the opportunity to subscribe to our newsletter. The newsletter provides you periodically with information about the REN21 network, its activities and events. To receive our newsletter, we require a valid email address. Optional we ask you to provide your name and surname for a personalized newsletter. When subscribing to our newsletter, we will store your IP address as well as the date and time you subscribed. This serves to protect us in the event a third party improperly and without your knowledge makes use of your email address to subscribe to our newsletter. We will not collect any other data. The data thereby collected is used solely for the purpose of receiving our newsletter. No data is transferred to third parties. Nor is any of this information matched to any information that other components of our REN21 Website may collect. You may cancel your subscription to the newsletter at any time. You will find additional details in the email confirming your subscription as well as in each newsletter.

Use of Mailchimp

We use MailChimp to send our newsletter to our subscribers. MailChimp is a service provided by The Rocket Science Group, LLC, 512 Means Street, Suite 404, Atlanta, GA 30318, USA.

The data stored when you registered for the newsletter (email address, first name, last name, IP address, and time and date of registration) will be sent to a server operated by The Rocket Science Group in the United States and stored there in accordance with the EU-US Privacy Shield. Further information about the data protection offered by MailChimp can be found at: http://mailchimp.com/legal/privacy/

Further information about the EU-US Privacy Shield can be found at: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacyshield_en

You may cancel your newsletter subscription and revoke your consent to the storage of this data at any time with future effect.

Newsletter tracking

Our newsletter includes so-called web bugs that allow us to recognise if and when an email has been opened and which links in the email have been clicked by its recipient.

This data is stored by us so that we can best align our newsletter to the wishes and interests of our subscribers. By revoking the consent to receive the newsletter, the consent to the aforementioned tracking is revoked.

Use of Google Analytics with anonymization

Our REN21 Website uses Google Analytics, a web analysis service from Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to as “Google“. Google Analytics employs so-called “cookies“, text files that are stored to your computer in order to facilitate an analysis of your use of the site.

The information generated by these cookies, such as time, place and frequency of your visits to our site, including your IP address, is transmitted to Google’s location in the US and stored there.

We use Google Analytics with an IP anonymization feature on our REN21 Website. In doing so, Google abbreviates and thereby anonymizes your IP address before transferring it from member states of the European Union or signatory states to the Agreement on the European Economic Area.

Google will use this information to evaluate your usage of our site, to compile reports on website activity for us, and to provide other services related to website- and internet usage. Google may also transfer this information to third parties if this is required by law or to the extent this data is processed by third parties on Google´s behalf.

Google states that it will in never associate your IP address with other data held by Google. You can prevent cookies from being installed by adjusting the settings on your browser software accordingly. You should be aware, however, that by doing so you may not be able to make full use of all the functions of our REN21 Website.

Google also offers a disabling option for the most common browsers, thus providing you with greater control over the data which is collected and processed by Google. If you enable this option, no information regarding your website visit is transmitted to Google Analytics. However, the activation does not prevent the transmission of information to us or to any other web analytics services we may use. For more information about the disabling option provided by Google, and how to enable this option, visit https://tools.google.com/dlpage/gaoptout?hl=en

Use of Google Maps

We use the “Google Maps” component of Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter “Google.”

Google sets a cookie in order to process the user configuration and data when the page with the integrated “Google Maps” component is displayed. As a general rule, this cookie is not deleted by closing the browser, but rather expires after a certain time, as long as it is not previously manually deleted by you. If you do not agree with this processing of your data, you may choose to deactivate the “Google Maps” service and thereby prevent the transfer of data to Google. To do this, you must deactivate the Java Script function in your browser. However, we would like to point out that in this case you will not be able to use “Google Maps” or at least only to a limited extent.

The use of “Google Maps” and the information obtained through “Google Maps” is according to Google’s Terms of Use: https://policies.google.com/terms as well as the additional Terms and Conditions for “Google Maps”: https://maps.google.com/help/terms_maps.html 

Use of Google-Adwords

For purposes of promotion, our website also employs the Google ad tool “Google-Adwords”. As part of this, our website employs the analysis service “Conversion-Tracking” from Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to as “Google“.

If you access our site by way of a Google ad, a cookie is placed on your computer. Cookies are small text files that your internet browser downloads and stores to your computer. These so-called “conversion cookies” cease to be active after 30 days and are not used to identify you personally. If you visit certain pages of our website while the cookie is still active, we and Google know that you, as user, have clicked on ads placed on Google and were redirected to our site. Google uses the information obtained through “conversion cookies” to compile statistics for our website.

These statistics tell us the total number of users who have clicked on our ad as well as which pages of our site were then accessed by each user. However, neither we nor other advertisers who use “Google-Adwords” receive any kind of information that can be used to personally identify users.

You can prevent the installation of “conversion cookies” by making the appropriate change to your browser settings, for example by setting your browser so that the automatic placement of cookies is deactivated or by blocking cookies from the domain “googleadservices.com“. You can obtain the relevant data privacy policy from Google at the following link: https://services.google.com/sitestats/de.html

Use of Facebook components

Our REN21 Website employs components provided by facebook.com. Facebook is a service of Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA.

Each time our REN21 Website receives an access request equipped with a Facebook component, the component prompts your browser to download an image of this Facebook component. Through this process, Facebook is informed precisely which page of our REN21 Website is being visited.

When you access our site while logged into Facebook, Facebook uses information gathered by this component to identify the precise page you are viewing and associates this information to your personal account on Facebook. Whenever you click on the “Like“ button, for example, or enter a comment, this information is transmitted to your personal account on Facebook and stored there. In addition, Facebook is informed of your visit to our REN21 Website. This occurs regardless of whether you click on a component or not.

If you wish to prevent the transfer to and storage of data by Facebook about you and your interaction with our REN21 Website, you must first log out of Facebook before visiting our REN21 Website. The data protection policies of Facebook provide additional information, in particular about the collection and use of data by Facebook, your rights in this regard as well as the options available to you for protecting your privacy:

You can find an overview of Facebook plugins at: https://developers.facebook.com/docs/plugins/

Use of Twitter recommendation components 

Our REN21 Website employs components provided by Twitter. Twitter is a service of Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA.

Each time our REN21 Website receives an access request equipped with a Twitter component, the component prompts your browser to download an image of this component from Twitter. Through this process, Twitter is informed precisely which page of our REN21 Website is being visited. We have no control over the data that Twitter collects in the process, or over the extent of the data that Twitter collects. To the best of our knowledge, Twitter collects the URL of each website accessed as well as the IP address of the user, but does so solely for the purpose of displaying Twitter components. Additional information may be obtained from the Twitter data privacy policy, at: https://twitter.com/en/privacy

You may change your data privacy settings in your account settings, at https://twitter.com/account/settings

Use of LinkedIn recommendation components

Our REN21 Website employs components provided by the network LinkedIn. LinkedIn is a service of LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA.

Each time our REN21 Website receives an access request equipped with a LinkedIn component, the component prompts your browser to download an image of this component from LinkedIn. Through this process, LinkedIn is informed exactly which page of our REN21 Website is being accessed. By clicking the LinkedIn “recommend button“ while logged into your LinkedIn account, you can link content from our REN21 Website to your LinkedIn profile. This allows LinkedIn to associate your visit to our site with your LinkedIn account.

We have no control over the data that LinkedIn collects thereby, nor over the extent of the data that LinkedIn collects. Nor do we have any knowledge of the content of data transferred to LinkedIn. Details on data collection by LinkedIn as well as your rights in this regard and your browser setting options may be obtained from the LinkedIn data privacy policy, which may be accessed at: https://www.linkedin.com/legal/privacy-policy

How we use your data

We are committed to protecting and respecting your privacy and will only use your personal information:

  •  to provide and improve our services to you;
  •  to compile anonymous statistics, for example, website usage statistics;
  •  to provide you with personalised content;
  •  to alert you to new features, special events, and service offerings;
  •  to process and respond to inquiries;
  •  to fulfil our legal obligations;
  •  and for other legitimate business purposes.

The personal data may also be used for information-processing purposes, following up and improving the activities of REN21, and to defend REN21’s rights. We will use your personal data strictly for the purpose for which they were provided.

How and why we share your information

Please note that we may on occasion be required to share your information within our own office and other third parties who provide services to us or on our behalf. However, we have taken steps to ensure that all such entities keep your personal information confidential and secure and only use it Page | 6 for the purposes that we have specified and have informed you of. We will always store your details in a secure database, and will treat your information with respect.

Data security

The security of your data is our highest concern. Our stated aim is to take all technical and organisational measures required to ensure that our data processing is carried out in a secure manner and to process your personal data in such a way that it is protected from access by unauthorised third parties.

We make sure our IT infrastructure complies with the highest international security standards by using the most up-to-date security software, codes and encryption procedures.

Legal basis, storage and deletion of personal data

By providing data to the REN21 Secretariat REN21, you consent to the REN21 Secretariat collecting and storing information about your enquiry and processing the personal data provided for the specified purpose(s). The legal basis for processing will be one of the following: performance of a contract, a legal obligation, legitimate interest or consent. If the REN21 Secretariat uses legitimate interest as the legal basis, this will be solely for the purposes described above. Please note that you can withdraw your consent at any time by notifying us (see the section entitled Contact information of the REN21 Secretariat). Data are processed in accordance with applicable legislation, which means that personal data is not retained for longer than is necessary in relation to the purposes of processing.

In practice, this means that data are deleted when they are no longer necessary or useful for analyses or contacts under the purposes for which they were collected. The REN21 Secretariat shall maintain a high level of security and confidentiality in all personal data processing.

Your rights and options

You have rights with respect to your personal data, including the right to of access, the right to rectification, right to deletion or the right to restriction and objection of processing regarding your stored data.

The REN21 Secretariat will rectify information that is discovered to be incorrect on your initiative or its own initiative. You also have the right to have incorrect data corrected or to have personal data deleted at any time by contacting us.

Information/Deletion

You may contact us at no cost if you have questions relating to the collection, processing or use of your personal information. You are entitled to request a copy of the personal data undergoing processing by the REN21 Secretariat and information about the purpose of the processing free of charge twice a year. Any additional request will be charged with 50 EUR.

Contact us using the addresses under the section entitled Contact information if you would like to learn more about how REN21 processes your personal data.

You can opt out of receiving communications from REN21 Secretariat at any time by clicking “unsubscribe” in the email and mobile communications we send to you. You are always welcome to contact the REN21 Secretariat for assistance in opting out of our communications.

Modifications to this privacy policy

We reserve the right to change this Privacy Policy at any time by posting revisions on this Web page which will be effective upon posting. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy. Therefore we recommend you to check this Privacy Policy periodically.

If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our website.

Contact information

If you have questions in relation to this Privacy Notice, or would like to contact us to exercise your rights as stated in this Privacy Notice, please contact: secretariat@ren21.net

Disclaimer

If you choose to provide us with your e-mail address and/or other (indirect) personally identifiable information, we will only use such information to send you content and invitations from us via the quarterly REN21 Newsletters, REN21 press releases, invitations for upcoming events and activities and/or respond to your inquiry.

This Privacy Note is based on a Sample Data Privacy Policy Statement as provided by the Law Offices of Weiß & Partner