ICLEI Europe is hosting and running this website. All data collection and management carried out through this website and associated communication products is done in accordance with ICLEI Europe's data protection policy. This can be read in full below.
ICLEI Europe respects your privacy and seeks to ensure that any personal data that we collect is processed in a secure, responsible manner. ICLEI Europe only collects personal data that we need in order to provide our services.
ICLEI Europe operates iclei-europe.org as well as several topical and project websites, publishes a monthly e-newsletter (ICLEI in Europe), operates a mailing list for our members (members-net), several project-related newsletters, conducts topical mailings, and organises events as part of the services provided. This policy explains how we process personal data that is related to our services.
This policy was last updated: January 2023.
2. Data collection and use
ICLEI Europe collects personal information to deliver the services requested based on ICLEI Europe’s legitimate interest in keeping you updated about relevant activities and/or based on the (membership) contract established between you and ICLEI Europe. ICLEI Europe strives to limit the amount of personal information collected.
The personal information collected could be used to contact you with regards to our activities or in response to a specific enquiry via email, telephone or postal mail.
We collect data about your preferences and interests connected to our thematic content categories. This allows us to build your personalised service experience, customising the website, and tailored emails and newsletters.
We do not collect any sensitive data (political opinion, religious beliefs, health, etc.) unless it is expressly needed and on the basis of your explicit consent.
3. Details about data collection via websites
When you visit websites managed by ICLEI Europe, a small amount of information concerning your use of them is generated - see our policy on cookies, social media plug-ins and maps services below. If you only browse the website, ICLEI Europe collects no personal data, i.e. we cannot identify who you are.
Even if you do not accept the cookies, you will still be able to browse our websites. However, some parts of the websites might not work.
3.1.1 Necessary cookies
These cookies are needed for our website to function. Therefore they are always on but they do not contain personally identifiable information (PII).
This website uses Matomo to analyse traffic and help us to improve your user experience. This is done without tracking your IP address or any other personalised data. We do not automatically gather or evaluate any personalised data. All anonymized tracking data is located on our self-hosted Matomo server and only ICLEI Europe has exclusive access to it.
3.2 Integration of Social Media Plug-ins
(1) For embedding social media plug-ins on our websites we are using the so-called two-click solution. This means that when visiting our page, no personal data is initially transferred to the plug-in providers. You can identify the plug-in providers by looking at their logos as well as the text that appears when you hover your mouse cursor over their logos. You can directly communicate with the plug-in provider via the button.
The plug-in provider will only receive the information that you are using on the respective page of our online service once you have clicked the indicated field and thereby have activated it. Additionally, the data listed under point 4 in section 3.1 (see below) is transferred. In the case of Facebook, the IP address is anonymised immediately after it has been collected according to the respective providers in Germany.
The activation of a plug-in thus leads to your personal data being transferred to the respective plug-in provider and saved there (in case of US American providers in the USA).
As plug-in providers mostly collect data via cookies, we recommend you delete all cookies in your browser via the security settings before clicking on the greyed out box.
(2) We are neither able to influence data collection and data processing, nor are we informed as to the extent of the data collection, the purpose of data processing, or the data retention period. We also have no information from plug-in providers regarding the process of data deletion.
(3) The plug-in provider saves the data collected about you in the form of a usage profile and uses that for the purposes of advertisement, market research, and/or needs-based website design.
Data analysis of this kind is undertaken (also for not logged-in users) in particular for the purposes of needs-based advertisement, and to inform other users of the respective social network of your activities on our website.
You have the right to object to the creation of these profiles. To make use of this right, you need to turn to the respective plug-in provider. We offer you the opportunity to interact with social networks and other users via the plug-ins, enabling us to improve our online service and make it more interesting for you as a user. Legal basis for the use of plug-ins is Art. 6 para. 1 lit. f GDPR.
(4) Your data is passed on to the plug-in provider independently of you having an account with their network or being logged in there. If you are logged in, the data that was collected about you on our website will be attributed to your account with the plug-in provider.
If you click on the plug-in buttons and e.g. post a link on the social media account you are accessing, this information is also collected by the plug-in provider, saved in your account, and publicly shared with your contacts.
We suggest you regularly log-out after using social networks, especially before clicking on any plug-in buttons as this prevents the plug-in provider from matching the activity with your account.
(5) You can find further information on the purpose and the scope of data collection and processing by the plug-in provider in their respective data protection statements. There you can also find further information on your rights regarding this matter and customising settings and options for the purpose of protecting your privacy.
(6) Addresses of the respective plug-in providers and URLs to their data protection policies:
a) Meta Platforms, Inc. (former Facebook Inc.), 1601 S California Ave, Palo Alto, California 94304, USA - https://www.facebook.com/privacy/policy/ - Further information concerning data collection: https://www.facebook.com/help/186325668085084. Meta Platforms, Inc. asserts to have certified to the EU-US-Privacy-Shield - https://www.privacyshield.gov/EU-US-Framework - https://www.privacyshield.gov/participant?id=a2zt0000000GnywAAC&status=Active.
b) Twitter, Inc., 1355 Market St, Suite 900, San Francisco, California 94103, USA - https://twitter.com/privacy. Twitter asserts to apply the EU-U.S. Privacy Shield principles to personal data from the EU, EFTA States, and the UK - https://www.privacyshield.gov/EU-US-Framework - https://www.privacyshield.gov/participant?id=a2zt0000000TORzAAO.
c) YouTube, Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland - https://www.youtube.com/howyoutubeworks/our-commitments/protecting-user-data/.
d) LinkedIn Corporation, 1000 W. Maude Avenue, Sunnyvale, CA 94085, USA - https://www.linkedin.com/legal/privacy-policy - https://www.linkedin.com/legal/l/dpa.
3.3 Integration of Google Maps
(1) This website might be using the services of Google Maps. This service allows us to display interactive maps directly on the website and allows you to comfortably use the map function.
(2) When visiting the website, Google receives the information that you have visited the respective sub-page on our website. Additionally, Google receives the data listed under § 4 of this policy (see below). The data is transmitted independently from Google providing a user account you are logged into or not. If you are logged in with Google, your data is matched with your account. If you do not want your data to be attributed to your Google account, you have to log out of your account before activating the plug-in button. Google saves your data in the form of a usage profile and uses that for the purposes of advertisement, market research and/or needs-based website design. Data analysis of this kind is undertaken (also for not logged-in users) in particular for the purposes of needs-based advertisement, and to inform other users of the respective social network of your activities on our website. You have the right to object to the creation of these profiles. To make use of this right, you need to turn directly to Google.
(3) You can find further information on the purpose and the scope of data collection and processing by the plug-in provider in their respective data protection statements. Here you can also find further information on your rights regarding this matter and customising settings and options for the purpose of protecting your privacy: https://policies.google.com/privacy. Google is inter alia analysing your personalised data in the USA and asserts to apply the EU-U.S. Privacy Shield principles - https://www.privacyshield.gov/EU-US-Framework - https://www.privacyshield.gov/participant?id=a2zt000000001L5AAI&status=Active.
4. What personal data we collect and why
Personal data is collected via ICLEI-managed websites if you subscribe to our newsletters. The mandatory field for subscribing to the e-newsletter(s) is the email address. Other details are not mandatory, but would help us understand your interests and improve our activities.
Other data: We collect information from you through information that you provide to us through business cards, through project partnerships that we jointly work on, and through events that you have signed up for. When you register for an event, you might be requested to provide such information as contact details (possibly including title, initials, first name, surname, gender, company, job title, e-mail address); bank details; travel preferences and dietary requirements. Only information necessary for managing your participation in an event is collected.
5. How long do we keep your personal data?
We will not retain your personal information for longer than required. We will keep your personal information:
- For as long as required by law
- Until we no longer have a valid reason for keeping it
- Until you request us to stop using it. Any such requests can be sent to our data protection officer at firstname.lastname@example.org or at our postal address, with reference to "Data Protection Officer":
ICLEI European Secretariat GmbH
Represented by Managing Director Wolfgang Teubner
79098 Freiburg, Germany
Data Protection Officer Christian Dicken
In addition, all our mailings contain an unsubscribe button. If you unsubscribe, your personal data will be deleted permanently. Details of how to unsubscribe are provided in each newsletter.
6. How we protect your data
At ICLEI Europe we implement technical and organisational measures to secure your personal data against hacking, malware, ransomware, malicious websites, etc.
Our server environment fulfils all modern security requirements for protecting your personal data. This includes software and systems to prevent hacking and to fight malware, ransomware or any other intrusion from potentially malicious websites. All our data is stored on a dedicated and secure server environment.
7. Your rights concerning your personal data
To ensure fairness, transparency, and accountability, you are invited to exercise the following rights, free of charge, whenever you think it is appropriate.
Right to review, update, and correct your personal data
You have the right to review and update, correct or remove any of your personal data by sending a request to email@example.com.
By requesting access to your personal data, you will obtain:
• A list of personal data about you held by ICLEI Europe;
• An explanation of the purpose for which your personal data is being processed;
• Details of anyone to whom your personal data may have been disclosed (note: we only disclose your personal information if required to by law).
The right to withdraw your consent to the processing
We process your personal data on the basis of your freely given consent. You have the right to revoke this consent at any time for any reason. To do so, please contact firstname.lastname@example.org. After your request has been received, your personal data will be removed from mailing lists and/or deleted entirely from our database within one month (your data may be stored, but not further processed, in order to comply with possible audits or checks from funding bodies, e.g. the European Commission).
The right to lodge a complaint
In case of any complaint, please contact ICLEI Europe immediately to resolve the problem. However, please note that you have (at all times) the right to lodge a complaint with the relevant data protection supervisory authority. In general, you can refer to the data protection supervisory authority responsible for the location where your place of residence or work is located, or that of our organisation (https://www.baden-wuerttemberg.datenschutz.de).
8. Changes to this policy
All questions or requests regarding the ICLEI personal data policy can be addressed to email@example.com.