General
European Forest Institute (“EFI”, “we”, or “us”) will only process your personal data to the extent necessary to achieve the purpose with the processing.
Human resources
If you apply for an open position or a traineeship at EFI, we will process your personal data (such as name, email, CV, references) for the purposes of finding a suitable candidate for the position, and any action following from that. If you send a letter of interest or similar we will process your personal data for the purposes of assessing if any position is available and any action following from that. We also record demographics for internal review.
Your personal data is retained by us for 12 months.
The grounds for this processing is that it is required for EFI for the purpose of recruitment or traineeships.
Projects and other activities
If you take part, or if it is intended (or to inquire) that you will take part, in research, policy support, or other activities together with EFI, we will process your personal data (such as name, email, organisational affiliation, CV) to implement and follow up on these activities.
We are funded externally for our activities and will retain this personal data as required for implementing the activities, including reporting to donors and for auditing.
The grounds for this processing is that it is required for compliance with a legal obligation to which EFI is subject, is necessary for EFI to fulfil contractual obligations, is required in order to establish a contractual relationship, or is necessary for the performance of a task carried out in the public interest.
Events, conferences, seminars or similar
If you take part, or register to take part, in an event, conference, seminar or similar organised or supported by EFI, we will process your personal data (such as name, email, organisational affiliation) to record and allow for your participation and to provide you with information relating to the event. If, during the event, you choose to interact verbally or in writing e.g. by commenting or asking questions, or non-verbally, EFI will process your personal data in order to facilitate, disseminate, and follow-up on your interaction. We might also use it for further activities if we inform you specifically about this in advance of your interaction.
We retain this personal data until the end of the event (or similar) or, if needed due to us being funded externally for our activities, as required for auditing.
The grounds for this processing is that you have consented to it, or that it is necessary for the performance of a task carried out in the public interest, for compliance with a legal obligation to which EFI is subject, or for EFI to fulfil contractual obligations or is required in order to establish a contractual relationship.
Newsletters
If you consent to it, EFI will use personal data provided by you (such as name, email, and organisational affiliation) to give you customised newsletters and other information emails as you have requested. To further improve our services to you, EFI will collect information on which newsletters and other information emails you have received and read, as well as which links you have opened through the newsletters and other information emails.
We retain this personal data until you withdraw your consent or we discontinue the newsletter/information email.
The grounds for this processing is your consent. You can withdraw your consent at any moment by unsubscribing through a link in the newsletters you will receive.
Quotes, tenders, grants
If you submit a quote, a tender or an application for a grant, or if your personal data is submitted to us as part of a quote, tender or grant application, as well as any message in relation to this, we will process your personal data (such as name, address, email, CV) in order to proceed with the relevant processes according to applicable rules including evaluating the quote, tender, or grant and, where applicable, establish a contract and publishing information in this regard, as well as to follow up on implementation of the activities funded under the grant.
We are funded externally for our activities and will retain this personal data as required for auditing.
The grounds for this processing are that it is required for compliance wit a legal obligation to which EFI is subject, or is necessary for EFI to fulfil contractual obligations, or is necessary for the performance of a task carried out in the public interest, or is necessary for the purposes of the legitimate interests pursued by EFI or by a third party, especially the proper functioning of the organs and bodies of EFI, subject to the processing being proportional in relation to the legitimate interests of the data subject.
Contracts
We will process your personal data (such as name, email, address, CV, banking details needed for payment) if you are personally contracted by us to perform an assignment, or if you work on an assignment for a contractor engaged by us – or to establish such a contract.
We are funded externally for our activities and will retain this personal data as required for auditing.
The grounds for this processing are that it processing is necessary for compliance with a legal obligation to which EFI is subject, is necessary for EFI to fulfil contractual obligations, or is required in order to establish a contractual relationship, or is necessary for the purposes of the legitimate interests pursued by EFI or by a third party, especially the proper functioning of the organs and bodies of EFI, subject to the processing being proportional in relation to the legitimate interests of the data subject.
Donor and host country arrangements
We will process your personal data (such as name, email, job position) if you are liaising with us on donor or host country arrangements for the purposes of signing of arrangements, implementation, and follow-up.
We retain this personal data as required to provide for an accurate institutional record.
The grounds for this processing is that it is necessary for compliance with a legal obligation to which EFI is subject, is necessary for EFI to fulfil contractual obligations, or is required in order to establish a contractual relationship, or is necessary for the purposes of the legitimate interests pursued by EFI or by a third party, especially the proper functioning of the organs and bodies of EFI, subject to the processing being proportional in relation to the legitimate interests of the data subject establish a contractual relationship.
Organs and bodies of EFI
We may process your personal information (such as name, email, affiliation, CV) for you to participate in sessions of the organs or bodies of EFI, or to stand for election and be appointed to office in those organs or bodies. We may also process such information to provide general information to the public on the organs and bodies of EFI.
We retain this personal data as required to provide for an accurate institutional record.
The grounds for this processing is that it is necessary for the purposes of the legitimate interests pursued by EFI or by a third party, especially the proper functioning of the organs and bodies of EFI, subject to the processing being proportional in relation to the legitimate interests of the data subject.
Unsolicited messages
If you send us unsolicited messages containing personal data we will process this personal data in order to take action, or to document action taken, based on the message you have sent us.
We retain this personal data as required to provide for an accurate institutional record.
The grounds for this processing are that it is necessary for the purposes of the legitimate interests pursued by EFI or by a third party, especially the proper functioning of the organs and bodies of EFI, subject to the processing being proportional in relation to the legitimate interests of the data subject.
Compliance with applicable law
EFI may process your personal data if needed to comply with applicable laws and regulations, or to take action to defend EFI’s legitimate interests or those of a third party. Any such processing will be proportional in relation to your legitimate interests.
We retain this personal data as required by applicable laws and regulations, or as required to take action to defend our legitimate interests or those of a third party.
Transfer of data
Your personal data may be shared by EFI with third parties for processing for all of the above mentioned purposes.
EFI transfers personal data to the following categories of recipients: Service providers, National authorities, Donors, EFI Members, EFI Associate and Affiliate members, Auditors
Your rights
As data subject you have the right to:
- have access to your personal data and information on the categories of personal data processed, the purpose for the processing, the grounds for the processing, external transfers, and where possible, the criteria used to determine retention periods. Access to the personal data is, at EFI's discretion, provided in its original form or as a full summary. The exercise of the right to access to personal data may not adversely affect the rights and freedoms of others, or the legitimate interests of EFI,
- request rectification of your personal data which are inaccurate, or completion if your personal data is incomplete,
- have your personal data erased if EFI no longer has any grounds for the processing, and
- receive the personal data that you have provided to EFI, in a structured, commonly used and machine-readable format and, if desired, transmit that data to another controller, where technically feasible. This does not mean that EFI is required to acquire or maintain any particular system to enable or facilitate such portability. EFI will provide the personal data on a separate medium, if so requested by you, at your expense. The right to portability does not apply to data that EFI has created on the basis of data supplied by you. The right to data portability may not result in an adverse effect on the rights and freedoms of others. The transfer of data from one system to another will not automatically cause the data to be erased from EFI’s systems or affect the original storage time.
Please address any enquiries and requests regarding data protection to dataprotection@efi.int
Data protection at EFI is regulated by the EFI Data Protection Rules.