The International Institute of Humanitarian Law (IIHL) is committed to ensuring the privacy of all our users. This policy represents our commitment as an organisation to your right to privacy, giving you a clear explanation about how we use your information and your rights over that information.

This policy applies to all online systems offered by the International Institute of Humanitarian Law to the public, through our website www.iihl.org.

References to ‘we’,’us’ and ‘our’ are to the IIHL.

IIHL is the registered data controller to which the policy refers. Our full details can be found at the end of this policy and please feel free to contact us with any questions related to it. This policy was last updated on 31 December 2023 and is reviewed every 12 months.

The type and amount of information we receive and store depends on how you use our website. You can access most of the pages on our website without telling us who you are and without revealing any personal information.
Our web servers use cookies and collect anonymous logs during user visits to our website which provide valuable information for improving them in the future.

We may collect personal information in the following ways:

• When you sign up for our training and education activities;
• When you enrol in our training and education activities;
• When you apply for a job, internships or volunteering opportunity with us.

If you choose to provide it, we can collect the following types of personal information from you:

• Name;
• Age;
• Address;
• Email addresses;
• Phone number;
• Credit card details;
• Information provided for the purpose of applying for a job or volunteering opportunity, including: gender, studies and professional background.

Data protection law requires us to have a legal justification to process your personal information. We use the following depending on the type of data and the type of processing:

1.  Consent
   We require your consent to send you our communications for example to send you emails to update you on our work and our activities. We will only process your information in this way if you consent. If you apply for a job or internship with us and provide us with sensitive personal information (including details of your race, ethnicity, gender) we will only process that information with your consent.
2. Legal obligation
   We will process your personal information to fulfil any legal obligations placed upon us, such as the prevention of fraud or money-laundering. We will also process your personal information if lawfully required to do so by a legal authority or a court of law.
3. Security
   We take appropriate security measures to ensure that we keep your information secure, accurate and up to date. We also take care to ensure that we have secure systems for processing payments through our payment services provider. Howevetrhe transmission of information over the Internet is never completely secure, so while we do our best to protect personal information, we cannot guarantee the security of information transmitted to our website.
4. Third Party Website
   On our website we have links to third party website. This policy does not apply to such pages or applications hosted or operated by other organisations.

We will only share your personal information in the following circumstances:

1. Hosting and processing arrangements
   Our website is hosted by third party service providers and therefore any personal details you submit through them may be processed by that third party service provider.
2. Processing online payments
   To process all information associated with online payments. All third party services providers process your personal information only on IIHL’s behalf and are bound by contractual terms that are compliant with data protection law.
3. Payment processing and fraud
   Where submitted, your card details may be disclosed to banks or relevant financial institutions to arrange payments. In the case of a suspected fraudulent transaction, your details may be further disclosed for the sole purpose of performing further checks (for example, disclosure to a credit checking agency).
4. Other sharing
   We may also share your personal information with your permission, or if we are legally required to disclose your information in circumstances where this cannot be reasonably resisted.

A cookie is a text-only piece of information that a website transfers to your computer’s hard disk so that the website can remember who you are. A cookie will normally contain the name of the Internet domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number.

It is possible to set up the Cookie settings and consult the Cookie Policy of www.iihl.org by clicking on the  logo at the lower right corner of the
screen.

If you are aged 18 or under and would like to get involved in IIHL’s work and activities, please make sure that you have your parent/guardian’s permission before giving us personal information.

We only hold your personal information on our systems for as long as is necessary for the purposes outlined above. We remove personal data from our systems once it is no longer required, in line with our guidelines on how long important information must remain accessible for future use or reference, as well as when and how data can be destroyed when it is no longer needed.

The length of time each category of data will be retained will vary depending on how long we need to process it for, the reason it was collected and in line with any statutory requirements. After this time the data will either be deleted or we may retain a secure anonymised record for research and analytical purposes.

The personal data we hold about you is yours. You have the following rights over your information:

• To be informed how your data is being processed;
• To access your data;
• To rectify any data that is inaccurate;
• Toinstruct us to delete your data;
• To restrict our processing of your data (which includes contacting you via email) at any time. All our email communications to you will contain an unsubscribe link;
• To object to your data being stored;
• To move your data.

If you wish to exercise any of these rights or have any questions about this policy you may contact us in the following ways:

• By post: Villa Ormond, C.so Cavallotti 113 -18038 Sanremo, Italy
• By telephone: +39.0184.541848
• By email: sanremo@iihl.org

If you wish to lodge a complaint about our handling of your personal data please get in touch with us on the details above with the details of your complaint; we aim to respond to all complaints within 14 working days.

If you are dissatisfied with how we have handled your complaint you may lodge a complaint with the Italian Data Protection Authority which is the Italian regulator in charge of data protection and privacy enforcement:

• Website: http://www.garanteprivacy.it/web/guest/home_en
• Telephone: +39 06696771