Privacy notice grants

5. What we do with your personal data

DFF collects and uses your personal data on a lawful basis for the purposes described below.

To take steps at the request of the data subject prior to entering into a contract

Services: DFF uses your name, email address and communication data to know who is submitting a concept note or application for Services, to make an assessment for qualification for a grant and to have a way to communicate with you. We do so on a lawful basis in order to take necessary steps at your request prior to entering into an agreement.

DFF may use the other data identified under the relevant headings above concerning Services in order to formalise and perform the agreement between you and DFF and as such provide you with the Services you requested.

Panel of Experts: If you are a member of our Panel of Experts, your contact and business details are used to ensure DFF can select the right expert for the right assignment. We do so on the basis of the performance of an agreement or in order to take necessary steps prior to entering into an agreement.

On the basis of your consent

Website Content: DFF uses the data identified under the relevant headings above concerning Website Content for the purpose of making an assessment as to whether a blog/essay is suitable for publication on DFF’s website and communicating with authors of selected content in order to provide feedback and comments with a view to publication on DFF’s website. DFF may use an author’s name, photograph, and biography for the purpose of publishing the blog/essay on DFF’s website, maintaining an archive of published content, and promoting the content on social media sites and other similar fora. We do this on the basis of the author’s consent.

Meetings: DFF may use your identification data where necessary to book flights or make other travel arrangements for you to attend our meetings. We may do this on the basis of your consent.

General: DFF may also use your email address for information purposes, if you have decided to sign up for our newsletter. This includes for example, informing you on new content on our blog or calls for applications. We may also use the information referred to above in the section ‘Personal data we collect’ in order to respond to queries about our work or enquiries about recruitment that we receive by email or other forms of online communication. We may do this on the basis of your consent.

You can withdraw your consent at any time. In order to do so, please see the section ‘Your rights’ below.

In pursuit of legitimate interests

Meetings: DFF uses the data identified under the relevant headings above concerning Meetings for the purpose of organising and formulating an agenda for the relevant meeting. DFF may use this data for arranging travel and accommodation for you to attend the meeting, and to ensure your access and dietary needs can be met during the meeting. DFF may also use this data for the purpose of evaluating the meeting in order to help improve future meetings. We do this for the purpose of pursuing our legitimate interest in providing useful field-building meetings.

For compliance with legal obligations

Services: In the context of our Services, your identification and financial data is used to verify your identity and to verify the ability to receive funds from us and assess any likelihood of financial mismanagement. We do so on the basis of our legitimate interest to prevent financial mismanagement or fraud, or if applicable to comply with a legal obligation to which we are subject.

General: All the information referred to above in the section ‘Personal data we collect’ may be used to maintain appropriate business records, to comply with lawful requests by public authorities and to comply with applicable laws and regulations. We would do so on the basis of compliance with a legal obligation to which we are subject.

6. Data retention

We retain your personal data for as long as required to satisfy the purpose for which they were collected (for example, for the time necessary to provide you with our services), unless a longer period is necessary for our legal obligations or to defend a legal claim. The copy of your identity card is deleted as soon as we have verified your identity and signed the identity verification document.

7. Social media and other websites

Our website contains links to third party websites, for example to Twitter. If you follow these links, you will exit our website. While these third party websites are selected with care, DFF cannot accept liability for the use of your personal data by these organisations. For more information, please consult the privacy statement of the website you are visiting.

8. Disclosure and transfer of personal data

For the purposes described in this privacy notice, we may share your personal data on a need to know basis with colleagues due to their function within DFF. We also engage third parties to facilitate or assist us with the delivery of our Services and Meetings, or to perform other services in relation to these activities. We may share your personal data on a need to know basis with these third parties. In addition, information about you, including personal data, may be disclosed as part of any merger, sale, transfer of DFF’s assets, acquisition, bankruptcy, or similar event.

9. Your rights

We will take steps in accordance with applicable legislation to keep your personal data accurate, complete and up-to-date. You are entitled to have any inadequate, incomplete or incorrect personal data corrected (that is, rectified). You also have the right to request access to your personal data and to obtain a copy of it as well as additional information about the processing and to request us to erase the personal data we hold about you.

The following rights apply to European residents in addition to the above: