This privacy notice applies only to the actions of Share-Net International and Users with respect to this website. It does not extend to any websites that can be accessed from this website.
Share-Net International is the knowledge platform on Sexual and Reproductive Health and Rights and operates in seven countries: Bangladesh, Burkina Faso, Burundi, Colombia, Ethiopia, Jordan and the Netherlands. Share-Net International and its country hubs work towards a world in which all people have the freedom of choice, are able to make informed decisions, can take action on their sexual and reproductive health and have access to quality care to meet their sexual and reproductive health needs and rights. Share-Net International aims to strengthen linkages between research, policy and practice through sharing, generating, translating and promoting the use of knowledge for the development of better policies and practices in SRHR. Share-Net International is hosted by KIT Royal Tropical Institute which is a registered company in the Netherlands, the company number is 33185213 0000.
1092 AD Amsterdam
We keep our privacy notice under regular review. This privacy notice was last updated on 8 May 2023.
Share-Net Digital Platform
The Share-Net Digital Platform is a knowledge platform where members can create a profile, post and apply for assignments, send messages etc. By creating and publishing a membership profile other members of the digital platform will be able to view your profile on the platform as well in the membership database (only viewable for logged-in members). Each member has the option to opt-out of the membership database. It is not allowed to share member details or sensitive details information outside of the platform.
Personal information collection
For the purposes of the General Data Protection Regulation (GDPR), Share-Net International is the “data controller”.
We collect certain information or data about you when you call us, email us and use our services. This includes:
- questions, queries or feedback you leave, including your email address or telephone number if you contact us
- information about your use of our website services including what pages you visited, how long you visited the website for
- information that you provide for the purpose of registering and accessing our services including names, address, organisational data, email and telephone numbers.
- information that you provide for the purpose of subscribing to the website services
The general categories of personal information that we may collect for the aforementioned purposes are as follows:
- contact phone number
- email address
- professional details
- organisational details
- social media links
When you register with us, you are agreeing that you are over 18 years of age or are acting with parental consent.
Using personal information
We may use your personal information to:
- administer and personalise this website for you
- enable your access to and use of the website services
- publish information about you on the website, providing you have given specific consent to do so
- send you updates and notifications relating to our services
- send you news and communications about the services you have expressed an interest in
- use your email address for survey purposes via a third party organisation
Under the GDPR (General Data Protection Regulation) we control your personal information about you electronically using the following lawful bases:
legitimate interests: we may process information on the basis there is a legitimate interest, either to you or to us. Where we process your information on this basis, we do after careful consideration whether the same objective could be achieved through other means and whether you would expect us to process your data, and whether you would consider it reasonable to do so. For example, in order to deliver our services for your benefit, we may share your personal data with a trusted third party organisation for the purpose of our business activities or to conduct a survey to better understand your needs and requirements of us as set out in section
Where your data is stored
We store your data on our secure servers in the EU. It may also be stored outside of Europe, with the necessary security measures, where it could be viewed by our staff or suppliers. By submitting your personal data, you agree to this.
Your personal data and third parties
Share-Net International will never sell your personal data to third parties. We do share some personal data within partnerships when that is necessary in order to carry out our mission. In specific cases we also use systems or services of suppliers, where the supplier may also have access to data on our members. In all cases we ensure that these parties offer sufficient guarantees in terms of privacy protection and security.
Through our business activities, we may disclose your personal information to donors, consortium partners and subcontractors for purposes directly related to the management and delivery of our services. This includes the grant making process where we receive applications from interested parties for funding. Those in question will be obligated to use the personal information in accordance with the terms of this privacy statement. Share-Net will never sell your personal data to third parties
We may also need to disclose your information if required to do so by law and for the purpose of defending our legal rights (including providing information to others for the purposes of fraud prevention).
We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. All personal information is stored securely in accordance with the principles of the General Data Protection Regulation.
By using our website services, you acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
In case you need passwords to enter our application portal and access our website, you are responsible for keeping the password you use confidential; we will not ask you for your password. The platform and all our web services store your passwords in encrypted and unreadable formats and we are unable to recover your exact password in case you lose it. However, upon formal request we can reset the password to a new machine generated password.
Cross-border data transfers
In addition, personal information that you submit for publication on the website will be published on the internet and may be available around the world.
You agree to such cross-border transfers of personal information.
Data retention period
Personal data that we process shall not be kept for longer than is necessary. Our retention period is in line with our contract conditions with the donors we serve and the default legal standard retention period.
Your individual rights
Under the GDPR your rights in relation to the personal data we hold are expressed as follows. You have;
- the right to be informed about how we use your personal data
- the right of access to the data we hold
- the right to rectification of any data we hold;
- the right to erasure of your data
- the right to restrict processing of your data
- the right to data portability of your data
- the right to object; and
- the right not to be subject to automated decision-making including profiling
If you would like any further information about your rights, please contact us by sending an e-mail to email@example.com. You can also send us a Subject access request using the form in Annex 1.
Accessing your personal information
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation (GDPR). If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form. You may request a copy of the personal information by emailing us at: firstname.lastname@example.org
Withdrawing your consent
You may exercise your right to withdraw your consent in relation to your personal data being used at any time by written notice to us via email to: email@example.com or by way of letter to:
1092 AD Amsterdam
By withdrawing your consent this does not affect the lawfulness or processing based on consent before its withdrawal. If you have subscribed to our digital newsletter, every newsletter contains a link that allows you to unsubscribe.
Visitors to our websites
When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behavior patterns. We do this to determine the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. The information collected by Google is anonymized. Your IP address is partially masked (namely the last octet).
We have signed a Data Processor Agreement with Google, stating that Google only acts as processor in processing our website visitors’ personal data. Google may supply the information to third parties if Google is obliged to do this by law, or if these third parties process information on behalf of Google. Share-Net International has no influence over this.
We do not share data with Google for any reasons other than those stated and also do not use other Google services in combination with Google Analytics cookies, apart from the mutual exchange of web statistics and campaign statistics with our Google AdWords account, for the purposes of tracking website use and conversion events. This method of measurement of data exchange results in no or only a very limited infringement of your privacy, as no personal information is collected and we do not use these data to adapt advertisements to your personal preferences.
The information generated by the cookie regarding your website use is transferred to Google, where it is saved on servers in the United States. Google uses this information to track how you use the website, produce website activity reports for website operators and to offer other services regarding website activity and internet use.
To opt out of being tracked by Google Analytics across all websites visit Google (opens in a new window).
Our website contains buttons to promote (‘like’) or share (‘tweet’) webpages on social networks like Facebook and Twitter. These buttons work through snippets of code originating in Facebook or Twitter that place cookies in your browser. We have no influence on this. Read the privacy statements of Facebook and Twitter (which can change frequently) to find out what they do with the data they gather through these cookies.
We use the following types of cookies:
- Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features
- Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These cookies do not collect information that identifies the user
- Functionality cookies: These cookies remember choices made by the user and enhance the features, e.g. language or users location. This cookie is also used to remember a user’s preferences for a font size, or customisable parts of a web page
Collecting information with cookies
- the website pages you visit
- how long you are on the website for
- whether you are a new or returning user
- how you came to the website
- the type of device and browser you use
Disabling or deleting cookies
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit About Cookies (opens in a new window) or All About Cookies (opens in a new window). If you disable cookies by blocking them, or delete cookies, the functionality of the website will likely be affected.
||The _ga cookie, installed by Google Analytics, calculates visitor, session and campaign data and also keeps track of site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors.
||Installed by Google Analytics, _gid cookie stores information on how visitors use a website, while also creating an analytics report of the website’s performance. Some of the data that are collected include the number of visitors, their source, and the pages they visit anonymously.
||This cookie is installed by Google Analytics.
||This cookie is installed by Google Universal Analytics to restrain request rate and thus limit the collection of data on high traffic sites.
Questions, complaints, and amendments to the privacy notice
If you have any questions or comments about the privacy statement of [name of organization], you can address them to Share-Net International, Mauritskade 64 1092 Amsterdam or contact us via e-mail address firstname.lastname@example.org
Under the privacy legislation, you have the right to lodge a complaint with the Personal Data Authority about our processing of personal data. You can contact the Personal Data Authority via this form (in Dutch). We will be happy to help you if you have a complaint about our organisation
Amendments privacy statement
Share-Net International reserves the right to make changes to this privacy notice. Share-net International advises you to check the privacy notice regularly to see whether any changes have been made.
Annex 1 – Subject Access Request Form
Please use the following format for subject access requests.
Share-Net International, KIT Royal Tropical Institute
1092 AD Amsterdam
[Your name and full postal address]
[Your contact number]
[Your email address]
Subject access request
Dear Share-Net International,
[Include your full name and other relevant details to help identify you].
Please supply the personal data you hold about me in:
[Give specific details of where to search for the personal data you want, for example:
- my personnel file;
- emails between ‘person A’ and ‘person B’ (from 1 June 2017 to 1 Sept 2017)
- my medical records (between 2014 and 2017) held by ‘Dr C’ at ‘hospital D’;
- the CCTV camera situated at (‘location E’) on 23 May 2017 between 11am and 5pm; and
- financial statements (between 2013 and 2017) held in account number xxxxx.]
If you need any more information, please let me know as soon as possible.
[If relevant, state whether you would prefer to receive the data in a particular electronic format, or printed out].
Please pass this letter to your Data Privacy expert if you do not normally deal with these requests.