Privacy
Policy.Policy.

Roma for Democracy Foundation (“RFD”, “we”, “our”, or “us”) is committed to protecting your privacy and ensuring that your personal data is processed lawfully, fairly, transparently, and securely in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable national data protection laws.

This Privacy Policy explains how we collect, use, store, protect, and manage personal data in connection with our democratic participation, leadership development, electoral integrity, governance, advocacy, communications, research, and institutional engagement activities.

Roma for Democracy Foundation acts as the Data Controller for the personal data described in this Privacy Policy.

For questions regarding this Privacy Policy or the processing of your personal data, please contact:

Email: [email protected]

We only collect information that is necessary for the activities you choose to participate in.

This may include:

• Your name;
• Contact details such as email address or phone number;
• Information you provide when registering for events, programmes, campaigns, or volunteer opportunities;
• Communication preferences;
• Donation information where applicable;
• Basic technical information needed to operate our websites securely.

Where relevant to a specific programme, we may collect additional information that you voluntarily choose to provide.

We collect personal data when you:

• Subscribe to newsletters or updates;
• Register for events, trainings, webinars, summits, or meetings;
• Participate in campaigns, petitions, surveys, consultations, or advocacy actions;
• Participate in leadership development, governance, or democratic participation programmes;
• Volunteer or become a supporter;
• Participate in electoral integrity, democratic accountability, governance, or policy activities;
• Apply for programmes, partnerships, or opportunities;
• Make donations;
• Contact us directly;
• Engage with our websites, social media platforms, or digital tools;
• Provide information through partner organizations with your consent.

We may also receive information from accredited democratic partners, coalition members, institutions, election observation bodies, and publicly available sources where legally permitted.

We use personal data to:

• Communicate with you;
• Provide information you have requested;
• Organize events, campaigns, and programmes;
• Support democratic participation and civic engagement;
• Manage volunteer and supporter activities;
• Improve our communications and services;
• Meet legal and regulatory obligations.

We only use personal data for legitimate and clearly defined purposes.

Some RFD activities relate to democratic participation, public leadership, representation, advocacy, and civic engagement.

In limited circumstances, information you choose to provide may be considered sensitive personal data under GDPR.

Where this occurs, RFD applies additional safeguards and processes such information only where legally permitted and with appropriate protections.

RFD processes personal data to:

• Promote democratic participation;
• Strengthen political representation and civic engagement;
• Support leadership development and capacity building;
• Organize events, trainings, consultations, and public activities;
• Conduct public engagement and advocacy campaigns;
• Support electoral integrity and democratic accountability initiatives;
• Facilitate governance and policy development activities;
• Build coalitions and partnerships;
• Manage communications and supporter engagement;
• Process donations;
• Fulfil legal and regulatory obligations;
• Monitor and improve organizational effectiveness.

We rely on one or more of the following legal bases:

• Consent;
• Explicit consent where required;
• Performance of a contract;
• Compliance with legal obligations;
• Legitimate interests;
• Public interest activities;
• Legitimate activities of a not-for-profit body pursuing democratic participation objectives.

You may withdraw your consent at any time.

RFD operates a consent-based engagement system designed to ensure lawful, transparent, and auditable participation in its programmes and activities.

Participants may include:

• Voters and supporters;
• Community leaders;
• Volunteers;
• Public representatives;
• Policy advisors;
• Civic organizations;
• Democratic partners;
• Coalition members;
• Institutional stakeholders.

Participation is voluntary and may be withdrawn at any time.

RFD maintains records of:

• Consent;
• Communication preferences;
• Opt-ins and opt-outs;
• Participation history;
• Source records;
• Timestamped audit logs.

RFD may process information related to:

• Election observation and monitoring;
• Democratic accountability initiatives;
• Governance and policy engagement;
• Civic participation;
• Electoral integrity activities;
• Democratic advocacy;
• Institutional development and cooperation.

Such information is processed under strict access controls and solely for lawful democratic purposes.

Estratos and Action Network are data processors for RFD.

RFD uses Action Network as its constituent relationship management (CRM), communications, event

registration, advocacy, and supporter engagement platform.

Through Action Network, RFD may process:

• User identification data, such as name, email address, mobile and landline phone numbers;
• Communication data, including messages, opinions, answers, and other voluntary inputs provided by users;
• Usage data and metadata generated through the use of the software, including system and application log data;
• Any other personal data necessary for the performance of the Agreement and the provision of the Action Network software service.
• Categories of data subjects are the following:
• Subscribers to newsletters;
• Sympathizers and other supporters;
• Contributors and volunteers providing support or services;
• Petitioners engaging with campaigns or petitions;

Action Network acts as a Data Processor on behalf of RFD and processes personal data under contractual

safeguards and applicable Data Processing Agreements.

Action Network may maintain consent records, subscription preferences, engagement history, event

registrations, advocacy actions, petitions, volunteer activities, and communication logs for compliance,

reporting, supporter engagement, and democratic participation purposes.

Additional information regarding Action Network’s privacy practices may be found at:

Action Network privacy information

By subscribing to RFD communications, you may receive:

• Newsletters;
• Campaign updates;
• Advocacy opportunities;
• Event invitations;
• Training opportunities;
• Governance and policy briefings;
• Democratic participation initiatives;
• Organizational updates.

Every communication includes an unsubscribe mechanism.

You may opt out at any time.

RFD may use artificial intelligence tools to support:

• Communications;
• Translation;
• Content generation;
• Audience management;
• Campaign administration;
• Data analysis;
• Reporting.

All AI-assisted activities remain subject to meaningful human oversight.

RFD does not make solely automated decisions producing legal or similarly significant effects concerning individuals.

RFD does not sell personal data.

We only share personal data where necessary with trusted service providers, partners, or authorities when required by law.

All such parties are required to protect personal data and use it only for authorized purposes.

Some of our service providers may process data outside the European Economic Area.

Where this occurs, RFD ensures appropriate safeguards are in place in accordance with GDPR requirements.

Personal data is retained only as long as necessary to provide services, maintain participation records, comply with legal obligations, and respect communication preferences.

When information is no longer required, it is securely deleted or anonymized.

Consent records, opt-in records, unsubscribe records, and suppression lists may be retained longer where necessary to demonstrate compliance with legal obligations or to ensure communication preferences continue to be respected.

RFD takes appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, or disclosure.

Access to personal data is limited to authorized personnel and trusted service providers who require it to carry out their responsibilities.

Participants are encouraged to keep their information accurate and up to date.

RFD may periodically request confirmation or updates to personal information to ensure the accuracy, relevance, and integrity of organizational records.

RFD does not knowingly collect personal data from individuals under the age of 16 without appropriate parental or legal guardian authorization where required by applicable law.

Under GDPR, you have the right to:

• Access your personal data;
• Correct inaccurate information;
• Request deletion of your personal data;
• Restrict processing;
• Object to processing;
• Withdraw consent;
• Request data portability;
• Lodge a complaint with a supervisory authority.

Requests may be submitted to:

[email protected]

RFD uses cookies and similar technologies to:

• Ensure website functionality;
• Improve user experience;
• Analyze website usage;
• Measure campaign effectiveness;
• Support security and fraud prevention.

Where required by law, consent will be obtained before non-essential cookies are deployed.

Further information is available in our Cookie Policy.

RFD may update this Privacy Policy periodically.

The latest version will always be available on our website.

Roma for Democracy Foundation

Email: [email protected]

Website: www.romafordemocracy.org