Privacy Policy

Introduction

The International Budget Partnership (IBP) is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, and protect personal data through our website, event registration forms, and other services.

You can browse most areas of our website without providing personal data. However, in certain cases, such as registering for events, subscribing to updates, or contacting us, we may collect and process personal data.

For specific activities (such as event registrations or newsletters), additional information may be provided through targeted privacy notices.

Why and how we process your personal data

IBP collects and processes personal data only for clearly defined purposes, including:

• Administering financial and operational processes, including payments, contracts, and reimbursements
• Managing event registrations and participation
• Sending event-related communications (e.g., confirmations, reminders, materials)
• Sharing publications, updates, and invitations (where you have opted in)
• Responding to inquiries and requests
• Monitoring and improving our communications and outreach
  Your personal data will not be used for purposes other than those for which it was collected.

Legal basis for processing

We process your personal data in accordance with applicable data protection laws, including the General Data Protection Regulation.

Depending on the activity, processing is based on:

• Your consent (e.g., subscriptions, optional communications)
• The necessity to provide a requested service (e.g., event participation)
• IBP’s legitimate interests, where appropriate and not overridden by your rights

What personal data we collect

Depending on the context, we may collect:

• Name and email address
• Organization, role, and country
• Event registration and participation details
• Banking information and relevant tax identification
• Communications or inquiries you send us

We only collect personal data that is necessary for the intended purpose. In exceptional circumstances, we may request additional data for financial and operational processes.

Financial and operational processes

IBP may process personal data as part of its financial and operational activities, including for contracting, payments , reimbursements and compliance practices.

This data is used solely for administrative, legal, and reporting purposes and is handled securely.

Event registrations and recordings

When you register for an event:

• Your data is used to manage your participation and communicate with you about the event
• Event-related communications do not require separate consent, as they are necessary for the service

Some events may be recorded. These recordings may include audio, video, or chat contributions and may be shared publicly (e.g., on our website or social media).

Participants will be informed in advance when events are recorded.

Email communications

If you choose to subscribe, we may use your contact information to send updates about IBP’s work, publications, and future events.

We use third-party tools such as Mailchimp and Sprout Social to manage communications.

You may unsubscribe at any time.

Who has access to your data

Access to your personal data is limited to authorized IBP staff and service providers who need it to carry out their work.

Where relevant, data may be shared with:

• Event partners or co-hosts (for event administration purposes)
• Service providers (e.g., event platforms, email systems)

Your personal data will not be sold or used for commercial purposes.

Donor reporting and accountability

As part of our work, IBP reports to donors and partners on activities and outcomes.

This may include aggregated or anonymized data (e.g., number of participants, geographic distribution). Personal data is not shared in identifiable form unless necessary and clearly communicated.

How long we keep your data

Personal data is retained only for as long as necessary to fulfill the purpose for which it was collected, including:

• Managing events and follow-up communications
• Meeting reporting or legal obligations

After this period, data is securely deleted or anonymized.

How we protect your data

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

Access to personal data is restricted to authorized individuals on a need-to-know basis.

Your rights

Under applicable data protection laws, including the General Data Protection Regulation, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Withdraw consent at any time
• Object to or restrict certain processing

Contact information

If you have questions about this policy or wish to exercise your rights, please contact:

International Budget Partnership (IBP)
Email: [email protected]

Updates to this policy

This Privacy Policy may be updated from time to time. Updates will be published on this page.