1. Introduction

Welcome to Elect Peace ("the Platform"), developed under the FIIAP project to support collaboration, visibility, and resource sharing among Civil Society Organisations (CSOs) across West Africa.

This Privacy Policy explains how we collect, use, store, and protect personal and organisational information shared on this platform.

By using our services, you agree to the data practices described here.

2. Who We Are

Elect Peace enables Civil Society Organisations (CSOs), policy actors, donors, and media to collaborate, share resources, and connect across regions. Our goal is to provide a secure, multilingual (English, French, and Spanish) digital environment where CSOs and their partners can work together to strengthen civic engagement and peacebuilding.

We collect and process data to:

• Create and manage verified organisational profiles.
• Facilitate communication between registered organisations.
• Provide visibility for projects, events, and opportunities.
• Ensure secure access to user accounts.
• Improve platform performance and user experience.
• Comply with applicable data protection and regional regulations.

3. Information We Collect

We collect both personal and organisational information necessary to operate the Platform effectively.

4. Legal Basis for Processing

We process your information under the following legal bases:

• Consent: When you create an account or voluntarily submit data.
• Legitimate interest: To operate and improve the platform, and facilitate collaboration among CSOs.
• Legal compliance: When processing is required to meet regional or international data protection laws.

5. How We Use Your Information

Your information may be used to:

• Create and manage organisation profiles in the regional database.
• Enable collaboration and communication through forums and posts.
• Verify authenticity of CSO information before publication.
• Provide multilingual and localised user experiences.
• Maintain security, detect fraud, and enforce our Terms of Use.
• Generate anonymised analytics for platform improvement.
• Respond to user support requests and improve user experience.

We do not sell or rent your personal data to any third parties.

6. Data Sharing and Disclosure

We respect your privacy and share data only as necessary to operate the Platform:

• With administrators and moderators for reviewing and approving submitted content.
• With verified users, through publicly accessible organisation profiles and posts.
• With third-party service providers (e.g., hosting, analytics, or translation tools) bound by strict data protection agreements.
• When required by law, or to protect the rights, property, or safety of users and the platform.

7. Data Security

We take appropriate technical and organisational measures to safeguard your data, including:

• Role-based access control for administrators and users
• Email verification during sign-up
• Encrypted data transmission (HTTPS)
• Regular system backups and security audits
• Spam and fraud prevention systems

All data is stored securely on servers that comply with local and international data protection standards, including NDPR and GDPR.

8. Data Retention

We retain your information:

• For as long as your organisation maintains an active account.
• For up to 12 months after account deletion for audit or compliance purposes. After this period, your data will be securely deleted or anonymised.

9. Your Rights

As a registered user or organisational representative, you have the right to:

• Access and review your personal or organisational data.
• Request correction of inaccurate or incomplete information.
• Request deletion of your data ("right to be forgotten").
• Withdraw consent at any time and deactivate your profile.
• Opt out of marketing or notification emails.
• Request a copy of your data in a portable format.

To exercise these rights, please contact: info@fiap.gob.es

10. Third-Party Links

The Platform may include links to external websites (e.g., donor platforms, partner CSOs, or funding opportunities).

We are not responsible for the privacy practices or content of third-party websites. Please review their privacy policies separately.

11. Children's Privacy

This Platform is intended for organisational and professional use only. We do not knowingly collect personal data from individuals under 18 years of age.

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect:

• New features or functionality
• Legal or regulatory changes
• Best practice updates

The latest version will always be available on the Privacy Policy page of the Platform. Continued use of the Platform constitutes acceptance of the updated terms.