Renaissance Philanthropy Fund Privacy Policy

Renaissance Philanthropy Fund (“RenPhil”, “we”, “our”, “us”) is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal information in connection with our services, programs, and website https://renaissancephilanthropy.org/. We will also share with you how you can communicate with us about your rights and choices. 

Information we collect: 

If you are involved with or have applied to one of our programs, we may collect:

  • Basic biographical details (e.g., name, gender, date of birth) and contact information 

  • Professional information and affiliations, such as title, role, employment details, career history, and professional activities 

  • Application materials, such as research proposals, CVs, reference letters, cover letters, personal statements, and work product 

  • Academic information, such as background, educational experiences, qualifications, certifications, and licenses 

  • Financial and tax information, e.g. for dispersing funds or reimbursements

  • Surveys and feedback 

  • Photographs and other recordings, either provided by you or taken at events

  • Social media information, such as LinkedIn 

  • Any other information you provide to the program 

When you browse our site, we collect: 

  • Technical Information, such as your browser, operating system, language preference, and IP address 

  • Cookies, pixels and similar technologies that are used to track online activity

  • Usage information, such as which pages you viewed and the websites or search terms that referred you to the site 

If you attend an event, we may collect: 

  • Basic biographical details (e.g., name, gender, date of birth) and contact details

  • Personal preferences, such as dietary preferences and accommodations

  • Travel information, such as travel preferences and reservations, and passport and visa information 

  • Event logistics, such as which activities you are attending 

  • Surveys and feedback 

  • Financial information, e.g., for reimbursements 

  • Photos of you

Special Categories of Data: 

  • Some of our programs collect race or ethnicity. We use this data to assess the diversity of our programs. Some programs and events also collect health information, such as vaccination status. 

How we use your information: 

Operate Our Programs: 

We use the data we collect to administer our programs, grants, and fellowships. This includes receiving, reviewing, and processing applications, nominations, and research proposals; selecting candidates and research proposals; and overseeing programs, including dispersing funds and receiving progress reports. 

Research and Analytics: 

We use survey feedback and other information we collect to conduct research to improve our programs. For example, we conduct internal research to evaluate and inform our program strategies and charitable activities. 

We also use analytics to better understand how people interact with our programs and events and how we can improve our network. 

Website: 

We use technical information, cookies, and usage patterns to operate and improve our website. For example, we perform data traffic analysis to evaluate the usage, performance, and safety of the website. 

Communicate With You: 

You can sign up for our mailing list to receive electronic communications about events and opportunities. You can always unsubscribe. 

If you are involved in a program, we will send you communications about that program, such as information about program activities or deadline reminders. 

Manage Operations: 

We use the information we collect to manage our operations, including performing accounting, auditing, and other internal functions. 

Events: 

We use information we collect to plan and host events, such as convenings, summits, forums, and conferences. This may include planning travel or processing reimbursements. 

Make Connections: 

With your permission, we may make connections between you and programs or people in our network. We may recommend you for other fellowships, programs and opportunities.

LEGAL BASES OF PROCESSING 

Contracts: 

We process certain information as necessary to perform our agreements with you, such as our terms of service or an event release. 

We rely on contractual necessity to: 

  • Operate our programs 

  • Operate our website 

  • Send some communications to you, such as those directly related to a program you are a part of. 

Legitimate Interest: 

Legitimate interest refers to something that is desirable to us or someone else (including you), is reasonably expected given the nature of our services, and doesn’t create any undue risk to you. 

We rely on legitimate interest to: 

  • Manage operations 

  • Perform research and analytics 

  • Host events 

Legal Obligations 

We process information to comply with applicable laws and regulatory requirements, or as requested by government or regulatory authorities. We may use information to defend or establish legal claims; protect the safety, property, or rights of Renaissance Philanthropy or others, including you; or in connection with corporate restructuring, such as a merger, sale, or other transfer of assets. 

Information we share: 

We do not disclose your personal information except as described in this Privacy Policy or as we disclose to you at the time the data is collected. RenPhil will share your personal information in certain situations: 

  • Affiliated Entities. We may share your information with our affiliated entities.

  • Program Partners. Some of our programs and events are run jointly with other institutions. If you are part of a program or event that is run with a partner, we share your information to operate the program or event jointly. For example, a partner institution may be responsible for processing applications, administering parts of the program, or planning events.

  • Contractors. RenPhil may use agents and contractors in order to help with our operations. These contractors are required by contract to protect your information in a manner that is consistent with this Privacy Policy and by not using the information for any purpose other than to carry out the services they are performing for RenPhil. 

  • Service Providers. We share your information with third-party service providers to help us provide our services. We use service providers for things like web hosting services, newsletter delivery, hosting events, processing donations, surveys, analytics, and research. RenPhil also uses third parties to provide credit card, bank, payment and information processing services. If you choose to make a payment online, by phone, through the mail, or by other means, we will share your personal information with our processing service providers. We authorize these service providers to use your personal information only as necessary to perform services on our behalf or to comply with legal requirements. We require these service providers by contract to safeguard the privacy and security of personal information they process on our behalf. 

  • U.S. Member, Participant, and Sponsor/Donor List Sharing. For U.S. members, participants, and sponsors/donors, we may occasionally share name, mailing address, company and title, and email with other reputable organizations. For example, conference sponsors may, as a benefit of sponsorship, receive a conference attendee mailing list. You can opt out of this sharing at any time by emailing info@renphil.org and providing your complete name, email address, and/or mailing address. 

  • Data Transfers. Some of the recipients described in this section may be in different countries with different privacy laws. For our users located in the European Economic Area, UK or Switzerland, if we transfer your information to a country that has not been recognized as providing an adequate level of data protection, we rely on safeguards such as agreements with terms approved by the European Commission or ensuring that the recipients are certified under the EU-US Data Privacy Framework. 

  • Medical Emergency. RenPhil will disclose your personal information to medical professionals in an emergency when you are attending a RenPhil-sponsored event or when RenPhil otherwise has reasonable presumed responsibility to do so. 

  • Necessity. RenPhil will disclose your personal information as necessary to protect your vital interest, protect the vital interest of another person, protect public safety, respond to government requests, and report information as required by law. We also may share information in connection with a merger, an acquisition, or a transfer of our assets or the assets associated with one of our programs. 

  • Others. If you are selected for a program, we may feature information like your name, headshot, and biography on our website. We may include similar information in biobooks or other materials at events. Photographs taken at events may be used on our website, social media, newsletters, and shared to partners. 

Your Rights and Choices 

Users located in the EEA, the UK, Switzerland, and certain U.S. states have the right to access, delete or correct personal information we hold.

You have rights regarding the personal information we maintain about you. We also offer you choices about what personal information we collect from you, how we use that information, and how we communicate with you. 

You have the right to: 

  • Limit the sharing of your information with third parties for direct marketing purposes;

  • Obtain confirmation that we hold personal information about you; 

  • Request access to and receive information about the personal information we maintain about you; 

  • Receive copies of the personal information we maintain about you; 

  • Update and correct inaccuracies in your personal information; 

  • Have the processing of your personal information restricted or object to the processing of your personal information; and 

  • Have the information blocked or deleted, as appropriate. 

To exercise these rights, please contact us as set forth below. You may withdraw any consent you previously provided to us. We have one month to respond to you and will apply your choices going forward. 

Write to us: privacy@renphil.org 

Cookies and Tracking Technologies 

A “cookie” is a small piece of data that is sent to your browser from Renphil’s web server and is stored on your computer’s hard drive. Cookies are used to collect non-identifying information about the user, such as web surfing behavior or user preferences for a specific website. We use cookies to enhance your browsing experience and analyze website traffic. You can manually delete all cookies within your browser privacy settings menu. 

We Do Not Knowingly Collect Information From Children 

Our website is intended for a general audience of professionals. We do not knowingly collect or solicit personal information from anyone under the age of 13 without the consent by the holder of parental responsibility. If you are under 13, you are prohibited from providing information to RenPhil through our website without verifiable parental consent. In the event we learn that we collected personal information from anyone under the age of 13, we will delete that information and only recollect the information after receiving parental consent. If you believe that we might have collected personal information from anyone under the age of 13, please contact us using the contact information below. 

International Data Transfers 

While RenPhil is a U.S. based organization we do now and may in the future have members or strategic alliance partners in other countries. We may transfer your personal information to recipients in countries other than the country in which the information was originally collected, in particular to the United States of America. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will protect that information as described in this Privacy Policy or as otherwise disclosed to you at the time the data is collected. 

Information Security 

We are committed to ensuring the privacy of your personal information and have established safeguards to help protect such information. For example, to protect your privacy, RenPhil uses passwords to help verify authorized user identity before granting access anywhere your personal information is stored. All online monetary transactions are done on a secure server. This means that information entered on the transaction page is encrypted before transmission. Though we strive to ensure the security of your information on our systems, no security measures are perfect or impenetrable and data transmission over the internet cannot be guaranteed to be 100% secure. 

Privacy Policies of Other Websites 

Our website may contain links to external sites. Our privacy policy applies only to our website, we are not responsible for the privacy practices of these third-party websites. Ensure that you read their privacy policy. 

Changes to Privacy Policy 

We may update this Privacy Policy periodically to address changing technology, security measures and website functionality. Changes will be posted on this page with the "Last Updated" date. 

Contact Us: 

If you have any questions or comments about this Privacy Policy or our privacy practices, or if you would like us to update information or preferences you provided to us, please contact us at privacy@renphil.org. 

Effective Date: 1 November 2024 

Last Updated: 28 November 2024