Privacy & Data Protection Policy

1. Scope & Controllership

This policy outlines how personal data is collected, stored, and processed across the platform’s website, digital channels, thematic activities, and events.

The participating Nordic–Baltic diplomatic missions in Türkiye oversee the activities of this platform. Where personal data is collected for platform activities (such as workshop registrations, conference sign-ups, or digital subscriptions), it is processed under the authority and standards applicable to public diplomatic missions and their designated service providers.

2. Personal Data We Collect

We only collect personal information that is directly necessary to coordinate platform deliverables, communications, and public engagements:

• Event & Conference Registrations: Full name, institutional affiliation, job title, official email address, phone number, and participation preferences submitted via event forms.
• Newsletters & Digital Communications: Name, email address, and professional title submitted for newsletters, programmatic notifications, or updates.
• Stakeholder & Diplomatic Inquiries: Contact details and message content submitted when contacting the missions regarding climate cooperation initiatives.
• Technical & Usage Data: Standard server log data (such as IP address, browser type, and referring pages) automatically collected to ensure network stability and platform security.

3. Purpose & Legal Basis for Processing

Personal data collected through this platform is processed exclusively for official, transparent purposes:

• Facilitating Public Events: Administering registrations, participant rosters, venue security checks, and hybrid event livestreams.
• Program Communications: Distributing project updates, podcast releases, and thematic insights connected to COP31 and bilateral climate action.
• Legal Basis: Processing is carried out to fulfill tasks of public interest, administer event agreements, or based on your explicit consent when subscribing to digital outputs or registering for sessions.

4. Data Retention & Erasure

We apply regular review and cleanup cycles to ensure personal data is not held longer than required:

• Event Registrations: Retained only for as long as necessary to complete the organization, reporting, and administrative follow-up of the specific event or conference series.
• Subscriptions: Retained for the duration of the subscription. Subscribers may withdraw consent or unsubscribe at any time, prompting the deletion of their contact data.
• Inquiry Communications: Kept only for the duration required to address and conclude the respective dialogue.

5. Data Processors & Third Parties

• Service Providers: We may share minimal required data with trusted IT suppliers, event management systems, and media production partners (including conference venue platforms) solely to perform assigned tasks on our behalf. These processors are contractually bound to maintain strict confidentiality and technical security.
• Public Access to Official Documents: As government missions, formal communications may become subject to statutory public transparency rules under applicable administrative laws, unless confidentiality or privacy exceptions apply.
• Commercial Use: We never sell, rent, or trade personal data to commercial third parties.

6. Technical Security Measures

Appropriate technical, physical, and organizational safeguards are implemented to protect personal data against unauthorized access, loss, alteration, or disclosure. System development, cloud integrations, and hosting environments adhere to European security and privacy benchmarks.

7. Your Rights

Under applicable data protection frameworks, you hold the following rights regarding your personal information:

• Access: Request confirmation of whether your data is held and obtain an extract of registered records.
• Rectification: Request the immediate correction of inaccurate, incomplete, or outdated personal data.
• Erasure: Request the deletion of your personal data where retention is no longer justified by administrative or legal requirements.
• Withdrawal of Consent: Unsubscribe from mailing lists and digital broadcasts at any point.

8. Contact Information

To exercise your data protection rights, request information regarding your records, or submit inquiries concerning platform data governance, please reach out to the relevant communication units of the participating diplomatic missions via the official channels listed on our Contact Page .