UNHCR Kobo Privacy Notice

Date: August 2024




Introduction


This Privacy Notice applies to the use of the UNHCR KoboToolbox platform available at https://kobo.unhcr.org (“UNHCR Kobo”), which is one of our data collection tools.

It explains how UNHCR processes personal data collected from individuals who visit the UNHCR Kobo website (we refer to them as “User” for the purposes of this privacy notice) and individuals who provide information through data collection activities conducted using UNHCR Kobo (we refer to them as “Respondent” for the purpose of this privacy notice).

We keep our Privacy Notice under regular review and posting notifications about revisions on the UNHCR Kobo website.

Who are we?


UNHCR, the UN Refugee Agency, is a global organisation dedicated to saving lives, protecting rights, and building a better future for forcibly displaced and stateless persons.

UNHCR processes personal data pursuant its data protection and privacy framework established by the UNHCR General Policy on Data Protection and Privacy (2022)(“GDPP”)


How do we process your personal data?


We process personal data of Users and Respondents through UNHCR Kobo in the following scenarios:

  • When conducting surveys and other types of data collection activities for projects fully managed by UNHCR.
  • When conducting surveys and other types of data collection activities with a UNHCR partner, where we have shared interests and responsibilities detailed under specific arrangements.
  • When a UNHCR partner conducts surveys and other types of data collection activities on our behalf under a specific arrangement.

We will process your personal data as this is necessary for or otherwise enables the performance of UNHCR’s mandate.

What types of personal data do we process and why?

UNHCR Kobo User

If you are a UNHCR Kobo User, we collect from you the following types of personal data:

  • Full name, Organization Name, Username, e-mail, Sector, Country, and Password.
  • Log Data: Like most websites today, our web servers keep log files that record data about the nature of each access, including originating IP addresses and timestamps.
  • Data collection form and its data: We store and process your data collection form and its data (i.e., questions and submissions)
  • Personal data processed by cookies: We use cookies processes your IP address, network location, what browser you are using, device IDs and characteristics, operating system version, language preferences, referring URLs.

We process your personal data as a UNHCR Kobo User to:

  • Provide you with UNHCR Kobo Services as outlined in the Terms of Use.
  • Process technical and administrative queries you may raise.
  • Control access to and ensure the security of our systems.
  • Improve the service experience and develop new features.

UNHCR Kobo Respondent

If you are a UNHCR Kobo Respondent, the types of personal data processed on UNHCR Kobo and the purposes for which this data is processed will be defined for data collection activity and will be made available to you through dedicated privacy notices. Please ask the contact person for the data collection activity in which you are participating to provide you with such privacy notice.

The collection and use of your personal data will not involve automated decision-making.

With whom do we share your personal data?


UNHCR uses the following service providers for UNHCR Kobo. Your personal data will be shared with:

  • Kobo Inc: To provide technical maintenance and troubleshooting services for UNHCR Kobo.
  • Amazon Web Services (AWS): To host UNHCR Kobo infrastructure (databases, analytics, networking, application, etc.).

Before transferring your personal data, we have ensured that the level of data protection afforded by the service providers is adequate and we have entered into contractual agreements with them.

If you are a UNHCR Kobo Respondent, additional data sharing may take place. Please ask to see the dedicated privacy notice related to the data collection activity in which you are participating.

What else do you need to know?


It is important to provide us with accurate personal data to the best of your knowledge so that we can perform our Mandate.

How long do we keep your personal data?


If you are a UNHCR Kobo User, your personal data is kept as long as it is needed to provide you with the required services.

If you are a UNHCR Kobo Respondent, the data retention period shall be defined for each data collection activity, in line with applicable UNHCR policies and guidance. Please ask to see the dedicated privacy notice related to the data collection activity in which you are participating.

What are your rights?


You have the right to access your personal data and relevant information concerning how we use it. You have the right to correct or update your personal data.Under certain conditions, you have the right to ask that we delete your personal data. You have the right to object to our use of your personal data, on grounds relating to your particular situation, at any time.

As a UNHCR Kobo User, you can use your UNHCR Kobo account to access, correct and delete your personal data, as relevant.

If you are a UNHCR Kobo Respondent, please ask to see the dedicated privacy notice related to the data collection activity in which you are participating.

How can you contact us?


If you have questions about how we collect and use your personal data, or if you would like to make a request or lodge a complaint about our use of your personal data you can do so by sending an email to dencokobo@unhcr.org.