UNHCR Greece PRIVACY NOTICE
WHO WE ARE
The Office of the United Nations High Commissioner for Refugees (“UNHCR”) is a global organization dedicated to saving lives, protecting rights, and building a better future for refugees, forcibly displaced communities, and stateless people. Together with partners and communities, UNHCR works to ensure that everybody has the right to seek asylum and find safe refuge in another country. UNHCR also strives to secure lasting solutions for the people whom we work with and for.
LEGAL FRAMEWORK
UNHCR enjoys a special legal status under the Convention on the Privileges and Immunities of the United Nations of 1946, which gives UNHCR the privileges and immunities necessary to perform their functions independently. This means that national legislations related to data protection and privacy, such as the EU General Data Protection Regulation, do not apply to UNHCR.
To ensure the protection of the dignity and fundamental rights of the people whom we work with and for, UNHCR has established a comprehensive framework for the collection, use, and sharing of their personal data. This framework consists of two key policies: the UNHCR General Policy on Data Protection and Privacy (2022) and the Policy on the Protection of Personal Data of Persons of Concern to UNHCR (2015).
This privacy notice explains how UNHCR uses the personal data collected from you and your rights relating to the use of your personal data.
WHY ARE WE PROCESSING THIS INFORMATION?
UNHCR processes your personal data to enrol you on its assistance programmes and to make referrals to other service providers, based on your individual circumstances and protection needs.
As an international public body, UNHCR is subject to oversight and audit by relevant UN bodies to ensure high level of accountability. Your personal data may be used as part of these activities, which are conducted in confidentiality.
LEGITIMATE BASIS
UNHCR processes your personal data primarily under its mandate to provide international protection and assistance to refugees and other persons of concern. In situations where the processing is necessary to protect your vital interests — particularly in life‑saving or emergency circumstances — UNHCR may also rely on the legitimate basis of vital interests.
Your personal data may not be strictly necessary for some of our activities, for example when we conduct surveys to understand people’s needs. Our colleagues will specifically ask for your consent in such case. In situations when you voluntarily disclose your personal data, for example through individual communications on our helpline, this will be recorded and safely stored on the basis of your consent. You have the right to withdraw your consent for the processing of your personal data.
DATA TYPES AND RETENTION
UNHCR may collect and use the following types of personal data to register you for assistance programmes and to make referrals to relevant service providers:
- Basic biographical data: name, date of birth, sex, nationality, country of origin.
- Contact details: phone number, address, email, or other communication channels.
- Family composition: information on family members, dependants, and household composition.
- Protection needs and vulnerability information: any risks, support needs, disabilities, or medical conditions relevant for protection or assistance.
- Registration-related information: UNHCR case or individual numbers, legal status in Greece, documentation issued, and assistance history.
- Eligibility and assistance-related information: socio‑economic indicators and other data required to determine programme eligibility.
- Referral‑related information: the minimum information needed to refer you to other service providers.
How we use this data:
This information is used to determine protection needs, assess eligibility for assistance, support case management, and facilitate safe and appropriate referrals.
The information collected, used and generated through the provision of assistance and protection services will be used further for internal oversight and audit purposes.
Retention:
Your personal data will be retained by UNHCR only for as long as necessary in connection with the activities described above. UNHCR may retain your personal data for longer only for compatible purposes, such as archiving, statistical or scientific research, or when necessary to demonstrate UNHCR’s accountability. Your personal data will be treated with the utmost confidentiality. Access to your data will be restricted to authorized personnel who need to process it to achieve the purposes described above.
SECURITY AND PROCESSING TOOLS
Your personal data and all information are treated confidentially and stored safely in UNHCR’s protected cloud‑based databases. UNHCR uses secure systems and technical safeguards to prevent unauthorized access, loss, misuse, or alteration of your personal data. Access is strictly limited to authorized personnel.
For this activity, UNHCR will process your personal data using:
- Kobo, a secure tool used for field data collection.
- Internal web‑based tracking tools, used internally for organizing and managing registration, assistance, and referral information.
DATA SHARING
Only designated UNHCR staff will have access to your personal data for the purposes described in this notice.
UNHCR will not share your personal data with authorities of your country of origin. If it is relevant to your situation, UNHCR may refer your case to partner NGOs or to government services when this is necessary to provide you with appropriate support, protection, or assistance. Only the minimum information necessary for the referral will be shared. Unless the specific situation of a case prohibits, UNHCR will inform you before your information is shared with any of these third parties and offer you the opportunity to object or raise any concern.
DATA SUBJECT RIGHTS
You have the right to access your personal data and relevant information concerning how UNHCR uses it. You have the right to correct or update your personal data. Under certain conditions, you have the right to ask that UNHCR deletes your personal data. You have the right to object to the use of your personal data, on grounds relating to your particular situation, at any time.
You can exercise your rights by contacting UNHCR through the channels provided below, and also by approaching UNHCR staff.
Please be aware that your personal data may be necessary for the coordination and delivery of UNHCR services. Therefore, if you decide to object to the use of your personal data by UNHCR, this may impact the services provided by UNHCR and its partners.
To exercise your rights, you can contact the UNHCR Greece Data Protection Focal Point at:
📧 [email protected].
NOTIFICATION OF CHANGES
UNHCR may update this privacy notice from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons.
When we make changes to this privacy notice, we may notify you by:
- Posting the updated notice on our HELP website (https://help.unhcr.org/greece/).
- Sending a notification to all data subjects.
- Including a notice in our regular communications, such as newsletters.
We encourage you to review this privacy notice in https://help.unhcr.org/greece/ periodically to stay informed about how UNHCR is protecting your personal data.@unhcr.org.