What is “personal data”?
“Personal data” means any information relating to an identified or identifiable person. It may include elements such as an individual’s name, date of birth, phone number, email address or legal status, among other things. When your personal data is processed by UNHCR, you become a Data Subject under UNHCR’s data protection policy framework.
When may we process personal data?
We may exceptionally process your personal data for the specific purpose of responding to your communications. In this case, we process only personal data that you choose to disclose to us based on your consent. Please disclose your or others’ personal data only if it is necessary and relevant to your specific enquiries, requests or communications.
We may process your personal data to respond to your requests, e.g. if you request access or confirmation of your personal data collected or processed by UNHCR. Please see the section about your rights below.
What personal data may we process and keep?
If you contact UNHCR, your contact information as well as any further information provided will be processed in cases where UNHCR provides you with a response.
In cases where UNHCR manages or responds to your request, we may ask for your basic personal data (e.g. name, date of birth, gender, country of origin, contact details. In this case, please make sure that you provide accurate and complete information as required.
How long do we keep your personal data?
Your personal data will be retained by UNHCR only for as long as necessary to fulfil the specific purpose for which we collected/received the data. The retention period varies depending on the specific purpose. For example, your personal data may be retained for six years for audit purposes. Records of historical value may be retained for longer for archive purposes. Unless permitted by UNHCR’s Policy on General Data Protection and Privacy, your record shall be deleted upon fulfilment of audit requirement.
How do we keep your personal data safe?
Your data will be treated confidentially and will be accessed only by authorized staff members. This includes retained data.
We process your personal data only in secure UNHCR management systems which have appropriate cybersecurity features.
We have also put in place organisational and technical measures to ensure your personal data is safe with us, including access controls, code of confidentiality for staff members and other technical security features designed to prevent unauthorized access, loss, or misuse of personal data.
Do we share your personal data with third parties?
UNHCR will not share your personal data with any third parties, unless you explicitly consent to the data sharing or the data sharing is necessary to carry out UNHCR’s protection mandate. At all times, the sharing of data will be strictly limited to what is necessary and in line with UNHCR’s data protection policies. You will always be informed of the reason for the data sharing.
What are your rights:
You have the right to be informed by UNHCR about the following: (i) what data we have about you, (ii) how your data is used, (iii) which partner, if any, processes your personal data on behalf of UNHCR, (iv) where your data is stored, (v) which data may be shared with others and with whom.
You can request confirmation from UNHCR of the personal data that we hold about you, and the absence thereof, and to access your personal data being processed by UNHCR.
You have the right to object to UNHCR’s processing of your data because of your specific situation.
You also have the right to request for correction of any incorrect, inaccurate or incomplete data about you, and request for deletion of your personal data if you believe that UNHCR no longer has any purpose or legitimate basis to keep it.
Please note that your requests will be subject to review in line with UNHCR’s data protection policies.
If you have any questions or concerns regarding the processing of your personal data by UNHCR, you can contact the UNHCR Office for Switzerland and Liechtenstein through the channels outlined here: UNHCR Switzerland and Liechtenstein.
Please be aware that certain personal data may be necessary for UNHCR to respond to enquiries or ensure accountability. Objecting the use of your personal data may therefore affect UNHCR’s ability to respond to your request.
Please note:
UNHCR may update this privacy notice from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We encourage you to consult this privacy notice periodically. For further information, please see here: UNHCR’s privacy policy.
