Privacy notice

1. Who we are

The Inclusive Labor Institute (“ILI”, “we”, “our”, “us”) is a knowledge and action hub focused on the rights, lives and livelihoods of workers in the informal economy, with particular attention to women and other marginalized workers.

We operate the Inclusive Labor Institute website and digital services, including the ILI Hub, Partner Hub, events pages, and links to our E-Learning Centre and associated tools (together, the “Platform”).

You can contact us at:

• General: info@inclusivelabor.org

2. What this notice covers

This privacy notice applies to personal data we process when you:

• Visit our public website at inclusivelabor.org;
• Use the ILI Hub, Partner Hub or other logged-in sections of the Platform;
• Register for or participate in webinars, events, workshops or trainings hosted or co-hosted by ILI;
• Sign up to receive updates or newsletters (for example via Mailchimp forms embedded on our site);
• Access the E-Learning Centre, which is currently delivered through a Moodle LMS environment linked from our Platform;
• Respond to surveys, feedback forms or research activities.

This notice does not cover websites or services operated by third parties that we link to (for example partner organizations, Zoom, Vimeo, YouTube, Mailchimp's own website, or Moodle installations operated by other institutions). Those services have their own privacy notices or policies.

3. Personal data we collect

3.1 Information you provide directly

Examples include:

• Contact and account details: name, email address, organization, role, country, preferred language, and account details for sections that require login.
• Partner and collaboration information: information submitted via partner application forms, focal person details, and related contact information.
• Event and webinar data: registration details, attendance, session choices, and participation feedback.
• E-learning data: enrollment records, progress, completion status and feedback for courses delivered via our Moodle LMS at lms.inclusivelabor.org.
• Surveys and research: responses to surveys, polls and research instruments that we circulate through the Platform.
• Communications: emails you send to us and messages submitted through contact forms or helpdesk channels.

3.2 Information we collect automatically

When you visit or use the Platform, we may automatically collect:

• Technical data: IP address, browser type and version, device type, operating system, and time zone.
• Usage data: pages visited, navigation paths, time spent on pages, downloads, and interactions with embedded content such as videos or tools.

We typically collect this information using cookies and similar technologies. For more detail, see our Cookie notice.

3.3 Information from third parties

In some cases we receive information from third parties, such as:

• Event and webinar platforms (for example, attendance reports from Zoom or similar tools).
• Our Moodle LMS environment, which provides course progress and completion information for participants.
• Mailchimp, which manages mailing lists and newsletter subscriptions when you opt in.
• Partner organizations and funders who may share contact details with us where it is lawful and appropriate to do so.

4. How we use personal data

We use personal data in order to:

• Provide and administer the Platform: operate the website, Hub, Partner Hub, and Moodle-based e-learning environment; manage user accounts and secure access.
• Communicate with you: respond to questions, send event confirmations and reminders, share follow-up materials, and send newsletters or updates via Mailchimp, where you have opted in.
• Deliver events, webinars and trainings: manage registrations, attendance, participation and follow-up learning resources.
• Run research, monitoring and learning activities: analyse usage and feedback (often in aggregated or anonymized form) to understand needs and improve our work.
• Maintain security and platform integrity: protect the Platform from abuse, unauthorised access and technical issues.
• Comply with legal, donor and reporting obligations: meet requirements from funders and regulators, and keep appropriate records.

We do not sell or rent your personal data.

5. Legal bases for processing

Where data protection law requires a legal basis (for example under GDPR-like frameworks), we generally rely on:

• Performance of a contract: when we operate an account or deliver an event, course or service you registered for.
• Consent: for optional newsletters (via Mailchimp), certain cookies, and some research activities. You can withdraw consent at any time.
• Legitimate interests: to improve the Platform, maintain security, understand how our resources are used, and sustain relationships with partners.
• Legal obligations: to comply with applicable laws, donor requirements and audit obligations.

6. When we share personal data

We may share personal data with:

• Service providers: including website hosting, security providers, Mailchimp (for email delivery), Moodle hosting, survey tools, and similar services that support the Platform. They process data only on our instructions.
• Project partners and funders: for co-hosted activities and reporting, typically using aggregated or anonymized information wherever possible.
• Authorities where required: when we are legally obligated to do so, or when necessary to protect the rights, safety or security of users or others.

7. International transfers

Our servers, service providers and partners may be located in different countries. This means your personal data may be transferred to and processed in countries with different data protection laws than those in your home country.

Where required, we aim to use appropriate safeguards (for example, contractual protections) when personal data is transferred across borders.

8. Data retention

We keep personal data only for as long as necessary for the purposes described in this notice, including:

• The period needed to operate your account or provide services you requested;
• Periods required by law, donor agreements or audit requirements;
• Longer-term anonymized or aggregated data for monitoring and learning, where individual identification is no longer required.

When data is no longer needed, we will delete it or anonymize it so that it can no longer be linked to you.

9. Your rights and choices

Depending on where you live and applicable law, you may have rights such as:

• Access to the personal data we hold about you;
• Correction of incomplete or inaccurate information;
• Deletion of your data in certain circumstances (“right to be forgotten”);
• Restriction of how we process your data in specific cases;
• Objection to certain types of processing, especially direct marketing;
• Data portability, where applicable, to receive your data in a structured format;
• Withdrawal of consent where processing is based on your consent.

To exercise these rights, please contact us at info@inclusivelabor.org. We may need to verify your identity before acting on your request.

10. Children and vulnerable individuals

Our Platform is primarily aimed at organizations, practitioners, researchers and adult learners. It is not designed for children under 16. If we become aware that we have collected personal data from a child without appropriate safeguards, we will take steps to delete it.

When we work with vulnerable individuals or sensitive topics through partners, we implement additional safeguards and, where appropriate, dedicated consent processes.

11. Security

We use a combination of technical and organizational measures to protect personal data, including:

• Encryption in transit where appropriate;
• Access controls and authentication on our systems;
• Limiting access to staff and partners who need information to perform their roles;
• Agreements and data protection obligations for our service providers.

No system is completely secure, but we work to reduce risks and respond to issues quickly.

12. Changes to this privacy notice

We may update this notice from time to time, for example when we add new features to the Platform or when laws or donor requirements change. We will update the “Last updated” date at the top of this page, and may provide additional notice where changes are significant.

13. Contact

If you have questions or concerns about this notice or how we handle personal data, please contact:

info@inclusivelabor.org