Privacy Policy

1. Introduction

The Western Balkans Fund ("WBF", "we", "us", or "our") operates the WBF Partnership Hub platform ("the Platform"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

We are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and other applicable data protection laws.

Data Controller:
Western Balkans Fund
Rruga "Skënderbeg" No. 8, Kati IV, Ap. 35/36
Tirana, Albania
Email: info@westernbalkansfund.org
Phone: +355 42 400420

2. Information We Collect

2.1 Personal Data You Provide

When you register on the Platform or contact us, we may collect:

• Name and surname
• Email address
• Organization name and details
• Contact telephone number
• Job title and professional information
• Country/region of operation
• Project information and partnership interests

2.2 Automatically Collected Data

When you visit our website, we automatically collect:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website
• Date and time of access

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Platform and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. See Section 9 for more details about cookies.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: When you have given explicit consent to process your data for specific purposes
• Contractual necessity: To perform our obligations when you register or use our services
• Legal obligation: To comply with EU regulations and Albanian law
• Legitimate interests: To improve our services, prevent fraud, and ensure platform security

4. How We Use Your Information

We use the collected information for:

• Creating and managing your account
• Facilitating partnerships between organizations
• Communicating about partnership opportunities
• Sending newsletters and project updates (with your consent)
• Responding to inquiries and providing support
• Analyzing platform usage to improve services
• Complying with legal and regulatory requirements
• Preventing fraud and ensuring platform security
• Reporting to EU funding bodies as required

5. Data Sharing and Disclosure

We may share your information with:

5.1 Within the Platform

Organization profiles and partnership opportunities are visible to other registered users to facilitate collaboration.

5.2 EU Funding Bodies

As an EU co-funded project, we may share aggregated and anonymized data with the European Commission for reporting purposes.

5.3 Service Providers

We work with trusted third-party service providers who assist us in operating the Platform (hosting, analytics, email services). These providers are bound by data processing agreements.

5.4 Legal Requirements

We may disclose your information if required by law, court order, or government regulation.

6. International Data Transfers

Your data may be transferred to and processed in countries outside the European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• EU Commission adequacy decisions
• Standard Contractual Clauses (SCCs)
• Other lawful transfer mechanisms

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments
• Access controls and authentication
• Staff training on data protection

However, no method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically:

• Account data: Retained while your account is active plus 2 years after account closure
• Communication records: Retained for 3 years
• Financial records: Retained for 7 years (legal requirement)
• Analytics data: Retained for 26 months

9. Cookies Policy

We use cookies and similar technologies to enhance your experience. Cookies are small text files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Required for the Platform to function properly (login, security)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how visitors use our Platform
• Marketing Cookies: Track your activity to show relevant content (with your consent)

Managing Cookies:

You can control and delete cookies through your browser settings. However, disabling certain cookies may affect the functionality of the Platform.

10. Your Rights Under GDPR

Under the GDPR, you have the following rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restriction: Request limitation of data processing
• Right to data portability: Receive your data in a structured format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent at any time
• Right to lodge a complaint: File a complaint with a supervisory authority

To exercise these rights, please contact us at info@westernbalkansfund.org. We will respond within 30 days.

11. Children's Privacy

Our Platform is not intended for individuals under the age of 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last updated" date
• Sending you an email notification (for material changes)

We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

14. EU Project Information

This Platform has been built in the framework of the EU co-funded project "Support to the Promotion of Civil Society Regional Actions in the Western Balkans" (Phase II) (CN 2023/449-078).

For more information about the project, visit: www.wbfeuproject.org