DATA PROCESSING

As a virtual training service of SOS Children’s Villages, SOSvirtual manages personal data of its users. This data is collected through a learning system and managed through its own database. The following sections detail relevant information on how other data is managed and the commitments assumed by SOSvirtual when accessing, storing, processing, and disposing of the information collected.

REGULATIONS

The data processing activity at SOSvirtual is governed by the General Data Protection Regulation (GDPR), which is the European Regulation 2016/679 of the Parliament and of the Council, dated April 27, 2016. This regulation establishes specific requirements for organizations regarding the protection of natural persons in relation to the processing (collection, storage, and management) of personal data and the free movement of such data.

WHY DO WE COLLECT YOUR DATA?

SOSvirtual collects personal data to provide a personalized and optimal experience to all its users at each stage of the training service. The analysis of this data allows continuous improvement actions that contribute to achieving the objectives of capacity development and measuring its impact within the organization. The purposes of personal data management by SOSvirtual are:

  • Registration and access to the training platform: To manage access to the offer of virtual courses, it is essential to manage the registration of users who access the training environment.
  • Monitoring of participation in virtual courses: To relate participation results to each activity performed or not performed by a user (data subject).
  • Issuance of certificates: To issue certificates for users who successfully complete courses based on their personal identification data.
  • Reporting service: To generate general and detailed reports such as participation lists, which are accessed by authorized staff as described in the section “Who can access your data?”.
  • Communication: To send personalized and/or group messages related to training processes and organizational communications.

WHAT PERSONAL DATA DO WE COLLECT?

The personal data we collect includes:

  • Names and surnames
  • Organizational email (or personal email for collaborators without an organizational account)
  • Country
  • City (optional)
  • Entity (e.g., National Association, International Office, Other Organizations)
  • Working area
  • Position
  • Gender (optional)
  • Date of birth (optional)
  • Profile picture (optional)
  • Organization name (only collected from external audiences of SOS Children’s Villages)
  • Cross-border mentoring country (only collected from external audiences of SOS Children’s Villages)

WHEN DO WE COLLECT YOUR DATA?

  • SOS Children’s Villages co-workers: Although the SOSvirtual portal is public, most of its training offer allows exclusive access to collaborators of SOS Children’s Villages. Names, surnames, and organizational emails are automatically obtained from the Active Directory of SOS Children’s Villages when accounts are created. Except for the email (used as a unique identifier), users can update their personal data at any time within their profiles.
  • Co-workers without organizational accounts: For collaborators without organizational accounts but related to SOS Children’s Villages, accounts are created through a standardized form that collects all the data mentioned above. This form is submitted to SOSvirtual by authorized counterparts in Member Associations or other instances such as the International Office.
  • External users (non-collaborators): For external users unrelated to SOS Children’s Villages, account creation is done via an online form that collects all the mentioned data. Once the form is submitted, the user receives credentials to access the platform. The same data processing rules apply as for any user.

DATA RETENTION PERIOD

SOSvirtual keeps a historical record of completed courses and issued certificates for a period of three (3) years. After this period, the data will be securely deleted.

Personal data of external students enrolled in the “Volunteering in SOS Children’s Villages” course will be anonymized after three years.

This data retention policy aligns with applicable legal requirements and ensures that personal information is not kept longer than necessary.

WHO CAN ACCESS YOUR DATA?

Access to personal data is restricted to specific roles and responsibilities within SOSvirtual and SOS Children’s Villages:

  • SOSvirtual team: Accesses and processes information of all SOSvirtual users for global and specific monitoring and for reporting to other stakeholders.
  • Training and human resources personnel: Access data of users belonging to their respective Member Association or Region for training plan monitoring and reporting purposes.
  • Facilitators/Tutors: Access data of participants in the courses they accompany to support their learning process.
  • Content/Course owners: Teams that promote specific courses (e.g., the Child Safeguarding course managed by the Child Protection team) may access user data to evaluate reach and impact.
  • Other authorized persons: Defined by the management of Member Associations and Regional or International Offices.

UPDATING OF PERSONAL DATA BY THE USER

SOSvirtual allows users to update their personal data at any time. To update information (e.g., a spelling correction, change in position, or city of residence), follow these steps:

  1. Sign in to your account.
  2. Click your profile name at the top right corner.
  3. Select the Profile option.
  4. In the User Details section, select Edit Profile.
  5. Save the changes made.

Note: The only data that cannot be changed by the user is their email address, as it serves as their unique identifier.

CONTACT WITH DATA PROCESSING RESPONSIBLES

To exercise your rights — including the right to be informed, to access, correct, delete, restrict processing, data portability, object to processing, or not be subject to automated decision-making — please contact the persons responsible for data processing at SOSvirtual by email at [email protected].

Include documentation proving your identity (ID or passport) and the following details: full name, request type, address, and supporting information.

MORE INFORMATION

For more information on applicable regulations, visit the following official sites:

Last updated: April 2024