Amina Chitembo and Migrants Leadership Institute
Latest Update: August 2020.
In this document, ‘Amina Chitembo’ and ‘Migrants Leadership Institute’, ‘MWSLI’ or ‘we’ are referred to as the ‘Data Controller’. Our Information Commissioners Office (ICO) reference number is ZA778316.
You, the data owner, are referred to as the ‘data subject’.
‘Amina Chitembo’, ‘Migrants Leadership Institute’ and our subsidiaries and aliases are committed to protecting and using your personal data fairly and transparently per all applicable data protection regulation. As we are the organisation that determines how and why this data is used, we are classed as the ‘Data Controller’ for the data we collect.
This privacy notice details the types of data we collect and how we protect, retain, and use this information as well as your rights as the data subject. Any changes to our policy will be updated on this page, and we will notify you directly of any material changes. For more information or to exercise any of your rights, please do not hesitate to contact us directly.
Migrants Leadership Institute (MLI) is an independent organisation that creates programmes, opportunities, and experiences that help highly qualified and skilled migrants to access leadership and board level positions and effectively participate in decision-making in organisational, political, economic, and public life. We are a private (not a charity) international organisation which brings together migrant professionals, executives and decision-makers from various industries who appreciate the contributions of migrants from the global south to the global north.
MLI aims to help highly qualified and skilled migrants to learn how to self-include into leadership and navigate challenges and systemic barriers without waiting for someone to invite them to sit at the table.
MLI’s purpose is:
- To help migrants find their place in leadership so they can make a positive contribution.
- To encourage migrants to believe that they have the power to achieve their ambitions if they can go past their fears and navigate challenges.
- To partner with individuals, companies, charitable organisations, and other entities who believe in helping highly qualified and skilled migrants to achieve this ambition by offering them opportunities to become part of the solution in solving current problems.
- To help migrants who already believe in themselves to find the right role focus to increase their chances of beating the challenges on the journey to leadership.
- To help migrant professionals to access relevant services in their new home (host country)
Get in Touch
If you need more information or would like to exercise any of your rights as a data subject, please contact us by any of the below details. If withdrawing consent or exercising any of your other rights, please be aware we may need to contact you for additional information.
Our nominated representative for all data processing related queries and requests is
Amina Chitembo, The Principal
Email: [email protected] or submitting a request through the websites www.aminachitembo.com or www.migrantsleadershipinstitute.com
Where Data is Collected
We collect data in multiple ways including
- Registration, purchase, and other data capture forms hosted on our websites or at events.
- Via our staff and telemarketing teams or third-party contractors when in contact regarding a sale or registration.
- Through interaction with our marketing campaigns, including email, phone, and direct mail.
- To reach new audiences, we will collect data on corporate subscribers, targeted industries and job roles through data research companies, online sources, or telemarketing. This data only includes corporate contact details only and as such, may be contacted on an opt-out basis.
Data and Information Security and Retention
We are committed to protecting the security of your information. We maintain what we believe to be appropriate physical, electronic, and managerial procedures to safeguard and secure your information and to prevent unauthorised access, maintain accuracy, and ensure the appropriate use of your information. The accuracy, safety, and security of your information also depend on you. Where we have given you or where you have chosen a password for access to certain parts of the Websites, you are responsible for keeping this password confidential. We ask that you not share your password with anyone. Even though we do our best to protect your information, the transmission of information via the internet is not entirely secure, and we cannot guarantee our security measures. We are not responsible for any unauthorised access to or acquisition of your information.
We retain your personal information for as long as we have a relationship with you. We also may retain your personal information for a more extended period which enables us to:
- Maintain business records for analysis and audit purposes.
- Comply with record retention requirements under the law.
- Defend or bring any existing or potential legal claims.
- Address any complaints regarding the services.
- Enforce our commercial agreements.
The types of personal data we hold are listed below and will vary depending on the type of registration, purchase, or interaction you have with us.
Contact details and personal demographic information
For example, email address, phone number and direct mail address details. Where needed and necessary, personal details such as country of origin, host country (where you live now), family situation, level of education, current career, and related information. This information will not, under any circumstance, be disclosed to anyone outside our organisation.
Company and job demographics
We will ask questions relating to the type and nature of the company that you work for and the role and responsibilities you hold within the company.
Registration and attendance and Payment details
If you register with us, bought a ticket, or attend one of our events, we will record who attended, which event, and the date and time of attendance. Where direct payment is taken, credit card numbers are encrypted in the software when the order is placed using 128-bit encryption. Migrants Leadership Institute does not store unencrypted credit card details.
Your selected newsletter and communication preferences.
Website login details and activity
Some of our websites require you to register. To register on these websites, you will be required to create a username (email address) and password. Passwords are encrypted and stored securely on our website platforms. While logged in on our websites, we record the time, date, and pages you have viewed.
Event dietary information
Where food is provided at our events, we will ask for any special dietary requirements. It is also your responsibility to ensure you notify us about any special dietary requirements or allergies. We will do our best to meet them, and where we are unable to meet your requirements, we will notify you so that you can make alternative arrangements. As a small organisation, we endeavour to meet all requests. However, there will be times when this is not possible, and this is beyond our control and provision. Our responsibility will end at notifying you and the reasons we are unable to accommodate.
Awards entry details
If you enter an award, we ask for specific questions to complete an entry. These can include testimony, facts, figures, and financial details of achievements.
Researched corporate subscriber data
When researching specific roles and industries, we will collect corporate contact details, role, company, and sector information. This data will only relate to corporate individuals working in sectors relevant to our brands.
Accessing and Managing Your Personal Information
If you are enrolled in a Course, you may access and update your personal information through your user profile.
In some instances, you may be eligible to (a) ask us for a copy of your personal information; (b) correct, delete or restrict processing of your personal information; and (c) obtain the personal information you provide to us in a structured, machine-readable format. Besides, you may have the right under applicable law to object to the processing of your personal information in some circumstances.
Your rights regarding your personal information may be limited, for example, if fulfilling your request would reveal personal information about another person or would infringe the rights of a third party (including our rights), or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. We will inform you of the relevant exemption upon which we rely when responding to any request you make.
Our use of certain personal information is necessary for us to provide information to you about the Course or to provide services to you through the Websites or otherwise. If you choose not to provide this personal information or request that we delete or restrict the processing of this personal information, you may not be able to participate in courses, events of forums, and we may not be able to provide you with other services, including those provided through the websites or advertised.
If you believe your rights regarding your personal information have been infringed upon, please contact us as outlined in the “Additional Information” section below. If you are in the EEA or Switzerland and have unresolved concerns, you also have a right to complain with the applicable Data Protection Authority.
If you wish to access or delete your information as described in this section, please fill out our Data Request Form.
You may have specific rights relating to the disclosure of any personal information that you provide to us and education records that we may create about you under the Family Education Rights & Privacy Act (“FERPA”). You also may have specific rights under FERPA related to accessing and updating your personal information. Certain information may be excluded from education records made available for inspection, within the bounds of the law and our confidentiality undertakings with third parties. You may also request amendment of education records that you believe are inaccurate, misleading or in violation of your rights.
Lawful Basis for which we use your data and How It Is Used
To process your data, we are required to establish a clear lawful basis for doing so. For more information on the lawful bases on which personal data may be processed, please visit the Information Commission Office’s summary. The lawful bases we use to process your data include:
Execution of contracts
The data processing required to fulfil the terms of a contract you have with us. Your consent, freely given, unambiguous consent that you have given us to process your data. You have the right to withdraw your consent at any time.
Where the processing of data is necessary for our legitimate commercial interests, we may undertake such activities where it does not outbalance your interests, rights, and freedoms. These activities should be in line with your expectations, and you have the right to object to this processing at any time.
How we process your data, and the lawful bases by which we do so are detailed below.
The processing required to provide a service or fulfil a contract
In some instances, processing your data is required for our products and services to function or for us to be able to deliver the service you have requested. For these processing activities, we are operating under the lawful Basis of Performance of Contract to deliver on the terms of a contract and Legitimate Interest where the activity is necessary for our services to function. Examples, where this occurs, include activities such as taking payment, invoicing, delivery, event badge creation, website access control and badge scanning to allow access at our events. These instances may also include sharing data with third parties, for more information, please see below.
Profiling your data to develop, personalise and promote our services
Under the lawful basis of legitimate interest, we will profile and analyse your data to help us assess and optimise the performance of our website, events, and other products as well as to assist future planning. Under this basis, we will also use your role, company, activity history and submitted job, company demographics and areas of interest to segment our marketing campaigns to ensure you are only contacted for opportunities relevant to you and to tailor our messaging better.
The names, job titles and company names of all attendees at our conferences and awards will be published in a delegate guide or table plan available only onsite at the event. Job titles and Company names of all attendees may also be displayed on the event website and in the pre-event digital delegate guide, in separate columns, sorted A to Z.
Service communications and marketing
We will contact you by email, phone, or direct mail where the below conditions apply.
Where you have given direct consent- If you have been asked for and provided your consent for us to contact you, we may do so by your specified means. These means may be to contact you about a specific product or service, or for marketing related products and services depending on the nature of the consent given.
Where you are an existing customer- or negotiating a sale with us, we may contact you about related products and services. You will be offered the ability to opt-out at the point of data collection and in all subsequent communications.
Where we may do so in our legitimate Interest- In some instances, we may contact or direct market to you under the grounds of legitimate interest including:
Where you have registered for a product or service, we will contact you directly with information about the service. For example, a notice of new speakers or change the agenda at an event to registered attendees or of available benefits to the club and community members.
Direct marketing by phone or post may be conducted where a legitimate interest exists on an opt-out basis. Corporate subscribers may also be emailed on an opt-out basis. Corporate subscribers are defined as business employees, not including companies that are sole traders, partnerships or for those who are self-employed.
How do we share your data?
We will share your data only per your preferences or when in our legitimate business interest.
Sharing data with our processors
Your data is shared with our suppliers who operate our databases, websites, and other systems to help deliver our events and marketing campaigns. Where this occurs, the Migrants Leadership Institute is the data controller, and our suppliers are processors operating on our behalf. All our suppliers are required to comply with all applicable data protection regulation.
Sharing data in our legitimate interest
In some instances, we may share your data with third parties where we have a legitimate interest in doing so. For example, for our event attendees and community members, we may share your data with third-party research organisations so they can gather feedback on the events attended or carry out research, to help us better understand our communities’ needs and how we can best meet these needs.
Directly sharing data with third parties:
We will never share your data with third parties for their use or marketing.
Data Retention Length
We will retain and use your personal data for as long as your account, membership or subscription is active or no more than three years from the point of your latest purchase, registration, or website login. This retention period is based on re-attendance rates at our events.
How do we protect your data?
We will take appropriate measures to protect your data from unlawful use, unauthorised processing, loss, destruction damage or theft. Including holding your data securely on our databases with regular backups, firewalls and stringent internal security policies regulating access to your data and its use. If we or any of our processors transfer data outside of the European Economic Area (EEA), it will only be transferred securely with the correct level of protection applied.
As the data subject, you have legal rights. To exercise any of these rights, to make a complaint or for more information, please do not hesitate to contact us.
Right to Rectification
Where your data is inaccurate or incomplete, you have the right to correct and update this data. You can do this by contacting us directly.
Right to erasure
If you do not wish for us to hold your personal data, you have the right to ask for your data to be erased. We may ask for more information, including identification and your full details to enable us to locate your data for its removal.
Right of access
You have the right to access the personal data we hold on you by submitting a data subject access request. We will require identification to enact any request and will subsequently provide your data within one month. We may refuse the request or ask for a reasonable administration fee to be paid for repeat requests or where a request is manifestly unfounded. Where this is the case, we will provide full justification for doing so.
Right to withdraw consent
Where you have provided consent to us for processing, you have the right to withdraw this consent at any time. You can do this via unsubscribe links on our emails or by contacting us directly.
Right to object to or restrict data processing
You have the right to object or to request the restriction of any data processing being conducted at any time. In some instances, we may refuse the request or ask for a reasonable administration fee. Where this is the case, we will provide full justification for doing so.
Contacting your supervisory body
If you wish to make a complaint about any of our processing of your personal data you have the right to lodge a complaint to your local data protection authority or contact the United Kingdom’s Information Commissioner’s Office https://ico.org.uk/.