1. Introduction

1.1. This privacy policy applies to all websites, forms, services, and events organized by ICLEI Southeast Asia Secretariat (hereafter “ICLEI Southeast Asia”), based in the Philippines. It governs how we collect, use, and protect your personal data, in compliance with the Philippines Data Privacy Act (Republic Act No. 10173) and other applicable laws.

1.2. For the purpose of this policy, ICLEI Southeast Asia acts as the data controller for all personal data collected through our platforms and activities.

1.3. ICLEI Southeast Asia is not responsible for the privacy practices of external websites or platforms, even if linked from our sites. Users are encouraged to review the privacy policies of those platforms.

2. Personal Data Collected

2.1. We may collect the following personal data through registration forms, newsletters, events, or direct communication:

  • First Name
  • Last Name
  • Country
  • Gender
  • Age Group
  • Organization
  • Job Title
  • Email Address
  • Phone Number
  • Organization Address
  • Photos and Videos (taken during events or submitted as part of registration and other activities)

2.2. For online registrations, a unique identification number may be assigned to track your submissions.

2.3. Digital events hosted on third-party platforms (e.g., Zoom, Microsoft Teams, Google Meet) are subject to the privacy policies of those platforms.

2.4. Email communications with ICLEI Southeast Asia will involve collecting your personal data for the purposes of responding to inquiries.

3. Use of Personal Data

3.1. Personal data is used exclusively for the purposes for which it was collected, including:

  • Sending newsletters, updates, and event invitations.
  • Providing requested services or support.
  • Communicating about ICLEI Southeast Asia’s initiatives, projects, and partnerships.
  • Collecting feedback or input for our programs, projects, and activities.
  • Using photos or event recordings for internal/external communication (with prior notice).
  • Communicating regarding ICLEI Southeast Asia’s programs, projects, partnerships, events, trainings, consultations, and other related activities, including those implemented jointly with partner organizations where necessary for event or project administration.

3.2. ICLEI Southeast Asia may also use your data to advance its advocacies and interests, including:

  • Supporting local governments in Southeast Asia on sustainability and climate action.
  • Facilitating knowledge exchange and capacity-building among local governments.
  • Collaborating with partners and donors to implement sustainability projects.

3.3 Your data will never be used for commercial purposes or shared with mailing lists without your explicit consent.

4. Disclosure of Personal Data

4.1. ICLEI Southeast Asia does not sell or disclose your personal data to third parties without your consent, except where permitted or required by law.

4.2. We may share your personal data with partner organizations, contractors, service providers, or event co-organizers when such disclosure is necessary to administer jointly implemented projects, events, trainings, consultations, or related activities. Such recipients are required to use the personal data only for the specified purpose and to implement appropriate measures to protect it in accordance with applicable data protection laws and contractual obligations.

4.3. We may also disclose personal data where required by law or by a lawful order of a competent authority.

5. Data Storage and Security

5.1. Your personal data is stored securely on servers and devices managed by ICLEI Southeast Asia or trusted third-party providers (e.g., Mailchimp, Google Workspace, Microsoft Office Suite).

5.2. We retain your data only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Data no longer needed will be permanently and securely deleted.

5.3. Access to your data is restricted to authorized ICLEI Southeast Asia staff, who are bound by confidentiality agreements.

5.4. In the event of a data breach, we will notify affected individuals and the National Privacy Commission of the Philippines as required by law.

6. Your Rights

6.1. Under the Philippines Data Privacy Act, you have the following rights:

  • Access your personal data.
  • Correct inaccuracies in your data.
  • Delete your data (right to be forgotten).
  • Object to the processing of your data.
  • Receive a copy of your data in a portable format.
  • File a complaint with the Philippine National Privacy Commission.

6.2. To exercise these rights, contact us at iclei-sea@iclei.org.

7. Cookies and Tracking

7.1. Our website may use cookies to improve your experience. Cookies are small text files stored on your device to help us analyze web traffic and customize content.

7.2. You can choose to accept or decline cookies. Declining cookies may limit your access to certain features.

7.3. We use tools like Google Analytics to collect non-personal data (e.g., IP addresses, browser type) to improve our website and services.

8. Changes to This Policy

8.1. Any updates to this policy will be published on our website. Registered users will be notified via email.

9. Contact Us

9.1. For questions or requests regarding this policy, contact:

  • ICLEI Southeast Asia Secretariat
  • Email: iclei-sea@iclei.org
  • Address: Units 3-4, Manila Observatory, Ateneo de Manila University, Loyola Heights, Quezon City 1108, Philippines