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Privacy and Data Protection Policy

I - Privacy Policy

This policy governs all pages hosted at

Please read the following policy to understand how your personal information will be treated. This policy may change from time to time, so please check back periodically. ReShape is committed to ensure the confidentiality and security of personal data.

What information do we collect?

Personal information is any information that can be used to identify you. ReShape collects information such as your name, email address and name of your organisation if relevant. We collect personal information when you register with us to receive our email newsletters, participate in an event, or make a donation to us. These personal details are used to provide the services or information that you contacted us about.

How do we use your information?

We use your information to help us make the site more useful and to be able to send you relevant communications such as our e-newsletters, or inform you of relevant events happening in your area. We also use this information to help us decide whether there are other resources or activities we could develop to meet the needs of people visiting the website and occasionally we may also use your information for administrative purposes, to let you know about changes to our services.

We do not share your details to any third parties or organisations, other than to provide direct ReShape services. We may use data from the list in the form of aggregate statistics, which do not identify you, for tracking web usage only.

If you have subscribed to the VITO e-newsletter, we will only send you communications relevant to VITO.

You are able to unsubscribe from the newsletter at any time via the unsubscribe link on the newsletter itself or by emailing [email protected]

How we use cookies

A cookie is a small text file passed to your computer, mobile phone or other device, through your web browser, so the website remembers who you are when you return. Cookies cannot be used by themselves to identify you.

ReShape uses Google Analytics to track how this website is used. Google Analytics uses cookies to help gather statistics on how people use this website. For example, which pages you visit while on the website.

We use this information in several ways. For example, we look at how our website is being used so we can assess how well it is working and to help us make decisions about how to improve it.

We also use this information to help us decide whether there are other information resources we could develop to meet the needs of people visiting the website.

As a non-profit organisation in receipt of public funds we are also regularly required to account to our funders and donors on how money is being spent, for example to report on how many people are accessing relevant pages of the website and from which countries.

Google Anaytics cookies are only stored for the time of your visit to this website. If you do not wish to receive cookies you can easily modify your web browser to refuse cookies, or to notify you when you receive a new cookie, see how here.

No other user tracking methods are used on this website.

Accessing and updating your personal information

You can ask us what information we hold about you by contacting us at any time at [email protected]

You can also ask for your personal details to be removed from our database.

Please keep your information up to date by letting us know of any changes.

Updated on May 12,2018

II - Data protection policy

Purpose of Policy

ReShape needs to collect and use certain information about individuals in order to provide our services. These include individual users, subscribers, suppliers, employees and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data will be collected, handled and stored to comply with the General Data Protection Regulation (GDPR).

Policy Statement

ReShape is committed to protecting the rights and privacy of service users, staff and others in accordance with GDPR.

ReShape commits to:

  • Comply with both the law and good practice.
  • Respect individuals’ rights.
  • Be open and honest with individuals whose data we hold.
  • Provide training and support to staff who handle personal data, so that they can act confidently and consistently.

Personal Data

ReShape holds data for the following purposes:

  • To provide information and resources to individuals, subscribers and other organisations as per their subscription.
  • To provide information on events and activities organised by ReShape.
  • For staff administration.


The responsible person/s shall take responsibility for:

The organisation’s ongoing compliance with this policy and the annual review of this policy.

Data recording, security and storage

ReShape will ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any other reason unless the individual concerned has agreed to this or would reasonably expect this.

  • ReShape will keep personal data secure against loss or misuse. Where other organisations process personal data as a service on our behalf, we will establish what, if any, additional specific data security arrangements need to be implemented in contracts with those third-party organisations.
  • In cases when data is stored on printed paper, it will be kept in a secure place where only authorised people can acess it.
  • Printed data will be shredded when it is no longer needed.
  • Data stored on a computer will be password protected.
  • Cloud services used to store personal data will be assessed for compliance with GDPR principles.
  • Appropriate back-up and disaster recovery solutions shall be in place.
  • Appropriate technical measures will be put into place to keep data secure
  • ReShape will retain personal data for no longer than is appropriate. Routine audits will review the time that personal data is held.
  • Any individual or organisation can ask about their information and this can be deleted on request.

Accountability and Transparency

ReShape will ensure accountability and transparency in all our use of personal data. We will keep written up to date records of all data processing activities that we do and ensure that they comply with each of the GDPR principles.

We will regularly review our data processing activities and implement measures to ensure privacy by design including data minimisation.


ReShape will ensure that consents are specific, informed and plain English. This is to make sure that individuals understand why their information will be collected, who it will be shared with, and the possible consequences of them agreeing or refusing the proposed use of data.

Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.

Where communications are sent to individuals based on their consent, the option for the individual to withdraw their consent will be clearly available. We will have systems to ensure such requests are reflected accurately in our systems.

Subject access requests

Individuals have the right to access their personal data by emailing us at [email protected]

ReShape will provide an individual with a copy of the information requested free of charge.

This will occur within one month of receipt.

Last updated: 12 May 2018.

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