The World Institute of Nuclear Security (WINS) is committed to protecting and respecting your privacy. This is why we want you to know that we collect personal information about you when you visit our website, become a member or apply to attend a training course or event. We have written this policy to explain exactly when we collect this information, why we ask for it, how we use it, the conditions under which we may disclose it to others, and how we keep it secure.
We may change this policy from time to time, so please check this page occasionally to ensure that you are aware of—and agree with—any changes. By checking the box when signing up and using our website, you are agreeing to be bound by this policy.
Please send any questions you may have about our privacy practices to firstname.lastname@example.org. You can also write: Office Manager, Landstrasser Hauptstrasse 1/18, 1030 Vienna, Austria.
Who are we?
WINS is a non-profit, international non-governmental organisation headquartered at Landstrasser Hauptstrasse 1/18, 1030 Vienna, Austria. Our Vision is that all nuclear and other radiological materials and facilities are effectively secured by demonstrably competent professionals applying best practice to achieve operational excellence.
How do we collect information from you?
We obtain information about you when you use our website, contact us about products and services, apply to become a member of WINS, register for newsletters or communications, or apply to participate in a workshop or training course.
What type of information do we collect?
If you visit the website as a non-member without using a login, we collect standard website analytics data, including your IP address and the webpages you visited. This allows us to analyse and improve the quality of our website.
If you apply to join WINS as a member, we ask for the following information:
- Gender (select)
- Age Range (select)
- Nationality (select)
- Job Category (select)
- Area of expertise (select)
- Organisation Type (select)
- Country of Organisation (select)
- Organisation Name
- Address (Street, City, Country, Postcode)
- Telephone Number
- How will you contribute to WINS?
If you apply for a scholarship for a WINS Academy course, we ask for additional information to help assess your suitability for the scholarship. The information we currently request includes:
- Course(s) to be taken (select)
- Academic degrees you have earned
- Professional experience
- Reason for doing the course
- Qualifications and skills
- Relevant training courses you have already taken
- Languages you speak and your fluency
- Your awards and publications
- Whether you were referred by someone
- Additional information
If you apply for a WINS event and you are not a member of WINS, we ask for the following information. (We also encourage you to join WINS.)
- Job Title
How do we use your information?
We may use your information to:
- Process an application that you have made to join WINS, apply for a WINS Academy course, attend an event, etc.
- Carry out the obligations arising from any contracts we have entered into
- Seek your views or comments on the services we provide, including sending you a questionnaire
- Notify you of changes to our services
- Send you communications that you have requested or that may be of interest to you. Examples could include information about our workshops, publications, news stories and other WINS-related information
- Process a grant or job application
- Analyse our membership database
We need to know your name, address, email and telephone number to correspond with you, mail you a hard copy of the textbook, etc.
We ask for your nationality, age and gender to collect statistics on who is enrolling in the Academy courses. This helps us validate how well we are carrying out our goal of building nuclear security management capacity in countries around the world. It also helps us better understand and address any gender/diversity gaps that might exist.
If you are applying for funding, we need to understand your professional role and your qualifications/experience to justify the cost of the scholarship. (Scholarships are worth 850 euros).
We also need to understand what you hope to achieve by doing the course(s) and how this will contribute to your professional development. We follow up on this after you receive certification so we can better understand how the Academy courses are impacting your professional development and career.
We record key dates when applications are received, processed and approved. We use forms to help standardise the data entries (using drop-down selection menus) to avoid free-form text entries.
We regularly report on the progress being made by the WINS Academy to the organisations that support and fund us; consequently, we need to have appropriate and accurate data and metrics.
In addition to the above, some applicants for WINS events (such as workshops and round tables) are not WINS Members. In addition, some WINS events are by invitation only and have specific criteria for people who would like to attend. Consequently, we need to collect some basic personal information so we are able to evaluate applications.
In addition, some WINS events are supported logistically by external partners, such as CRDF Global, and they ask for comparable data during the registration process.
Occasionally, scholarship applicants who would like to attend an event also request that we make their travel arrangements (flights, accommodation, etc.) for them. In such cases we (or our external partners) require the information necessary to fulfil this request. This usually requires applicants to provide their passport details to us as well.
Some WINS events include a visit to a nuclear-related facility. When this occurs, the host may require personal information about attendees—in accordance with the host’s own regulatory requirements—before authorising access to the facility. In such cases, WINS may be asked to manage the collection and transmission of this information. Doing so may require WINS to ask for a copy of the participant’s passport.
Special requirements from funders
Some WINS events are sponsored by funders who request details about the individuals who want to attend the event. They may also wish to restrict their scholarship funds to certain individuals who have specific backgrounds, skills and experience or to people from certain countries.
In addition, they may require us to send a list of scholarship applicants to them, along with the applicants’ personal data, so they can make the final decision about who is approved for a scholarship. (Note that such funders may be located outside the European Union.) As a result, all applicants must agree in advance to these approvals before the application can be processed.
Servers located outside the European Union
It is possible that our servers may from time to time be located in a country outside of the EU. These countries may not have data protection laws similar to the EU. By submitting your personal data, you’re agreeing to this transfer, storage or processing. If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with such services.
How long do we retain your personal information?
We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information in our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant agreement between us. We review our retention periods for personal information on a regular basis and delete information that is no longer applicable.
Who else has access to your information?
We never sell or rent your information to third parties. Nor do we share your information with third parties for marketing purposes.
Third-parties with whom we work
We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. For example, our website is hosted by a third-party contractor, as are our IT systems, which are managed through a datacentre.
If you use our secure online payment pages, your payment will be processed by a third-party payment processor who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us. Any sensitive information (such as credit or debit card details) is encrypted and protected with 28-bit encryption on SSL. (When you are on a secure page, a lock icon will appear on the bottom of your web browser.)
You can choose how much information you want to receive from us
You have a choice about whether or not you want to receive information from us. If you do not want to receive communications from us about the important work we do on Nuclear Security and our membership and alumni services, you can simply tick the relevant boxes on the online forms we use to ask for your permission.
We will never contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us via email: email@example.com
Accessing and updating your information
The accuracy of your information is important to us. If your email, street address, telephone number, etc. changes, please log in to the members’ area of the WINS website and update your information. Alternatively, you can also email us at firstname.lastname@example.org, or write to us at Landstrasser Hauptstrasse 1/18, 1030 Vienna, Austria.
You have the right to ask for a copy of the information WINS has about you at any time.
Security precautions put in place to protect loss, misuse or alteration of your information
When you give us personal information, we take steps to help ensure that it’s treated securely. Non-sensitive details (e.g. your email address) are transmitted normally over the internet, which can never be guaranteed to be 100% secure. As a result, although we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure it is secure on our systems. Where we have given (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone at any time.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information that is relevant to you.
Links to other websites
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site. We recommend that you check the policy of that third-party site.
Individuals must be at least 18 years old to become a WINS member, attend a workshop, or enrol in the WINS Academy.
Our website uses the website recording service HotJar, which was developed by HotJar Limited. HotJar may record mouse clicks, mouse movements, page scrolling and text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected by HotJar from the WINS website is for WINS’ internal use only. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.
Review of this policy
We review this policy regularly. It was last updated in August 2018.