Who we are

This website is operated by two independent non-profit organisations working under the Professors Without Borders network:

• Professors Without Borders (UK charity, Charity No. 1189091), registered in the United Kingdom.
• Professeurs Sans Frontières (Luxembourg ASBL non-profit), registered in Luxembourg as an ASBL (association sans but lucratif).

For the operation of this website and general communications, these organisations act as joint data controllers under applicable data protection law.

Each organisation may separately process personal data in connection with its own activities, including programmes, volunteer engagement, or donations.

What data we collect and why

We collect only the personal data necessary to operate our website, communicate with supporters, and carry out charitable activities.

Newsletter and updates

If you subscribe to our mailing list, we may collect:

• name
• email address
• country (optional)
• mailing preferences

Lawful basis Consent.

Email communications are managed using Brevo. You may unsubscribe at any time using the link provided in each email.

Contact enquiries

Lawful basis Legitimate interests (responding to enquiries and communications).

If you contact us through our website, we may collect:

• name
• email address
• message content

Volunteer or programme applications

If you apply to volunteer or participate in one of our programmes, we may collect information relevant to your application, such as:

• name and contact details
• experience, qualifications, or professional background
• information relevant to programme participation

Please avoid submitting sensitive personal information (for example health information or criminal history) unless it is necessary for your application.

Lawful basis Legitimate interests, and steps prior to entering into a volunteer or participation agreement.

Donations

If you make a donation through our website, we may collect:

• name
• email address
• postal address
• country
• donation details

Payments are processed securely by third-party providers, Stripe and PayPal. We do not store full payment card details.

Lawful basis Contract (processing the donation) and legal obligation (financial records and Gift Aid compliance).

We may occasionally send donors information about related charitable activities. Every message includes a clear option to opt out.

Cookies and analytics

Our website uses cookies to operate effectively and understand how visitors use it. Cookies may include:

• Necessary cookies — essential for the operation of the website.
• Functional cookies — used to remember preferences and settings.
• Analytics cookies — used to understand how visitors interact with the site.

Analytics services may include Google Analytics. You can manage your cookie preferences through the website’s cookie banner or your browser settings.

Sharing your information

Personal data may be shared with trusted service providers that help operate the website or deliver services, including:

• Brevo
• Stripe
• PayPal
• Monday.com
• Google Analytics
• Hostinger

These providers process data only on our instructions and are subject to appropriate contractual safeguards.

International transfers

Some service providers may process data outside the United Kingdom or the European Economic Area (EEA).

Where this occurs, we ensure appropriate safeguards are in place, such as contractual protections or recognised international data transfer mechanisms.

How long we keep personal data

We retain personal data only as long as necessary for the purposes for which it was collected. Typical retention periods:

Mailing list subscribers

Until you unsubscribe, or after extended inactivity

Contact enquiries

Up to 1 year

Volunteer or programme applications

The selection process, plus a reasonable period afterwards

Donor records

Up to 7 years, for financial and regulatory compliance

We may retain minimal suppression records to ensure that opt-out requests are respected.

Your rights

Under applicable data protection law, including the UK GDPR and the EU GDPR, you have the right to:

• access your personal data
• correct inaccurate information
• request deletion of personal data
• restrict processing
• object to certain types of processing
• withdraw consent where processing is based on consent
• request data portability

Complaints

If you believe your data has been handled improperly, you have the right to lodge a complaint with your local data protection authority.

In the United Kingdom, the supervisory authority is the Information Commissioner’s Office (ICO).

Individuals in the European Union may contact their national supervisory authority.

Security

We take appropriate technical and organisational measures to protect personal data, including:

• secure systems and encryption
• restricted access to personal data
• staff training and data protection procedures

Where required by law, we will notify relevant authorities of reportable personal data breaches.

Changes to this notice

We may update this privacy notice from time to time. The most recent version will always be available on this page.