Data Protection Policy

The following information provides an overview on which data is collected, stored and published on our website and for which purposes.


1. Collecting and processing personal data

The International Ombudsman Institute (IOI) only collects, stores and uses your personal data if you have given your explicit consent by filling in and submitting the respective form on the IOI website.

In relation to the IOI’s weekly, electronic newsletter “Ombudsman News”, the following personal data are collected, stored and used:

  • E-Mail address (mandatory)
  • Title (optional)
  • First name (optional)
  • Surname (optional)

Users can unsubscribe from the IOI newsletter cost-free and at any time by clicking on the respective link at the bottom of the newsletter or by sending an E-Mail to the IOI General Secretariat (

The data is stored in the internal data base of this website. It will only be used for communication and administrative purposes. The IOI will not disclose personal data to third parties without the user’s prior authorization.

IOI members can update their data and member profiles by logging in to the password restricted “Member Area” of the IOI Website. Only data entered for the member profile will be made public on the website; this includes the name of the institution and the incumbent(s), contact details such as address, phone and fax number, E-mail address and website link. . All other personal data will not be disclosed to third parties without the user’s prior authorization.


2. Photos

Members‘ profiles as well as news items provided on the website and in the weekly newsletter may include photos and logos. This solely serves to report and inform about IOI member institutions, certain events and/or developments as well as to document the same.

These photos are stored in the internal image data base of the IOI website. Some photos are published on the website. Upon specific request, these photos may be passed on to third parties (especially partner organizations, the media, and participants of events).


3. Cookies

Cookies are small text files, which are downloaded on to a device when the user accesses a website. Cookies facilitate the user’s interaction with our website and ensure a smooth and correct application. Most of the cookies used are so-called “session-cookies”. They are only downloaded to the user’s device during the browser session and are automatically erased once the user closes the browser. Other cookies will remain on the user’s device until they are actively deleted. These types of cookies allow identification of the user when re-entering the website. In case you do not agree with the use of cookies, you can stop your browser from accepting cookies with the help of a number of different tools (including different browser control elements and settings). Please consult the “Help” option of your browser for more details. In case you deactivate the use of cookies, please note that we cannot guarantee the proper functioning of all applications of our website.


4. Website statistics

In order to improve our online services we analyze visitors’ statistics from time to time. We make use of the open-source web analytics tool “Matomo”. Matomo uses cookies (see above) to analyze users’ actions on the website. Usage information generated by cookies is forwarded to the server of our IT service provider and stored for analytical purpose. This solely serves to optimize our website. Within this process, your IP-address is instantly transformed into anonymous form; an identification of you or your device is threfore impossible. Anonymous, aggregated statistical data are stored separately from any personal data you may have provided and do not allow identification of an individual person. You can deactivate data storage by Matomo by changing your browser settings in a way that will ensure that you are not included in such statistical analysis (so-called “do-not-track”).


5. Logfiles

When you visit the IOI website, the following information will be automatically collected and stored in logfiles: your IP-address, the accessed page, name and version of your web browser, referrer as well as date and time of your access. These data will not be processed in a personally identifiable form. We reserve the right for a statistical evaluation of anonymous data records. Storage of these data is necessary for safety reasons, to ensure the stability and operational reliability of our system. Logfiles are erased after a maximum of two years. 


6. External links

This website may contain information and texts provided by third-parties, i.e. persons and/or entities outside the IOI, which may not necessarily reflect the IOI’s view.

This website may also contain links and references to third-party websites not controlled by the IOI. Although these texts and links are carefully examined and tested, please note that the IOI takes no responsibility and is not liable for the content and the security of these third-party texts or websites.


7. Rights

As far as your personal data are concerned, you have the basic right to access, to rectification, to erasure, to restriction of processing, to data portability and to object (Article 15 to 21 of the EU General Data Protection Regulation, GDPR).

Where the lawfulness of processing data is based on consent, you have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal (Article 7, para. 3 GDPR).


8. Contact

In case any of the above applies or you need additional information, please contact the IOI General Secretariat at: If you wish to assert your privacy rights, please provide reliable proof of your identity.