Privacy Notice

Data Privacy Notice – INSEAD Directors Club Ltd

Effective from: 1 May 2025

 

IDN Privacy Charter: Simple Guide to How We Protect Your Data

Our Promise to You

At the INSEAD Directors Club Ltd on behalf of the INSEAD International Directors Network, in brief IDN, we promise to respect and protect your personal information. This Charter explains how we handle your data and rights in simple terms.

Who We Are

We are The INSEAD Directors Club Ltd on behalf of the INSEAD International Directors Network, in brief IDN, a network for INSEAD alums who serve as board directors. Based in Singapore, we work globally with INSEAD alums and partners.

If you have any questions, email [email protected] or write to us at 9 Raffles Place, #26-01 Republic Plaza, Singapore 048619.

What Information We Collect

We only collect the information we need to provide our services: your name and contact details, your professional information (job, company), your INSEAD connection (program, graduation year), Membership and event participation details, and Communication preferences.

We don’t collect sensitive personal information (like health data or political views).

Why We Collect This Information

We use your information to: – Manage your IDN membership – Tell you about events and opportunities – Connect you with other members – Organise events and webinars – Match you with professional opportunities (with your permission)

We never sell your personal information.

How We Keep Your Information Safe

We protect your information by limiting who can access it, using secure systems and platforms, training our team on privacy, and having clear data protection policies.

Who We Share Your Information With

We may share your information with IDN staff and volunteers (on a need-to-know basis), Technology providers (like Microsoft and Mailchimp), INSEAD and the INSEAD Alumni Association, and Partners who help deliver our services.

All partners must follow strict data protection rules.

Your Rights

You have the right to: – See what information we hold about you – Correct any mistakes in your information – Ask us to delete your information – Object to certain uses of your information – Withdraw your permission for marketing – Get your information in a portable format.

To use any of these rights, email [email protected]

How Long Do We Keep Your Information

We only keep your information as long as needed: – Membership details: during membership plus three years – Event registrations: three years – Volunteer records: six years – Marketing information: until you unsubscribe

International Data Transfers

As a global organisation, we may transfer your information between countries (especially Singapore and France). We make sure your information is protected wherever it goes. By joining IDN, you agree to these transfers.

Changes to This Charter

We may update this Charter from time to time. We will let you know about any significant changes.

Our Commitment

We are committed to protecting and using your personal information responsibly and transparently. We follow data protection laws, including Singapore’s PDPA and the EU’s GDPR.

If you have any questions or concerns, please get in touch with us at [email protected]

The INSEAD Directors Club Ltd

Committed to respecting and protecting your personal data.

 

 

IDN Privacy Charter

Introduction — How We Look After Your Data

At the INSEAD Directors Club Ltd, on behalf of the INSEAD International Directors Network, in brief IDN, we respect the privacy and data rights of every individual we work with. Whether you are a member, volunteer, employee, or partner, we are committed to protecting and using your personal information responsibly and transparently.

We store and process your data to provide the services, events, and professional opportunities that bring value to our global community. We know that our alums are at the heart of what we do — as peers, leaders, and contributors — and we are proud to serve you by communicating regularly, keeping you informed, and connecting you to others in the INSEAD network.

We handle your data in accordance with applicable laws, including the Personal Data Protection Act (PDPA) in Singapore, the General Data Protection Regulation (GDPR) in the European Union, and other international privacy frameworks.

This notice explains what data we collect, why we collect it, how we use it, and how you can exercise your rights.

1. Who This Privacy Notice Applies To

This notice applies to:

• INSEAD alums who are IDN members, or who may become members
• Non-INSEAD individuals who are honorary members or prospective members
• Volunteers working on behalf of IDN
• Employees of IDN
• Contractual partners who provide services to IDN or collaborate with us
• Individuals who register for our events, complete our forms, or communicate with us

Whether you are part of the INSEAD global alum family or a valued contributor to our services, this notice covers how we use your personal information.

2. Your Data Protection Rights

Depending on where you are located and the laws that apply, you have several rights regarding your personal data. These include:

Right	What This Means
Access	You can ask us what personal data we hold about you and request a copy.
Correction	You can ask us to correct inaccurate or incomplete information.
Erasure (“Right to be forgotten”)	You may request that we delete your personal data, provided there is no overriding legal reason for us to retain it.
Restriction	You can ask us to stop processing your data temporarily if you believe it’s incorrect, or you’ve objected to our use of it.
Objection	You may object to us processing your data where we rely on our legitimate interests (e.g., sending general updates), particularly in marketing contexts.
Data portability	You can ask us to send your data in a machine-readable format to another organisation, where this is technically feasible and legally required.
Withdraw consent	If we rely on your consent (e.g., for marketing emails), you can withdraw it at any time. This won’t affect data already processed before withdrawal.

How to Enforce Your Rights

You can contact us directly to exercise any of your rights. Please email [email protected]

with your request. We will respond within one month (or sooner where possible) and will explain any reason if we are unable to comply fully.

You also have the right to lodge a complaint with a data protection authority — in Singapore, Europe, the UK, or elsewhere, depending on your location.

 

3. The Types of Personal Data We Collect

We only collect personal data that is necessary for our services. These include:

• Basic identity information: Full name, email address, phone number, private and work addresses
• Professional details: Employer, job title, industry, work roles
• Alum information: INSEAD programme participation and graduation year
• Event registrations: Eventbrite submission details, including registration responses
• Membership details: Preferences, opt-ins, communication history
• CVs or professional bios: When provided voluntarily for programmes or employment opportunities
• Platform usage: Interactions with Mailchimp campaigns or membership forms
• Messaging platform data: WhatsApp group participation, where applicable

We do not collect or store sensitive personal data (such as health information, political opinions, or biometric data).

 

4. Legal Basis for Processing Your Data

We process your data on the following legal grounds:

• Consent: When you explicitly agree to us, INSEAD, INSEAD affiliates, INSEAD partner companies, INSEAD Alumni Association (IAA), or any partner organisation using your data for specific purposes, such as marketing communications
• Contract: When processing is necessary to fulfil our contractual obligations to you as a member or partner.
• Legitimate Interests: When we have a valid business reason to use your information in ways you would reasonably expect, provided this doesn’t override your rights.
• Legal Obligation: When we are required to process your data to comply with the law.

5. How We Collect Data

We collect data from:

• INSEAD and the INSEAD Alumni Association (IAA), which share member data with us
• MyINSEAD platform, where alums can select email subscription preferences related to IDN
• Forms on our website for membership applications
• Event registration tools like Eventbrite
• Direct email requests or inquiries to become members
• Manual uploads to Mailchimp (with your consent)
• Volunteer or partner onboarding forms
• LinkedIn or CV submissions for specific purposes
• WhatsApp groups operated by IDN

6. How We Use Your Data

We use your data for the following purposes:

• Managing your IDN membership and services
• Sending event invites, newsletters, updates, and marketing
• Running professional matching or networking services
• Collecting registration information for events and programmes
• Supporting volunteer and employee administration
• Working with trusted partners under an agreement
• Engaging prospective members from the INSEAD alum base
• Operating Communication Tools for all groups for member communication

We never sell your data and only share it in accordance with this notice.

7. Marketing Communications and Consent

We use Mailchimp or comparable CRM compliant tools to send newsletters and marketing emails. With your permission, we may contact you about:

• Events and webinars
• Member opportunities
• IDN services and programmes
• Networking initiatives
• Partner offerings

Global and Local Marketing Consent

By providing your marketing consent, you specifically authorise:

1. Global Communications: Marketing materials sent from IDN centrally, whether originating from France or Singapore

2. Local Communications: Marketing materials sent by IDN Singapore for local events and initiatives

3. Cross-Border Processing: The necessary transfer of your contact information between our global offices to facilitate these communications

When you register with us or engage with our services, you will be asked to confirm these specific preferences. This consent applies regardless of which country you reside in or where your data was initially collected.

You can unsubscribe at any time using the link in any email or by emailing us directly at [email protected].

Marketing to Non-Members

Based on information provided by INSEAD and the IAA, we may also send marketing communications to INSEAD alumni who are not yet IDN members. This includes marketing activities conducted by our Singapore office for local alums. You can opt out of these communications at any time.

 

8. Who We Share Your Data With

We may share your data with:

• Internal IDN volunteers and employees (on a need-to-know basis)
• Contractual partners acting on our behalf
• INSEAD and the IAA (as original data sources)
• Member matching services to facilitate networking (with your consent)
• Technology providers to provide our services, such as Microsoft, Google, Mailchimp, Eventbrite

All partners and processors are required to adhere to appropriate data protection and confidentiality terms through formal agreements.

9. International Data Transfers

As a global organisation with members worldwide, your data may be transferred to and stored in countries outside your country of residence, particularly between Singapore (where IDN is incorporated) and France (where INSEAD and the IAA are based).

Cross-Border Data Transfer Consent

By becoming a member of IDN or engaging with our services, you explicitly consent to the transfer of your personal data between: – Singapore (IDN’s primary place of business) – France (location of INSEAD and IAA data systems) – Other countries where IDN operates or stores data

We ensure that any international transfer of personal data is subject to appropriate safeguards as required by applicable data protection laws, including the GDPR in Europe and the PDPA in Singapore. These safeguards may include:

• Standard contractual clauses approved by the European Commission
• Binding corporate rules for transfers within our organisation
• Consent mechanisms where appropriate
• Other legally approved mechanisms for international data transfers
• Data Processing in SingaporeYou acknowledge and consent that the IDN Singapore office may process and use your personal data for local marketing activities and member services within Singapore, even if your data was originally collected in another jurisdiction.

10. Where and How Your Data Is Stored

Your data is stored securely in:

• Microsoft Business Standard and Google Workspace Business Standard, with managed folder access

• Mailchimp and other CRM Tools for email campaigns

• Eventbrite, and other event booking tools for registration processing

• INSEAD-operated email systems (insead.edu), and our Microsoft Business Standard and Google Workspace Business Standard for internal correspondence

Guest access to folders is granted only as needed. Access is removed when someone leaves IDN.

All IDN employees and volunteers use their insead.edu email addresses for official communications. These email accounts are operated within INSEAD’s environment. Alternatively, IDN’s email addresses within Microsoft Business Standard and Google Workspace Business Standard may be used.

 

11. Data Security

We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including:

• Access controls and permission-based folder structures
• Regular security reviews of our systems
• Data minimisation practices
• Staff training on data protection
• Documented access management procedures

12. Data Retention — How Long We Keep Your Information

13. Cookies and Website Use
Our website may use cookies or similar technologies to ensure functionality and performance. You can manage or block cookies through your browser settings.

14. Updates to This Notice
We may update this Privacy Notice from time to time. Material changes will be communicated via email or posted on our website. Please review it regularly to stay informed.

15. Volunteer and Employee Data Privacy Agreement
All volunteers, employees, and contractual partners working with IDN are required to agree to our data privacy terms as part of their engagement with us. This includes:

• Acknowledging receipt and understanding of this Privacy Notice
• Agreeing to handle member and organisational data in accordance with our policies
• Maintaining the confidentiality of all personal data accessed during their work with IDN
• Using only authorised systems (Microsoft Business Standard, Mailchimp, Google Workspace, etc.) and official @insead.edu email addresses for data processing
• Reporting any potential data breaches or concerns immediately
• Returning or securely deleting any personal data upon termination of their relationship with IDN

This agreement forms part of our onboarding process and contractual relationship with all individuals who process data on behalf of IDN.

16. Data Protection Officer
We have appointed a Data Protection Officer to oversee our data protection strategy and compliance. If you have any questions about this Privacy Notice or how we handle your personal data, please get in touch with our DPO. If not particularly mentioned differently on our webpage, the Data Protection Officer is the President of the INSEAD International Directors Network (IDN), as published on our webpage.

 

Contact Us
To ask questions or exercise your data protection rights, please contact: The INSEAD Directors Club Ltd, on behalf of the INSEAD International Directors Network (IDN)
[email protected], 9 Raffles Place #26-01, Republic Plaza, Singapore 048619, Company Registration No. 202025481W, www.inseaddirectorsnetwork.com and blogs.insead.edu/idpn-globalclub, Company Registration No. 202025481w