Version: 1.1
Date: February, 2026
Who we are
LiLo Institute is a non-profit association registered in Portugal, with headquarters at Travessa do Cadaval 4, Salreu, 3865-220 Salreu, Portugal.
For data protection matters, contact us at: lilo.institute.web@gmail.com
What data we collect and why
We collect personal data only with your explicit consent and only for purposes necessary to our relationship with you as part of the LiLo community.
For all Associates
| Data | Purpose |
|---|---|
| Name | To identify you as an Associate |
| Email address | To communicate with you about membership, activities, and events |
| Country of residence | To understand our community and consider country-of-residence specific conditions (e.g. fee reductions/waivers) where applicable |
Optional personal information
You may choose to provide additional information to help us support, understand and serve our community:
| Data (optional) | Purpose |
|---|---|
| Phone number | To include you in community channels (e.g. WhatsApp) |
| Tax country | So that we can issue receipts |
| Tax identification number | So that we can issue receipts |
| Professional domain | To understand the composition of our community |
| Age range or year of birth | To understand the composition of our community |
| Day and month of birth | To celebrate birthdays within the community (only shared with other Associates if you consent) |
| (Preferred) Gender | To understand the composition of our community |
Personal data may be used in anonymised, aggregated form to generate demographic insights about our community. In such cases, no individual can be identified from the resulting analysis.
For enquirers and attendees
This section applies to people who enquire about a LiLo activity, register to attend, or participate in an event without becoming Associates.
We collect only the data necessary for the specific purpose — typically name and contact details (email, and phone number only where needed for logistics). Where relevant to the nature of the activity, we may also collect information about professional background or other characteristics that help us understand and tailor the session to the composition of the group.
We collect this data for the following purposes:
- communicating about specific events or activities (timing, programme, registration)
- where relevant, characterising participants in order to tailor the activity to the group
At or after an event, we may invite you to stay in touch with LiLo and receive information about future opportunities to participate. We will only do so with your explicit consent.
Where an activity involves additional data collection — such as audio, image, or video recordings — separate consent will be sought at the time. See Event-specific consent below.
Where an event uses a dedicated communication channel (such as a WhatsApp group), see Community platforms below.
Legal basis for processing
We process your personal data based on your explicit consent, given when you complete our registration form. You may withdraw this consent at any time (see “Your rights” below).
Who we share data with
We do not sell or share your personal data with third parties for marketing purposes.
We may share data only in the following circumstances:
- Portuguese Tax Services — LiLo’s financial records, as required for any association, and details of Associates in governance roles as legally required
- Payment processors — if you pay fees electronically, your payment data is handled by the payment provider under their own privacy policy
Where data is stored
Your data is stored in secure systems administered by LiLo and in third-party platforms we use to manage the association. These currently include:
- Cloud storage and communication (e.g. Google Workspace) — for forms, records, and email
- Association management (e.g. QuotaGest) — for membership records and fee administration
We use established providers with appropriate data protection safeguards. Where platforms operate servers outside the European Economic Area, we rely on their compliance frameworks (such as Standard Contractual Clauses) to protect your data.
How we protect your data
We use established platforms with industry-standard security measures. Access to your data is limited to those who need it to manage the Association. We do not store passwords or payment card details ourselves.
Community platforms
If you become an Associate, you may be invited to join community communication channels (such as a WhatsApp group). Joining is voluntary. If you join:
- Your phone number will be visible to other group members
- The platform’s own privacy policy governs how your data is handled
- You can leave at any time
We will not add you to any group without your consent.
Where an event uses a dedicated WhatsApp group, participation is voluntary. Your phone number will be visible to other participants. After the event concludes, the group may remain open as an informal space for participants, but LiLo’s active administration of it ends. You can leave the group at any time. LiLo may dissolve the group if it considers this appropriate — for example, if activity moves away from the spirit of the event or LiLo’s values. WhatsApp’s own privacy policy (https://www.whatsapp.com/legal/privacy-policy) governs data held on the platform and on participants’ devices.
Publications and communication channels
LiLo publishes content through two channels, each hosted on a third-party platform:
- News & Events — practical updates and event announcements, hosted on WordPress (automattic.com/privacy)
- LiLore — our reflective publication, hosted on Substack (substack.com/privacy)
When you subscribe to either channel, your email address is collected and managed by the respective platform, not directly by LiLo. Each platform’s own privacy policy governs how your data is stored and processed.
As publisher, LiLo can access subscriber email addresses for the purpose of communicating with you through that channel. We will not export or use this data for other purposes without your explicit consent.
You can unsubscribe from either channel at any time via the link in any email from that publication. Unsubscribing from one channel does not affect any subscription to the other.
Event-specific consent
Some LiLo activities may involve the collection of additional data—such as audio, image, or video recordings—for purposes beyond general membership administration (for example, research, documentation, or publication).
Where this applies, we will seek your specific informed consent at the time, with clear information about:
- What data will be collected
- How it will be used
- Who will have access to it
- How long it will be retained
- Any anonymisation or other safeguards that will apply
Your participation in LiLo activities is never conditional on consenting to such additional uses. You may decline without affecting your membership, however lack of consent may – pragmatically – lead to restricted participation in the activity itself. Any such restrictions will be detailed for each specific activity.
How long we keep data
- Enquirers and attendees: Data are deleted within 3 months of the date of the event ending unless you give explicit consent for ongoing contact
- Visitor Associates: Data are deleted within 3 months of the date of the event ending, unless you choose to become a Friend Associate
- Other Associates: Data are retained for the duration of your association with LiLo, plus one year after you leave or withdraw consent
- Financial records: Retained for ten years as required by Portuguese law
- Anonymised demographic data: May be retained indefinitely for historical records of our community
Your rights
Under the General Data Protection Regulation (GDPR), you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your data (subject to legal retention requirements)
- Withdraw consent at any time
- Object to certain types of processing
- Data portability — receive your data in a structured format
To exercise any of these rights, email us at lilo.institute.web@gmail.com with the subject line “Data Protection Request.”
We will respond within 30 days.
Changes to this policy
We may update this policy from time to time. Significant changes will be communicated to Associates directly. The current version is always available at lilo.institute/privacy-policy
Questions or concerns
If you have questions about how we handle your data, or wish to raise a concern, please contact us at lilo.institute.web@gmail.com.
You also have the right to lodge a complaint with the Portuguese data protection authority:
Comissão Nacional de Proteção de Dados (CNPD)
Av. D. Carlos I, 134 – 1.º
1200-651 Lisboa
www.cnpd.pt
LiLo Institute 