1.Introduction

This Privacy Policy explains how Talaqi Center for Dialogue and Civic Encounter, established and managed by Advancing Civil Society – GLOCA, collects, uses, stores, shares, and protects information submitted through its online booking system, communication channels, activities, and related documentation processes.

By submitting a booking request, participating in an activity, or communicating with Talaqi Center, you acknowledge that your information may be processed in accordance with this Privacy Policy.

2.Who We Are

Talaqi Center for Dialogue and Civic Encounter is a civic and cultural space located in Old Aleppo and managed by Advancing Civil Society – GLOCA.

The center hosts civic dialogue, community encounters, capacity-building activities, cultural initiatives, youth and volunteer initiatives, social cohesion activities, partner-led events, and activities supported by donors and institutional partners.

3.Information We Collect

When you submit a booking request, participate in an activity, or communicate with Talaqi Center, we may collect the following information:

• Name of the organization, initiative, or group.
• Name of the contact person.
• Email address and phone number.
• Type of organization or initiative.
• Title and description of the proposed activity.
• Requested space, date, and time period.
• Expected number of participants and target group of the activity.
• Requested hosting pathway and basic logistical needs.
• Information related to photography or media coverage.
• Attendance information when required for reporting or documentation.
• Aggregated participant data, such as number of participants, gender, age group, disability status, or other non-identifying statistical data where relevant.
• Photos, videos, testimonials, quotes, or activity documentation, subject to consent and the nature of the activity.
• Any additional information voluntarily provided in the booking request, registration forms, attendance sheets, evaluation forms, or follow-up communication.

For membership-based activities, such as Talaqi Political Salon, we may also collect membership-related information, including membership applications, areas of interest, participation preferences, consent to join communication groups, and information needed to manage membership and participation.

4.Why We Collect This Information

We collect and use this information for the following purposes:

• To review and manage booking requests.
• To assess whether the proposed activity is aligned with the center’s mission, values, and code of conduct.
• To confirm, modify, or decline booking requests.
• To communicate with the organizing entity before, during, and after the activity.
• To coordinate logistical and operational arrangements.
• To document the use of the center’s spaces.
• To prepare internal records, reports, activity summaries, and learning documents.
• To meet donor, partner, contractual, monitoring, evaluation, accountability, and reporting requirements.
• To produce aggregated statistics on participation, access, outreach, and use of the center.
• To improve the quality, accessibility, and management of Talaqi Center.
• To review and manage membership applications for activities such as Talaqi Political Salon, issue membership numbers, communicate with approved members, and organize participation in related sessions and communication groups.
• To support institutional communication, visibility, and public reporting, where appropriate and subject to consent.

5.Use of Information in Donor and Partner Reporting

Talaqi Center and Advancing Civil Society – GLOCA may work with donors, partners, institutions, and supporting organizations. As part of these relationships, the center may prepare and share reports, updates, documentation materials, monitoring data, and activity summaries.

These reports may include:

• Activity descriptions.
• Photos from activities, where consent and documentation rules allow.
• Aggregated statistics on participants and beneficiaries.
• General demographic data, such as gender, age group, participant category, or geographic area, when relevant.
• Non-identifying summaries of participation, feedback, outcomes, and lessons learned.
• Selected quotes, stories, or testimonials, only when appropriate and with due regard to privacy and consent.

Talaqi Center seeks to avoid sharing unnecessary personal data with donors or partners. Personal identifying information is shared only when required, justified, consented to, or necessary for legitimate organizational, contractual, accountability, safeguarding, or legal purposes.

Sensitive personal data is handled with additional caution and is not published or shared publicly without appropriate consent and safeguards.

6.How We Use Your Information

Information submitted through the booking system or collected during activities is used only for purposes related to the management, coordination, documentation, reporting, and follow-up of Talaqi Center activities.

7.Who Can Access the Information

Access to booking-related and activity-related information is limited to authorized members of Talaqi Center and Advancing Civil Society – GLOCA who are responsible for:

• Managing booking requests.
• Coordinating activities.
• Preparing the space.
• Following up with organizing entities.
• Documenting activities.
• Preparing internal and donor reports.
• Managing monitoring, evaluation, accountability, and learning requirements.
• Ensuring compliance with safeguarding, privacy, and operational procedures.

Where necessary, limited information may be shared with relevant team members, donors, partners, consultants, service providers, or institutional stakeholders only to the extent required for organizing, supporting, documenting, reporting, or monitoring the approved activity.

8.Photos, Videos, and Media Consent

Talaqi Center may document activities through photos, videos, written summaries, attendance data, quotes, testimonials, and other materials for reporting, archiving, donor communication, institutional documentation, visibility, and public communication purposes.

• Photography or video recording must respect the privacy, dignity, safety, and consent of participants.
• The organizing entity is responsible for informing Talaqi Center in advance if the activity includes photography, video recording, press coverage, or public communication.
• Participants should not be photographed, filmed, quoted, publicly identified, or featured in communication materials against their will.
• For sensitive, closed, protection-related, or high-risk activities, Talaqi Center may restrict or prohibit photography, media coverage, or public communication.
• Where images or stories are used in donor reports, public materials, or institutional communication, Talaqi Center will seek to ensure that such use is respectful, accurate, and consistent with consent and safeguarding principles.

9.Email Communication and Responsibility to Review Messages

By submitting a booking request, the organizing entity or contact person agrees that Talaqi Center may communicate with them through the email address provided in the booking form.

Email communication may include:

• Booking confirmations.
• Requests for additional information.
• Instructions related to the activity.
• Operational requirements.
• Reminders.
• Updates or changes to the booking.
• Cancellation or modification notices.
• Follow-up questions.
• Terms, conditions, privacy notices, and other relevant information.

The contact person is responsible for providing an accurate and active email address and for regularly checking their inbox, spam, junk, or other filtered folders.

Talaqi Center is not responsible for delays, missed instructions, or missed confirmations resulting from an incorrect email address, inactive mailbox, full inbox, spam filtering, or failure to review email communications in a timely manner.

A booking is not considered confirmed unless an explicit confirmation has been sent by Talaqi Center.

10.Data Storage and Retention

Booking-related and activity-related information may be stored in Microsoft Bookings, Microsoft 365, Power Pages, email systems, SharePoint, internal records, monitoring tools, reporting files, or other secure systems used by Advancing Civil Society – GLOCA.

Talaqi Center retains information only for as long as necessary for operational, reporting, accountability, audit, learning, donor compliance, institutional documentation, and legal purposes.

Information that is no longer needed may be deleted, archived, anonymized, or retained in aggregated form according to internal procedures.

11.Data Protection and Security

Talaqi Center takes reasonable organizational and technical measures to protect submitted information from unauthorized access, misuse, loss, alteration, or disclosure.

These measures may include limiting access to authorized staff, using secure organizational systems, organizing records, and applying internal procedures for documentation and reporting.

12.Third-Party Tools

Talaqi Center may use Microsoft Bookings, Microsoft 365, Power Pages, email services, SharePoint, cloud storage, online forms, and other digital tools to receive, manage, store, and process booking requests and activity-related information.

These tools may process information according to their own technical, security, and privacy standards. Talaqi Center uses these tools for legitimate organizational, operational, reporting, and communication purposes.

13.Your Rights

You may contact Talaqi Center to request:

• Access to information you submitted.
• Correction of inaccurate information.
• Clarification on how your information is used.
• Deletion of information where retention is no longer necessary and deletion is operationally, contractually, and legally possible.
• Withdrawal or limitation of consent related to photos, videos, quotes, stories, or public communication materials.
• Clarification on whether information may be included in donor or partner reporting.

Requests will be reviewed and handled within a reasonable timeframe, subject to operational, reporting, contractual, safeguarding, and legal requirements.

14.Children and Vulnerable Participants

If an activity involves children, young people, persons with disabilities, survivors, displaced persons, returnees, or other potentially vulnerable participants, the organizing entity must inform Talaqi Center in advance and ensure that appropriate consent, safeguarding, privacy, and protection measures are in place.

Talaqi Center may request additional safeguards, limit the collection of personal data, restrict photography, or prohibit public documentation for such activities.

15.Aggregated and Non-Identifying Data

Talaqi Center may use aggregated or non-identifying data for internal analysis, donor reporting, public communication, learning, planning, and evaluation.

Such data may include the number of activities, number of participants, gender balance, youth participation, type of activity, type of hosting pathway, and use of spaces.

Whenever possible, reporting and public communication will rely on aggregated data rather than personal identifying information.

16.Updates to This Policy

Talaqi Center may update this Privacy Policy when needed to reflect changes in its booking process, operational procedures, digital tools, reporting requirements, donor requirements, or legal and organizational obligations.

The most recent version published on the website shall apply.

17.Contact

For questions related to this Privacy Policy or the use of your information, please contact: