Privacy Policy
1. Introduction
European Horizons appreciates your interest in our work. Your privacy is important to us and we want you to feel comfortable using our website and/or being a member of our organisation. The protection of your privacy and Personal Data is an important concern to which we pay special attention throughout our processes. However, the website includes links to other websites or applications which are not necessarily covered by this Privacy Notice. In this event, we encourage you to carefully read the privacy policies of such websites.
European Horizons is committed to protecting the rights of individuals in line with the General Data Protection Regulation 2016/679 (the ‘GDPR’) as well as all applicable national data protection laws (together ‘Data Protection Law’)
2. What is Personal Data?
‘Personal Data’ is information relating to a natural person who can be identified or who is identifiable, either directly or indirectly. Personal Data can be made up of ‘personal identifiers’, which are individual pieces of information that can identify an individual. These may include your name, address or email address.
3. What Personal Data do we process and for what purposes?
We collect personal data from 8 categories of individuals who interact with our organisation:
1. Regular Members
2. Executive Board Members and Board of Directors Members
3. Alumni [a]
4. Survey Respondents
5. Applicants to our events and/or leadership positions
6. Website Visitors
7. Visitors to our social media pages
8. External contacts [b]
Social Media Visitors Regardless of which category you belong to above, we may also collect and process the following data about you:
* Information that you provide by filling in forms
* Information that you share with us via email
We only process your Personal Data where you have expressly consented to us doing so for specified purposes.
1. Regular Members
We collect the following information from our regular members:
* Name
* Email address
* Membership status
* Year of joining European Horizons
* Chapter Board role
* Chapter location by continent, country, city and university
* Date of birth
* Citizenship(s)
* Gender
* University course
* Year of graduation
This is information that you give us when you register with us or with your local chapter as a member. We use this information to administer your membership, and to contact you with updates about our organisation, news, events etc. We also use this information in our legitimate interests to keep our records updated and to produce anonymised statistics about our organisation's membership.
2. Executive Board Members and Board of Directors Members
We collect the following information from our Executive Board members:
* Name
* Email address
* Date of Birth
* Citizenship(s)
* Hometown
* Gender
* University
* University course
* Year of graduation
* Mobile number
* Photos
* CV
This is information that we may have obtained from you when you signed up as a regular member, or when you applied to an Executive Board position and accepted the position. We use this information to communicate with you and to publicise our team composition on our website, social media and other promotional materials. We also use this information in our legitimate interests to keep our records updated and to produce anonymised statistics about our organisation's membership.
3. Alumni
We collect the following information from our alumni members:
* Name
* Email address
* Membership Details
* Chapter Board role
* Chapter location by continent, country, city and university
* Date of birth
* Nationality
* Place of Residence
* Current Occupation
* Gender
* University degree
* Major
* Year of graduation
* Social media (LinkedIn)
4. Survey Respondents
We collect the following information from participants in our surveys:
* Name
* Email address
* Date of Birth
* Citizenship(s)
* Hometown
* Gender
* University
* University course
* Year of graduation
* Mobile number
* CV
This is information that you give us when you participate in our surveys, by filling out the online survey forms. We use this information to analyse survey results and produce anonymised statistics. If you enter your email address in the survey, we will contact you with updates about our organisation, news, events etc. We also use this information in our legitimate interests to keep our records updated and to produce anonymised statistics about our organisation's membership.
5. Applicants
We collect the following information from applicants to our conferences and leadership roles:
* Name
* Email address
* Date of Birth
* Citizenship
* Hometown
* Gender
* University
* University course
* Year of graduation
* Mobile number
* Photo IDs (if applicable)
* CV (if applicable)
This is information you give us when you apply to participate in our conferences or to a leadership role in our organisation, through our online application forms. We use this information to make decisions about your appointment in our leadership roles or participation in our conferences. We also retain this information for applications who have not been selected for six years after processing.
6. Visitors to our website
If you visit our website it will automatically collect some information about you and your visit, including the internet protocol (IP) address used to connect your device to the internet and some other information such as your browser type and version and the pages on our site that you visit. We collect this information in our legitimate interests for the following purposes:
• To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
• To keep our website safe and secure.
• To improve our website to ensure that content is presented in the most effective manner for you and for your device.
• To allow you to participate in interactive features of our website, when you choose to do so.
If you fill out forms on our website, our systems will record the content of those forms.
If you visit our website, we will also collect information from you through the use of cookies. See below for further information on our use of cookies. This is in our legitimate interest to monitor usage and improve performance of our website.
7. Visitors to our social media pages
When you interact with our social media pages, we may in some instances collect your Personal Data (name, social media pseudonym or other publicly available information) and any content you produce on those for analytical, record, or research purposes.
8. External contacts
We collect the following information from our external contacts:
* name
* position, organisation/company
* phone number
4. Cookies
Our website uses cookies to collect and store certain information. These typically involve pieces of information or code that a website transfers to or accesses from your computer hard drive or mobile device to store and sometimes track information about you. Cookies and similar technologies enable you to be remembered when using that computer or device to interact with websites and online services and can be used to manage a range of features and content as well as storing searches and presenting personalised content.
Our website uses cookies and similar technologies to distinguish you from other users of our site. Most web browsers automatically accept cookies and similar technologies, but if you prefer, you can change your browser to prevent that and your help screen or manual will tell you how to do this. We also give you information about how to disable cookies here.
Our website is administered by Squarespace. To learn more about the cookies placed by Squarespace on our website, please follow this link.
5. Who do we share your Personal Data with?
Your Personal Data that we process may be accessible by:
* European Horizons Executive Board members
* Portfolio team members
We may also share your Personal Data with selected third parties:
We use data processors who are third parties who provide elements of service for us. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Currently, we share information with the following organisations, who operate under their own privacy policy:
* Typeform S.L. For the purpose of data collection.
* Google. For the purpose of data storage.
* Monday.com. For the purpose of data storage
6. Where do we store your information?
The Personal Data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") that may not be subject to equivalent Data Protection Law.
European Horizons is an international student policy incubator, which means some of our members are located outside the EEA (notably in the United States of America) and may receive your Personal Data.
Where your information is transferred outside the EEA, we will take all steps reasonably necessary to ensure that your data is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism, and that it is treated securely and in accordance with this privacy policy.
7. For how long will we store your Personal Data?
We retain personal data for as long as you are a member of our organisation and for six year[d]s after that to identify and resolve any issues, and to contact you if we think this will be in your interest. We may also retain aggregate information beyond this time for research purposes and to help us develop and improve our work. You cannot be identified from aggregate information retained or used for these purposes.
We retain ‘alumni’ personal data (see Section 3) for 50 years, in order for it to fulfill its purpose.
8. Security
All information you provide to us is stored on Google Cloud, in accordance with the Google Cloud Platform Terms. For these purposes we are the Controller of the data, and Google Cloud is the Processor.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and Google Drive; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our website may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.
9. What are your rights and how to exercise them?
You may at any time exercise your data protection rights:
a) Right to access/obtain a report detailing the information held about you: You have the right to obtain confirmation as to whether or not your Personal Data is being processed by European Horizons and if so, what specific data is being processed.
b) Right to correct Personal Data: You have the right to change any inaccurate Personal Data concerning you.
c) Right to be forgotten: In some cases, for instance, when the Personal Data is no longer necessary in relation to the Purposes for which they were collected, you have the right for your Personal Data to be erased.
d) Right to stop the processing of your data: You have the right to restrict the processing of your Personal Data by Airbus, for instance when the processing is unlawful and you oppose the erasure of your Personal Data. In such cases, your Personal Data will only be processed with your consent or for the exercise or defence of legal claims.
e) Right to data portability: Under some circumstances provided by law, you have the right to receive the Personal Data concerning you in a structured, commonly used and machine-readable format and/or transmit those Personal Data to another data controller.
f) Right to object and to withdraw consent.
To this effect, please contact European Horizons in writing either by e-mail at the following address: info@europeanhorizons.org or by writing to the addresses below, enclosing a copy of a document evidencing your identity:
200W 80th St, # 4W
NY 10024 New York City, United States of America
10. Am I obliged to provide my Personal Data?
You may at any time object to the processing of your Personal Data or where your consent is required, withdraw such consent by contacting us at info@europeanhorizons.org; However, please note that if you withdraw your consent, you may not be able to make use of your membership to European Horizons.
11. How can I contact European Horizons in respect of my Personal Data?
If you are unhappy with the way in which your Personal Data has been processed or should you have questions regarding the processing of your Personal Data, you may refer in the first instance to the European Horizons legal team, who are available for enquiries or complaints, at the following email address: info@europeanhorizons.org or you can write to the address below:
200W 80th St, # 4W
NY 10024 New York City, United States of America