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Privacy Policy

This document contains the privacy policy of the Student Think Tank for Europe Asia Relations (hereafter ‘STEAR’). The policy contains information on what personal data we collect, how and why we collect and store it, what your rights are and how you can file a complaint. STEAR was founded in the United Kingdom, and as such this privacy policy is based on the United Kingdom General Data Protection Regulation (UK GDPR). Please read this document carefully and contact us with any questions and concerns you may have.
 

Contact information 

Name: Ziarla Mae Malabanan (Vice President for Internal Affairs)
Email: stearvpia@gmail.com

We will respond to your queries within one month.

 

  1. The personal information we collect

  • Name and contact details (email and phone numbers)

  • Personal characteristics such as date of birth and nationality

  • Career related information, such as university, degree programme and employer

  • Photos 

  • CVs

 

2. How and why we obtain this personal information

All the personal information we have is provided directly by you, because:

  • You are a member of STEAR or applied to become one.

  • You registered to participate in one of STEAR’s events.

  • You indicated during event registrations that you wanted to receive future updates from STEAR.

  • You participated in a STEAR event as moderator/speaker.

  • You submitted written work to STEAR for publication.

  • You signed up to our newsletter.

  • You are part of a partner organization of STEAR.

Most often, this means you provided us with personal information via a Google form, email or STEAR’s website. At some events, pictures or screenshots will be taken for use on our social media. By participating in our events, you consent to this. You are, however, allowed to revoke your consent at any moment by contacting us. We will then remove any or all pictures we have of you from social media, or ensure you are unidentifiable. 

Sometimes we organize events or projects with partner organisations, in which case we may need to share personal details with them for the sake of running that event or project. If you participate in such a collaborative event or project, you consent to this. You are, however, allowed to revoke your consent at any moment by contacting us.

Under the UK GDPR, the lawful bases we rely on for processing your personal data is your consent. You are able to remove your consent at any time by contacting us at stearvpia@gmail.com.


3. How we store personal information

Personal information is stored on STEAR’s Google drive, to which only STEAR members have access. How long we store personal information depends:

  • If you are a member of STEAR, we will retain the information until you leave STEAR.

  • If you participate in a STEAR event, we will retain the information until we have sent out the post-event evaluation survey.

  • If you engage in STEAR for a certain project, we will retain the information until the project is over.

  • If you unsuccessfully applied to join STEAR, we will retain the information until the end of the recruitment cycle.

After the moments specified above, we will delete your personal information, unless you explicitly give us the permission to keep it. This can for instance be the case when you indicated at the registration form for an event that you wanted to remain up to date of future STEAR events and projects.

 

4. Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please do note that exercising any of these rights may impede or altogether prevent your participation in STEAR’s activities.  

Please contact us at stearvpia@gmail.com if you wish to make a request.

 

5. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at stearvpia@gmail.com.

You can also complain to the United Kingdom’s Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk