Privacy Policy

Erasmus Student Network VUT Brno, z. s.

Last Updated: 10.8.2024

This Privacy Policy explains how Erasmus Student Network VUT Brno, z. s., a nonprofit organization located at Kolejní 2905/2, Královo Pole, 612 00 Brno, Czechia ("we," "us," "our"), collects, uses, and protects your personal information when you register for our events through links provided via social networks and email.

1. Information We Collect

When you participate in our events, we may collect the following personal information:

  • Name
  • Email address
  • Phone number
  • Address
  • Payment information (Processed through Stripe, we do not store payment details)

When registering offline in Panda Point:

  • Name
  • Email address (for some events such as bigger trips)
  • Phone number (for some events such as bigger trips)

2. How We Use Your Information

We use your personal information for the following purposes:

  • Event Registration and Participation: To process your event registration, confirm your payment status, and communicate with you regarding the event.
    • Access by Specific Roles: Your personal information will be accessed by the Treasurer and the Events Manager of Erasmus Student Network VUT Brno, z. s., for the purpose of managing event registrations and payments. Additionally, your data will be accessible to the assigned Event Leader for each specific event you register for, to ensure proper communication and event coordination.
  • Communication: To contact you with important information about the event you registered for, including any updates or changes.
  • Payment Processing: We use Stripe to handle payments. Your payment details are processed securely through Stripe, and we only receive information necessary to confirm the payment.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds:

  • Contractual Necessity: Processing your personal information is necessary for the performance of a contract, i.e., the event registration and participation.
  • Consent: By providing your personal information and registering for an event, you consent to us processing your data for the purposes outlined in this policy.
  • Legitimate Interests: We may process your information to pursue our legitimate interests in organizing events and maintaining communication with participants.

4. Data Retention

We will retain your personal information only as long as necessary for the purposes for which it was collected. Specifically:

  • Event Information: Personal information collected for event registration and participation will be retained until the event has concluded and any necessary follow-up communication is completed and then only the invoices generated during the online registration will be kept for tax purposes and secured.

5. Data Sharing

We do not share your personal information with third parties except as necessary for payment processing through Stripe or when required by law.

6. Data Security

We take appropriate technical and organizational measures to ensure the security of your personal data, including encryption and secure storage, to prevent unauthorized access, loss, or misuse.

7. Your Rights

As a data subject under the General Data Protection Regulation (GDPR), you have the following rights:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request that we correct any inaccuracies in your personal data.
  • Right to Erasure: You can request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected.
  • Right to Restrict Processing: You can request that we limit the processing of your personal data under certain conditions.
  • Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format.
  • Right to Object: You can object to the processing of your personal data under certain circumstances.
  • Right to Withdraw Consent: You can withdraw your consent at any time where we rely on your consent to process your personal data.

To exercise any of these rights, please contact us at treasurer@esnvutbrno.cz.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. Please review this policy periodically to stay informed about how we are protecting your data.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Erasmus Student Network VUT Brno, z. s.

Kolejní 2905/2, Královo Pole, 612 00 Brno, Czechia

Email: treasurer@esnvutbrno.cz , president@esnvutbrno.cz