1. Data controller
The ESN HELMo association, a student-run association, is responsible for processing personal data collected as part of its activities.
Contact : esnhelmo@esnbelgium.org
2. Personal data collected
- Name
- First name
- Email address
- Phone number
- Photographs (group photos and videos at events)
- Name
- First name
- Email address
- Phone number
- Postal address
- Curriculum vitae (CV)
- Academic curriculum
- Photographs (individual and group photos and videos)
3. Purposes of the processing
Personal data is collected only for the following purposes :
- Management of the association's members
- Organisation and management of events
- Internal and external communication
- Sending of newsletters and information
- Management of communication groups (e.g. WhatsApp)
4. Legal basis of the processing
Processing are based on :
- The consent of the person concerned
- The legitimate interest of the association in organising its activities
5. Tools and subcontractors
Data can be processed via the following tools :
- Odoo (event management)
- Google Forms (data collection)
- Google Drive (internal storage)
- Gmail (communication)
- Instagram & TikTok (communication and publications)
- SumUp (payment provider)
- Website of the association
These services comply with the GDPR and apply appropriate protection measures.
6. Shelf life
Data can be processed via the following tools :
- Erasmus student data : until the end of the relevant academic year
- Data of members and candidates : maximum 2 years after the end of their mandate
- Photos and videos : kept as long as they are used for the association's communication purposes
7. Recipients of data
The data is accessible only :
- to the members of the association's committee
- to the strictly necessary technical providers
The data is never sold or transferred to unauthorised third parties.
8. Rights of data subjects
In accordance with the GDPR, each person has the following rights :
- Right of acces
- Right of rectification
- Right of erasure
- Right to restriction of processing
- Right of objection
To exercise these rights : esnhelmo@esnbelgium.org
9. Data security
The association implements adapted security measures :
- Restricted access to data
- Accounts protected by password
- Access limited to authorised members
10. Policy change
This policy may be updated at any time in order to remain compliant with current legislation.