Young FoEE privacy policy

6 June 2018

If you sign up to our newsletter

Young Friends of the Earth Europe will record your name and email address. This information is processed via MailChimp (an industry-standard bulk email system) in order to maintain your subscription on our mailing list. It is not used for any other purpose and is not shared with any external organisations. You can unsubscribe from our mailing list or update your preferences whenever you wish by clicking an unsubscribe link in any of our emails or by emailing youngfoe@foeeurope.org

If you join a YFoEE working group

Young Friends of the Earth Europe runs several working groups of volunteers from across Europe (and sometimes further afield!) They rely on internal email lists, and so if you join one Young Friends of the Earth Europe will hold a record of the name and email address which you register with us. This information will be safely stored in our internal database, and you can amend it at any time by contacting us at youngfoe [at] foeeurope.org. For example, if you chose to leave a working group, we can take you off the relevant email list.

If you apply for an event

Young Friends of the Earth Europe runs multiple events every year, which often have more applicants than places. As part of our selection processes, we often ask for different types of personal information in order to secure fair representation of participants in terms of factors and experience. We will also collect contact information (such as your email address and phone number) and your name. This data will be seen by the organising committee of the event in question: Young Friends of the Earth Europe staff who are bound by the terms of this policy, and Young Friends of the Earth Europe volunteers who sign a document pledging to uphold it.

This data is processed in order to ensure a balanced selection of participants and the smooth logistical functioning of the event in question. We will keep your contact information to ensure you are supported with any logistical or reimbursement issues. Young Friends of the Earth Europe also needs to retain your data in order to communicate details on participants to our funders – this is specified in the application form for our events.

Retention of data

Young Friends of the Earth Europe only retains contacts' personal information for as long as necessary to fulfil the purposes it was collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements to our funders.

When determining the appropriate retention period for personal data, Young Friends of the Earth Europe considers the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for which the personal data is processed, whether Young Friends of the Earth Europe can achieve those purposes through other means, and the applicable legal requirements.

After the data retention period has expired, Young Friends of the Earth Europe securely destroys personal information.

Data sharing

Young Friends of the Earth Europe requires third parties to respect the security of personal data and to treat it in accordance with the law. Young Friends of the Earth Europe may also need to share personal information with a regulator or to otherwise comply with the law.
The following third-party service providers process personal information about contacts for the following purposes:

  • Mailchimp: Sending email bulletins to subscribers
  • Google forms: Collecting applications for events

Transfer of data outside the EU

Young Friends of the Earth Europe, like all other organisations using these services, transfers personal information to the United States for processing by Mailchimp and Google. Transfers to these suppliers are covered by the EU-US Privacy Shield Agreement, which ensures EU standards are adhered to wherever data is processed. Should the EU-US Privacy Shield be reviewed, Young Friends of the Earth Europe will ensure any suppliers processing personal data will continue to adhere to EU standards.

Data subject rights

  • Under certain circumstances, data subjects have the right to:
  • Request access to personal information (commonly known as a "data subject access request").
  • Request erasure of personal information.
  • Object to processing of personal information where Young Friends of the Earth Europe is relying on a legitimate interest (or those of a third party) to lawfully process it.
  • Request the restriction of processing of personal information.
  • Request the transfer of personal information to another party.

If a person wishes to make a request on any of the above grounds, they should contact the Young Friends of the Earth coordinator at youngfoe [at] foeeurope.org. Please note that, depending on the nature of the request, Young Friends of the Earth Europe may have good grounds for refusing to comply. If that is the case, the person making the request will be given an explanation.

Data security breaches

Young Friends of the Earth Europe uses the Friends of the Earth Europe security procedures to deal with any data security breach and will notify members and contacts and any applicable regulator of a suspected breach where legally required to do so.

Privacy by design

Young Friends of the Earth Europe will adhere to the principles of this policy and relevant legislation when designing or implementing new systems or processes (known as "privacy by design").