Privacy statement

1. Who processes your data

Your personal data is processed by EASN to run the network. For EU-related events and public diplomacy, your data may also be processed by the European External Action Service (EEAS) and the Foreign Policy Instruments (FPI) of the European Commission, via the EU Delegation to the United Kingdom.

2. Purpose of the processing

We collect and process your personal data to:

• organise and manage participation in EASN meetings and events;
• communicate with participants and societies before, during and after events;
• maintain the society directory and a contact list for future EASN activities and EU public diplomacy;
• review applications, updates, events, opportunities and other submissions;
• produce and share communication materials (e.g. photos, videos, newsletters), where you have consented.

3. Legal basis

Where EU bodies process your data, the processing is based on your consent, in accordance with Article 5(1)(d) and Article 7 of Regulation (EU) 2018/1725 on the protection of personal data by the EU institutions and bodies.

4. What data we collect

Depending on the form or activity, we may collect: your full name; email address and contact details; university or organisation; society role; dietary requirements or accessibility needs (only if you provide them); photos and videos taken during events (with consent); and any information you provide voluntarily in registration, application or feedback forms.

5. What is published

Nothing you submit is published automatically. Information only appears publicly after an EASN administrator reviews and approves it, and only the fields you have consented to share. Private contact details, such as personal emails and phone numbers, are never published. Where a public society email is shown, it is a society-level contact, not a personal one.

6. Who has access to your data

Your data may be accessed by authorised EASN organisers; the EU Delegation to the United Kingdom and authorised EEAS/FPI staff; contracted service providers (e.g. event organisers, website hosting and email delivery) under strict confidentiality; and other EU institutions where relevant for public diplomacy. Your data is stored within the European Union. Some service providers used for website hosting and email delivery may process limited personal data outside the EU/EEA; where this happens, it is covered by appropriate safeguards such as Standard Contractual Clauses.

7. Consent

Where consent is needed, we record the exact wording you agreed to and the time you agreed to it. Consent is always optional and specific, and you can withdraw it at any time without affecting other processing.

8. How long we keep your data

Your data is retained only as long as necessary for the purposes described, typically no longer than 5 years, unless a longer period is required by law.

9. Your rights

You have the right to access your personal data, request correction or deletion, withdraw your consent at any time, and ask for removal of your public profile. You may also lodge a complaint with the European Data Protection Supervisor (EDPS) at edps.europa.eu.

10. Contact

To exercise your rights or ask a question, use the data & privacy request form or contact us. For EU-related processing, you can contact the EU Delegation to the United Kingdom at delegation-uk@eeas.europa.eu, or the EEAS Data Protection Officer at data-protection@eeas.europa.eu. Full EU data-protection details are available in the EEAS Privacy Statement.