Data protection agreement

Current version: 10 January 2020

IWA e.V. , the legal entity behind IAYC, is dedicated to protecting your personal information and will make every reasonable effort to handle collected information appropriately. All information collected will be handled with care in accordance with our standards for integrity and objectivity and respect for your privacy. IWA endeavours to comply with the laws and regulations that apply to the collection and use of personal information, including the German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) and the EU General Data Protection Regulation (GDPR). The following paragraphs inform you about how we collect, store, and reuse your personal data. In case of any question please do not hesitate to contact us at data@iayc.org.

Revocation of your consent to the processing of your data Many data processing operations are only possible with your expressed consent. You may revoke your consent at any time with future effect. An informal email sent to data@iayc.org making this request is sufficient. The data processed before we receive your revocation request may still be legally processed.

Personal data in IWA and data protection agreement

Why do I need a user account at IWA?

Almost all processes in IWA require the identification of a user by logging in with a user ID and password. The following list provides the roles requiring a user account:

  • submission of an application to attend the IAYC
  • application for support to attend a conference;

What personal data are collected and stored by IWA?

If a user actively creates a user account, the following data are required:

  • First and last name
  • Email address
  • Gender
  • Date of birth
  • Nationality
  • Country of residence

If a user is accepted in the program, the following data will also be required:

  • Phone
  • Street, number, ZIP code and city
  • Medical conditions / Dietary requirements

Is the transmission of my personal data secured?

All applications of IWA that contain forms for entering, changing, or deleting personal data are encrypted using SSL-encryption (https).

Where can I check my personal data stored by IWA?

The personal data provided in the application process can be viewed and modified by the user at any time at: https://apply.iayc.org/accounts/profile/

Can I delete my personal data stored by IWA?

The section “Profile” lists all personal data. Users can view and change all data at any time. If a user also wants to delete these data, the entire user account must be deleted, please contact data@iayc.org for a total erase of your personal data.

How long is my data stored by IWA?

Your profile will be automatically erased two years after your last application to the IAYC. All the additional personal data provided after the acceptance in the IAYC is stored until the end of the IAYC.

Can others see my personal data?

IWA’s data protection team can only view and edit the personal data. The leader team of the IAYC can only view the personal data requiered to the organisation of the camp. Declarations of obligation to the §5 BDSG prevent IWA members (including the leader team of the IAYC) from using this information other than for the purpose of the application service.

Does IWA disseminate my personal data?

When IWA organises a camp, these camps always take place in locations belonging to a third-party (camp houses). If you attend such a camp, we provide the responsible of the camp house only the relevant information for the preparation of the camp.

How can I delete my account and make use of my right to be forgotten?

You can contact data@iayc.org to delete your account. When you delete your account, we will not keep any of your personal data on our servers. This includes data that were connected to your user ID and which were stored in the data base of our administration system. Hence, we cannot recreate or reactivate your account.

How is the sensitive data collected in the diversity survey processed?

All the sensitive information collected in the diversity survey (equality monitoring) is processed by a unique data processor who has no access to the general data base of IWA. The information received by the data processor is from the start anonymised and the answers are based on numeric options to include an extra layer of security. IWA e.V guarantees that this information will not be cross referenced with the general database and that the only purpose of this survey is the one described in https://iayc.org/diversity/. Please contact data@iayc.org if you have any concern how the sensitive information in the survey is treated. For general questions regarding the survey please contact info@iayc.org.