Privacy Policy & Ethical Committee

What is our Privacy Policy?

EFPSA takes the protection of your data very seriously. It is important for us to create an environment in which everybody feel safe to work, learn, create, collaborate, and develop.

This document explains how we use your data and information in order to achieve our goals and, at the same time, protect your information.

For the website visitor (including information about web cookies)

We use a number of different cookies on our site. This is a technology that allows us to make your experience in the website better, without identifying you.

If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

Keep in mind that we never get identifying information about you and we will never try to do so in ways that are not clear or ways that might be misleading. Your privacy is very important for us.

The list below describe the cookies we use on this site and what we use them for. Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)

  • Google Analytics: We use Google Analytics to collect information about visitor behavior on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. With this tool we are able to get useful information about you, our visitors, in order to adjust to your needs. You can find out more about Google’s position on privacy as regards its analytics service at http://www.google.com/intl/en_uk/analytics/privacyoverview.html
  • WordPress: Our websites runs the popular WordPress CMS and cookies are used to store basic data on your interactions with WordPress. This is mostly useful for those of you who log into WordPress (to edit content for example). We use a session cookie to remember your log-in for you if you are a registered user and we deem these as being strictly necessary to the working of the website. If these are disabled then various functionality on the site will be broken.

More information on session cookies and what they are used for at http://www.allaboutcookies.org/cookies/session-cookies-used-for.html

  • Third Party Cookies: These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the (interactive) sharing buttons across the site and social apps that might be in use. Cookies are currently set by Twitter and Facebook. In order to implement these buttons, and connect them to the relevant social networks and external sites, there are scripts from domains outside of our website. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet, including on this website, and build profiles for your user account, in case you have an account with them.

You should check the respective policies of each of these sites to see how exactly they use your information and to find out how to opt out, or delete, such information.

For the applicants

When you sent an application to EFPSA the information included in it are treated with respect. Depending on the application, a number of people will have to have access to it.

  • For the events applicants: In cases of an event then the people responsible to organize and moderate that will have access to the application information, along with the Board of Management members. Event organizers will get access in order to facilitate the selection process (or make the participants selections). For some events, members of Executive Board teams might need access (when the selection is not done by the organizers but from one responsible team).

In some cases, this information might have to be passed down to the Member Representative of your country/region/university (who are also asked to treat this information with care and respect for both this Privacy Policy and the Member Association’s, if there is one). This happens because in some cases, the Member Representative will be responsible for the participants’ selection or to inform the selection process.

  • For position application: When you apply for a position in EFPSA a number of authorized people will be given access to it to facilitate the selection process. The Board of Management, the EFPSA Office members, the supervisor of the position and, in rare cases, current members of the team will participate in the selection.

Keep in mind that sometimes a member of the selection process (of any application) might contact you for enquiries regarding your application. Also, your email address might be added in the general EFPSA mailing list (from which you can remove it at any time).

The applications might be kept in the organization for archiving reasons.

For the events participant

In case you are selected to participate to one of our events then:

  • The applicants’ policy points are applied for your application
  • You agree that EFPSA can use pictures that might include your image for promotional reasons. EFPSA Photographer or other authorized people will be taking pictures. These are used for promotional material and archived to our photographs system. Some might be used in our Alumni system as well, for non-promotional reasons.
  • EFPSA might add your email to the Mailing List (from which you can remove it at any time).
  • Some of your information will be kept in EFPSA’s archives (like your name, university and country)

For Executive Board Members, the Board of Management Members and other people working with EFPSA

For people working with EFPSA:

  • The applicants’ policy points are applied for your application
  • The events participant’s policy points are applied for your events participations (including internals events).
  • Some of your information will be kept in EFPSA’s archives (like your name, university. County and positions you had)
  • You are responsible to know about the contents of this document and act in ways that respect it.

Violations or Updating of the document

If you feel that your privacy is somehow violated or not respected sufficiently or if you are working with EFPSA and feel that some function followed is not included or does not respect the Privacy Policy then, please, contact us. Respecting our Privacy policy and ensuring that our people feel safe is important for us.

You can contact the Vice-President for adding or changing something included in our Privacy Policy at vicepresident [at] efpsa [dot] org

This Policy might be updated without any warning with new information or clarifications when those are needed.

 

The EFPSA Ethical Committee

EFPSA’s Ethical Committee seek to provide an impartial forum for discussion of matters concerning an ethical nature which arise within the EFPSA community.  EFPSA event participants, volunteers, Members, or the public, are welcome to contact the Ethical Committee regarding the above outlined EFPSA Privacy Policy or any other matter they believe relevant using the following email:  ethics [at] efpsa [dot] org