Who are we?
The European Young People’s Conference is organised and run by European Young People’s Work e.V.
European Young People’s Work e.V. is a registered association founded exclusively for charitable purposes. The association is registered at Düsseldorf Local Court (Amtsgericht) under registration number VR11939 for the purposes of “the furtherance of religion”. To this end, the association organises and carries out international conferences for young people in Europe, to strengthen them in their Christian faith. European Young People’s Work e.V. also hosts regular trainings for parents, conference caregivers and supervisors.
European Young People’s Work e.V.
Fleher Str. 172a
Email address: email@example.com
Registration number (Vereinsnummer): Amtsgericht Düsseldorf VR11939
Responsible board members: Pieter Rodenburg, Ray Fletcher, Thomas Goetz
European Young People’s Work e.V. is responsible for the contents of this website.
All rights reserved.
What kind of information do we collect?
Personal data is any information that can be used to identify you. This could include name, contact details, telephone number, passport details. We only collect information that we need for your participation in the conference or which you agree we can collect. In particular, we collect the following information that you provide to us when you use our website to create a registration account for the EYPC:
- Information such as your name, contact details, locality, language(s) spoken, arrival and departure dates and means of travel, emergency contact details
- Passport information if you need an invitation letter for a visa
- Health information so that you can be well-cared for during the event
- DBS certificate update information if you are applying to serve with children from the UK
- Payment information for registration fees, T-shirts, outlines, tours and transport
- Information about your agreement to abide by the conference rules, to serving one guidelines, or to a photo/audio/video release for any footage made during the conference
- Information about your participation in tours and day-trips after the event
We also collect information through our correspondence with you. During the conference we may collect additional information such as room assignments, team scores, first aid registers, etc.
Who do we share information with?
We will never share your information to third parties for marketing purposes.When you register for the EYPC, your information is shared with the admin team, registration team, your country coordinator and service coordinators in order to facilitate general event administration. If you register from North America, your information may be shared with
Southern California Young People (SCYP).
Email: firstname.lastname@example.org, telephone: 714.252.9310, address: 1853 W. Ball Rd., Suite 101, Anaheim, CA. 92804
We may share your information with various service providers, all of whom we require to comply with our instructions and data protection laws and continue to make sure that appropriate controls are in place. These include the following providers: provider of an events registration system; processor for receiving Euro payments; processor for making online payments; mailing list provider for sending out communications; and cloud platform provider of email, documents and worksheets for collaboration.
We may also share some of your information (name, date of birth, locality, and EYPC attendance record) with United Kingdom University Work for statistical purposes. This is a UK charity, registration number 1175012, email: email@example.com, address: 4 Gelligaer Gardens, Caerdydd, CF24 4LT, United Kingdom.
If you have any concerns about your information being used in this way or would like to opt out at any time, please write to us using the contact details provided below.We may share your personal information with other organisations in certain scenarios. For example, if we are under a duty to disclose your information in order to comply with any legal obligation, such as to government bodies and law enforcement agencies.
Do we transfer information outside the EEA?
From time to time some of our service providers may transfer your information outside the EEA. If that happens, your personal information will continue to be subject to one or more appropriate safeguards set out in the law. These might be the use of model contracts in a form approved by regulators, or making sure our processors are signed up to an independent privacy scheme approved by regulators (like the US ‘Privacy Shield’ scheme).
How long do we keep information?
We keep information for various lengths of time, for example, HMRC requires us to keep records of financial transactions for 7 years. We also keep records over the years for statistical purposes and so that we can improve the EYPC. We minimise such records to make sure we only keep what is necessary.We will always retain your personal information in accordance with law and only for as long as is needed to fulfill the purpose for which we hold the data or as long as the law requires.
Special categories of data
Certain categories of personal information are more sensitive than others. This includes health information, race and ethnicity, religious or philosophical beliefs and political opinions amongst other things. We do not collect special categories of personal information about you unless there is a clear reason for doing so, such as where we need this information to ensure safeguarding, to carry out appropriate checks on volunteers, or care for participants.
If you are aged 18 or under and would like to participate in the EYPC, please make sure that you have your parent or guardian’s permission before giving us your personal information.
The General Data Protection Regulation (applicable from 25 May 2018) gives you rights over your information and how we may use it.
- You have a right to request a copy of the information we hold about you (a subject access request).
- You also have a right to correct any information that we hold about you.
- You have a right to withdraw your consent to use of your personal information if we rely on consent as the legal ground for processing it.
- You have a right to request us to remove your information from our records or to ask us to restrict the processing of your information.
- You can ask us to explain any automated processing we carry out and the impact of this on you.
To exercise any of these rights, please contact us with the information provided below.
If you wish to raise a concern or complaint about the way in which your information is being used, please contact us with the information provided below. If you wish to raise a complaint with a data protection authority, you may contact the ICO in the UK- see www.ico.org.uk or the appropriate authority via the EDPB in the EU.
Please contact us with any questions about this policy at firstname.lastname@example.org we will respond as quickly as we can. We may need to ask for proof of identity if we are not sure who you are, before we respond to your request.
The information you submit in this form will be used by the Registration Team for the purpose of general event administration. Relevant information will be shared with your country coordinator, service coordinators, and assigned serving one(s), in order to facilitate your registration and participation in this event, and you or your parent/legal guardian may be contacted by these coordinators, serving ones, or the Registration Team for this purpose. In the unlikely event of an emergency during the conference, your parent/legal guardian or emergency contact person(s) may be contacted by a coordinator or by the Registration Team.If you are an EU resident, we will use your name, date of birth, locality, and attendance for statistical purposes. If you do not want your information to be used in this way, you may opt out by letting us know. By completing this form on behalf of others, you confirm that the registrant or their parent/legal guardian has given you permission to provide their personal information.
2020 Conference Software Platform
Due to the COVID-19 health crisis the conference the 2020 conference will be held online instead of in person.
The conference software development and maintenance is provided by the church in London, UK churchinlondon.org.uk. The conference will use Zoom as the video conferencing platform, including large corporate meetings and small groups (webinars, meetings, breakout rooms and channels). Approved registrants will be created as users in the church in London Zoom account. Only the following data centre regions will be used for meetings/webinars: Australia, Japan. United States, Canada, Europe, India, Latin America. See zoom.us/privacy for their privacy details.
The conference will use Google Suite with the Zoom API as the back end to administrate the conference meetings and users. See policies.google.com/privacy for details.
This Policy was last updated on 30 April 2020.