Privacy Policy

I. What is personal data?

The term "personal data" refers to any information about an identified physical person or a physical person that may be directly or indirectly identified. Therefore, the General Data Protection Regulation came into effect on 25 May 2018 and it's a regulation that applies to everyone within the EU and ensures the protection of the usage of one’s personal information. The Swedish Data Protection Authority defines GDPR as:
"The General Data Protection Regulation exists to protect individuals' fundamental rights and freedoms, in particular their right to protection of their personal data."

https://www.datainspektionen.se/other-lang/in-english/the-general-data-protection-regulation-gdpr/

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II. What personal data do we collect and when do we collect it?

We collect information about you in a variety of ways depending on how you interact with us and our services, including through our website and social media.

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III. For what purpose is your personal data collected and used?

In addition to the purposes and uses described above, we use data in the following ways:

• To identify you when you visit our website

• To secure online transactions, prevent fraud and payment incidents, and manage debt collection

• To send marketing and promotional materials, including information relating to our services

• To manage our relationships as well as for internal administrative purposes

In many situations, we have more than one purpose. For example, we collect your personal data to perform our contract with you, but we also collect your personal data as we have a legitimate interest in maintaining your information after a transaction is complete so that we can quickly and easily respond to any questions about your order.

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IV. How do we protect your personal data?

No method of transmission over the internet or method of electronic storage is fully secure. While we use reasonable efforts to protect your personal data from unauthorized access, use, or disclosure, we cannot guarantee its security. In the event that we are required by law to inform you of a breach to your personal data, we may notify you electronically, in writing, or by telephone, if permitted to do so by law.

However, our website permits you to create an account. When you do, you will be prompted to create a password. You are responsible for any access to or use of your account by someone else who has obtained your password, whether or not such access or use has been authorized by you. You should notify us of any unauthorized use of your password or account.

I.1 How long does the Stockholm Journal retain your personal data?

Members who register for activities hosted by The Stockholm Journal of International Affairs (Stockholm Journal) are registered in digital systems that we use daily. These digital systems have the necessary security to protect your personal data from unauthorized access. Only the board of the Stockholm Journal has access to them.

Typically, we retain your personal data for the period necessary to fulfill the purpose outlined in this privacy policy, including for legal, accounting, or reporting requirements, unless a longer retention period is required or permitted by law. We consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we obtained the information, and whether we can achieve those purposes through other means, as well as applicable legal requirements.

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I.2 What lawful ground does the Stockholm Journal use for processing your personal data as a member?

The lawful ground of consent is used when the Stockholm Journal registers member personal data, or when we hold embassy events. Consent can be withdrawn at any time by emailing: info@ufstockholm.se.

The membership register collects the following information: email, full name, gender, whether you are a university or high school student, your method of paying the membership fee, and an additional consent to use your email for future events. This data is only shared with the board members of the Stockholm Journal to confirm your membership and send you event information.

When the Stockholm Journal arranges embassy events, the embassies may ask for personal data about attendees for security purposes. The specific data required will be clearly stated on the event registration forms. The data will only be shared with the Stockholm Journal board and the relevant embassy.

The lawful ground of legitimate interest is used when the Stockholm Journal captures, stores, and uses photographs from our events. The purpose of using these photos is to inform the public about our organization. We always inform attendees that photos will be taken and may be used for communication about the Stockholm Journal. We also inform attendees of their right to object to being photographed and provide contact information for this purpose.

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I.3 Who gets access to your personal data?

The board members of the Stockholm Journal have access to your personal data (see point I.2). In some cases, collaborators such as embassies or co-hosting organizations may request member data for specific events. When this happens, the Stockholm Journal will clearly inform members and provide an opportunity to object, although participation in the event may be denied if consent is not given.

Additionally, the national board of The Swedish Association of International Affairs (Utrikespolitiska förbundet) has access to our membership register for grant and administrative purposes.

Your personal data will only be processed within the EU. If data is processed outside the EU/EEA, either an adequacy decision by the European Commission exists or appropriate safeguards are in place to protect your rights.

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I.4 How long do we process and store your personal data?

The Stockholm Journal will store your information only for as long as you are a member. After your membership ends, your personal data will be safely deleted. Organizations we collaborate with will only store your data for the duration of the event and delete it afterwards. The national board of The Swedish Association of International Affairs stores your personal data only for as long as you are a member.

TO CONTACT THE STOCKHOLM JOURNAL’S PERSONAL DATA CONTROLLER:

The Stockholm Journal of International Affairs
c/o Samhällsvetenskapliga Föreningen
Frescativägen 14B, 114 18 Stockholm
info@ufstockholm.se