Privacy policy & Data Protection

At EYP Romania, your privacy and the protection of your personal data are of utmost importance to us. We are fully committed to processing all personal data responsibly, securely, and in accordance with the EU’s General Data Protection Regulation (GDPR) and national laws (Law 190/2018).

This page outlines how we collect, use, store, and protect your data when you interact with our organisation—especially when registering for or participating in our events.

Who We Are

Asociația Proiectului European al Tinerilor (European Youth Parliament Romania – National Committee), referred to here as “the Association”, is a youth-led organisation legally registered in Romania.
Registered office: Str. Romană 65, Ap. 34, Ploiești, Prahova, Romania
Contact: info@eypromania.org

What Data We Collect

We may collect the following personal data through registration and participation forms:

  • Full name
  • Email address
  • Phone number
  • Home address
  • National ID number and personal identification number (CNP)
  • Health-related data (e.g., allergies, dietary restrictions) – only when necessary for safety during events

Purpose of Data Collection

Your personal data is collected and processed for the following reasons:

  • To register your participation in EYP Romania events and activities
  • To contact you with event-related information and updates
  • To ensure participant safety and inclusivity (e.g., dietary needs, medical conditions)
  • For reporting purposes to partners, funders, or institutions—only where required and under legal obligations

Legal Basis for Processing

We process your data based on one or more of the following legal grounds:

  • Your explicit consent, given via our registration forms
  • Legal obligations, in cases where data processing is required by national or EU law
  • Legitimate interest, for essential operational activities of the Association

How Your Data is Used

Your information is accessed only by authorised members of the Association and used solely for:

  • Managing event logistics
  • Communicating with you directly
  • Coordinating with service providers (e.g., transport, catering, accommodation) when necessary
  • We do not sell or share your data for commercial purposes.

Data Security

We implement technical and organisational measures to ensure the protection of your data from:

  • Unauthorised access
  • Loss or destruction
  • Unlawful disclosure or modification
  • This includes restricted database access, encrypted storage (where applicable), and limited retention periods.

Data Sharing with Third Parties

In certain cases, we may need to share your data with trusted external partners strictly for operational purposes, including:

  • Educational institutions
  • Catering and accommodation providers
  • Transport companies
  • Funders or grant institutions (for reporting compliance)
  • All partners are contractually obliged to comply with GDPR and data protection standards.

Data Retention

We keep your data only for as long as necessary:

  • During the preparation, execution, and reporting of the event(s) you participate in
  • Up to 18 months after the event for administrative or legal purposes
  • After this period, data is either securely deleted or anonymised
  • For alumni form, teachers database, these datils can be retained for longer, unless the user explicitly stated otherwise.

Your Rights Under GDPR

As a data subject, you have the right to:

  • Access your data at any time
  • Correct or update any inaccurate or incomplete data
  • Request deletion of your personal data (“right to be forgotten”)
  • Withdraw your consent at any time, where consent is the legal basis
  • Object to processing for reasons specific to your situation
  • Restrict processing in certain circumstances

To exercise any of these rights, contact us at: info@eypromania.org

Consent and Forms

Before collecting your data, we will always request your consent through a dedicated checkbox form, clearly stating how your data will be used.

View Our Data Privacy and Processing Internal Policy (PDF)

Changes to This Policy

We may update this policy periodically to reflect legal changes or operational needs.