mymun Privacy Notice & GDPR Policy

Last Updated May 25th, 2018

1. About this Privacy Notice

1.1 This Privacy Notice explains the relationship between mymun, owned and maintained by MyMUN GmbH, Raiffeisenstr. 51, 71083 Herrenberg, Germany, represented by its managing directors Alexander Kapp, Alexander Dietz and Jonas Bruns (hereafter the "the Platform", “we” or “us”), acting as a Data Controller and/or Data Processor, and you, the “User”, acting as a Data Subject with certain right and obligations, regarding the processing of your personal information on the Platform.

1.2 We are committed to safeguarding your privacy and all other Users of the Platform.

1.3 This Privacy Notice distinguishes between different kinds of Users that visit the Platform and use it in different ways and for different purposes. The categories of personal data we collect, how and why collect and process it, depends on each user type. Section of this Privacy Notice that pertain only to a certain group of Users are prepended with [User Type] so each User can easily navigate this Policy and identify the sections that pertain to them. We distinguish between the following User types:

1.3.1 Visitor: Any User that navigates their internet browser to https://mymun.com is a “Visitor”.

1.3.2 Registered User: Any User that creates an account on the Platform is a “Registered User”. They are also Visitors.

1.3.3 Delegate: Any User that applies to participate in a conference on the Platform is a “Delegate”. They are also Registered Users and Visitors.

1.3.4 Organizer: Any user that registers and administrates a conference on the Platform is an “Organizer”: They are also Visitors and Registered Users, and may be Delegates simultaneously.

1.4 We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may notify you of significant changes to this policy by email.

2. [All Visitors] Cookies, Usage Data

2.1 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of the Platform, we will ask you to consent to our use of cookies when you first visit our website. We use cookies to manage authentication, personalization, security and analysis functionalities of the Platform.

2.2 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/guide/safari/manage-cookies-sfri11471/mac (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

2.3 Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

2.4 We process data about your use of our website and services (hereafter "Usage Data"). The Usage Data may include your IP address, geographical location, browser type and version, operating system type and version, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our own web server as well a third parties (see Third Parties). This usage data may be processed for the purposes of analyzing the use of the website and services. The legal basis, insofar this data is not anonymized by us or a third party provider, for this processing is your consent if you are a Registered Users and/or our legitimate interest in monitoring and improving our website and services, if you are only a Visitor.

3. [All Visitors] Data Retention, Expiration and Automated Anonymization

3.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

3.2 We anonymize your user account and all personal data connected to it 48 months after your last activity on the Platform.

3.3 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4. [All Visitors] Your Rights as a Data Subject

4.1 Your principal rights under applicable data protection law are:
(1) the right to access;
(2) the right to rectification;
(3) the right to erasure;
(4) the right to restrict processing;
(5) the right to object to processing;
(6) the right to data portability;
(7) the right to complain to a supervisory authority; and
(8) the right to withdraw consent.

4.2 To exercise any and all of the above mentioned rights, please get in touch with info@mymun.com

4.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee of no more that EUR 50,00.

4.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

4.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include:
(1) the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
(2) you explicitly withdraw consent to consent-based processing;
(3) you object to the processing under certain rules of applicable data protection law;
However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information, for compliance with a legal obligation, and for the establishment, exercise or defense of legal claims.

4.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: (1) you contest the accuracy of the personal data; processing is unlawful but you oppose erasure
(2) we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defense of legal claims and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent
(1) for the establishment, exercise or defense of legal claims
(2) for the protection of the rights of another natural or legal person; or for reasons of important public interest.

4.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

4.10 To the extent that the legal basis for our processing of your personal data is:
(1) consent; or
(2) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

4.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

4.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

5. [All Visitors] International Transfers, Hosting, Security

5.1 Your personal data may be transferred to countries outside the European Economic Area (EEA), including the United States of America. The European Commission has made an "adequacy decision" with respect to the data protection laws of all countries we may transfer your personal data to, including the United States of America. Transfers to each of these countries is protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.

5.2 The primary hosting facilities for our website are situated in Tuusula, Finland.

5.3 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

5.4 Your personal data is secured and only accessible by a limited number of persons who have special access rights to such systems, and are required by law and contractual obligation to keep the information confidential and uphold the stipulations and duties laid out in this Privacy Notice.

5.5 All communication with our services is end-to-end encrypted via Secure Socket Layer (SSL) technology. Your password stored in our database is strongly encrypted.

5.6 Our databases are routinely backed up to both secure on- and off-site locations

6. [Registered Users] Account Data and Profile Data

6.1 We may process your Account Data (hereafter "Account Data"). The Account Data may include your name, email address, gender, date of birth, nationality, physical address, phone number, social media account ids, and your diet.The source of the Account Data is your input on the Platform. The Account Data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is your consent given by submitting this data on the Platform and our legitimate interests, namely the proper administration of our website and business, and/or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

6.2 We may process information that you post for publication on our website or through our services ("Publication Data"). The Publication Data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is your consent given by submitting this data on the Platform and our legitimate interests, namely the proper administration of our website and business, and/or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

7. [Delegates] Application Data

We may process your personal data that are provided in the course of the application process to a conference on the Platform ("Application Data"). The application data may include any kind of data that the respective conference asks you to supply during their application process. The source of the Application Data is you. The Application Data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is your consent given by submitting this data on the Platform and our legitimate interests, namely the proper administration of our website and business, and/or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

8. [Organizers] Conference Data and KYC/CTF Data

We may process additional personal data about your role in a conference, your correspondence with fellow conference organizers, your attendants and other Platform Users, as well as Know-Your-Customer and Counter-Terrorism-Financing data, if you are a conference organizer. This data may include correspondence, your affiliation with the conference you are hosting, your passport ID, a scan of your passport, and financial details such as your income tax id. The source of this data is your submission on the Platform. This data may be processed for delivering our conference management Platform and payment Platform services. The legal basis for this processing is your consent as well as the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

9. [All Visitors] Processing for Legal Claims, Risk Management, and Compliance

9.1 We may process any of your personal data identified in this Privacy Notice where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

9.2 We may process any of your personal data identified in this Privacy Notice where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

9.3 In addition to the specific purposes for which we may process your personal data set out in this Privacy Notice, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, and/or in order to protect your vital interests or the vital interests of another natural person.

10. [All Visitors] Transfer of Personal Data to Third Parties

10.1 We may disclose your personal data to third parties. The categories of data, purpose and trigger or occasion of each type of transfer are laid out in the table below.

10.2 Third Party Recipients of User data