This Policy describes the processing of your personal data and provides an explanation of your rights in relation to this processing. Corax may also provide information through specific written correspondence (email), or in other direct means to the requester. Please note that Corax may only provide information about specific personal data processing directly if requested by the relevant data subject (i.e. individual) or those appropriately authorized by the data subject.
Should you wish to contact us in relation to personal data processing, please email us at email@example.com. Should you prefer other means of communication, you can also use the contact form provided below or any other form made available at our official website, our official social media channels or contact our directors via the contact information provided in the About Us page of our official website.
1. Personal data processed
In the process of organizing and running our projects, we may process various personal data. Specifically, we may process your following personal data in the following situations:
- personal data, rarely possibly including special categories of personal data, provided to us by or on behalf of our participants in the competitions (The Hague Inter-University Law Debate Tournament, Concours Inter-Universitaire de Debat de La Haye), contributors to the law journal and data created by us when running the projects,
- personal data enabling individual identification and the data we need to assess potential conflicts of interest or confirm meeting of the participation eligibility criteria and other procedures required to ensure the integrity and equality of participation in the projects,
- contact details for communication with the participants, partners, sponsors or other persons (e.g. their representatives) and other basic information relevant for communication purposes (name and surname, email or telephone number, physical address, other contact details, organisation, position or other relationship within an organisation),
- personal data such as availability (dates, times, locations, etc.) to organize events, matches, workshops and other activities for participants or other persons,
- personal data that allows us to identify our partners and the personal data we need for our contractual (or pre-contractual) relationships with our partners, including the personal data of our sponsors and partners
- data needed to make payments, e.g. billing information,
- personal data such as visual and audio recordings of persons captured by a recording of the debate matches during competitions or any other recorded and public event part of our projects
- any other personal data that you may choose to provide us with or that may be provided to us by third parties.
Whilst our organisation does not collect or process cookies directly, our website hosting platform WordPress.com does. To learn more about their use and how to control cookies, please see here: https://automattic.com/cookies/
2. Collection of personal data
Our organisation may collect/obtain personal data via various channels, such as:
- directly from the data subject – when voluntarily providing personal data to us when submitting a registration form for the project, submitting a contact form via the official website, contacting us via our official social media, when concluding/carrying out a contract with our partner, or in the course of other communication,
- recording you during one or more of the publicly held events such as debate matches, workshops, opening and closing ceremonies or other such events organised by our organisation,
- from our partner organisation(s) or other persons during the establishment of the project, registration of the project participation or when creating personal data on our own,
- from employer, education institution, contractual partner(s),
- from publicly available resources (particularly for communication purposes).
3. Purpose of processing personal data and the legal basis
Our organisation collects and processes personal data to provide opportunities for students, professionals and academics, organisations and companies to connect, establish collaboration and on the individual level have another platform to grow and develop essential professional skills. Other purposes include:
- legitimate interest – of our organisation, of third parties (participants in the projects) – mainly for the purposes of communication with project participants, sponsors and other persons and other purposes stated in this Policy,
- to promote the active projects and highlight their participants,
- to evaluate the eligibility of nominated students and jurors, and to confirm the identity of the journal contributors,
- conclusion and performance of contracts (e.g. sponsors, partner organisations, landlords, tax advisors, IT service providers),
- compliance with specific regulations (e.g. GDPR),
- any other purpose(s) for which our organisation has been given consent by the data subject.
4. Use of personal data
Our organisation may process personal data in various ways, in line with the intent to fulfil the respective purposes as defined earlier. Your personal data may be:
- obtained, structured, used, stored and adjusted to create a reliable mailing list to ensure all participants are timely informed of the timeline and news of the project, certain information may also be provided to third parties to the extent allowed by the established purposes and in line with general interests of the project participants,
- obtained, structured, used, stored and adjusted to communicate and conduct our activities, promote project participants and project timeline and news,
- used to: provide requested information, perform or conclude contracts, evaluate the eligibility of potential participants,
- used to comply with specific regulation(s).
Our organisation does not sell or otherwise commercially distribute personal data. Our organisation protects personal data by using organizational and administrative measures in accordance with applicable legislation to ensure the protection of the data´s integrity, prevention of misuse, accidental or unlawful destruction, unauthorized access or transfer, loss, or modification.
Our organisation may retain the following data on project participants: first name, surname, and measure of communication (e.g. email, LinkedIn profile). We need to maintain such a list to effectively administer projects to ensure fair and open participation and lower the cost and time required to confirm eligibility criteria. A project participant has the right to object to such data processing.
5. Newsletter(s), promotion
Our organisation may use personal data for the direct promotion of projects and project participants. Our promotional activity mainly entails publishing on our official website, and official social media channels, via sponsored posts, newsletters, blog posts and greetings. Prior to publishing any such data project organisers have clearly communicated such activity at the beginning of the project (or project registration) to the project participants.
If you receive a newsletter or other project communication from us that you are not interested in, do not hesitate to let us know at firstname.lastname@example.org and we will exclude you from further correspondence.
6. Sharing personal data
Personal data will be used by the project organisers, ie internally in our organisation, mainly by co-directors of the organisation and/or authorized project organisers.
Our organisation may also provide your personal information to some other persons if so required for the above-listed purposes. Personal data may be provided to our external advisers, in particular technical advisers, competitions´ Supervisory Boards, specific projects´ partner organisations or sponsors who (with the participant´s consent) provide services to the participant (e.g. internship programs, scholarships), third parties with relevant authorisation for obtaining, using or otherwise processing of the relevant personal data (e.g. the police). In certain circumstances, our organisation may be obligated to provide your data to the public authority or other entities pursuant to the relevant legislation, or this Policy. It is possible that in some cases, the applicable law does not permit us to inform you that we have provided such data.
Our organisation does not transfer your personal data to third countries or international organisations unless such transfer is permitted under the GDPR.
7. Personal data retention
Personal data is stored in accordance with our internal archiving and storage policies. This is directly related to the project purposes (e.g. for competitions this is also to ensure fair and equal opportunity). Retention periods for personal data are based on the GDPR, the time necessary to fulfil the data processing purpose, and the recommendations of the relevant public authorities.
Debate matches, workshops and other recorded public events are being stored on a third-party platform (YouTube) for an indefinite period. The project participants recorded during those public events may request the project organisers to review their personal data in the relevant recordings.
8. Your rights as to the personal data processing
Should our organisation be processing your personal data, your rights pursuant to the GDPR in particular include the following:
- right to request confirmation as to whether and why our organisation processes your personal data, and to obtain a copy of this data,
- right to request correction of inaccurate or incomplete data,
- right to request the deletion of personal data, restriction of processing of personal data or that such processing be stopped, for example, if personal data is no longer necessary for the specified processing purposes,
- right to object to the processing if it relies on legitimate interests as a legal basis for processing,
- right to request the transfer of personal data (i.e. receipt of such data in a portable format or transmission of such data directly to another party designated by the individual).
Should your personal data be processed based on consent, you have the right to withdraw the consent at any time.
Should you wish to exercise any of your privacy rights, please email us at email@example.com and we will address your request in accordance with our obligations. To ensure the obligations arising from your request and the possible legislative and other regulatory requirements, we may still process certain personal data despite your request to delete your personal data or withdrawal your previous consent.
Information on personal data processing is typical to be provided free of charge. Please note, that in certain circumstances, for instance, should the request(s) be obviously unjustified and/or not in good faith, we may reject your request or ask for a reasonable administrative fee.
If you believe we have not observed your privacy rights, you may file a complaint with Dutch Data Protection Authority.
Should you have any questions as to our processes or the above Policy, do not hesitate to reach out to firstname.lastname@example.org or send us a message using the form below.