Privacy Policy
Last update: September 4, 2024.
This privacy notice for Erasmus Student Network Lappeenranta ry (operating under the name ESN Lappeenranta) (‘ESN Lappeenranta‘, ‘we‘, ‘us‘, or ‘our‘), describes how and why we might collect, store, use, and/or share (‘process‘) your information when you use our services (‘Services‘), such as when you visit our website at www.esnlpr.fi or any website of ours that links to this privacy notice or engage with us in other related ways, including any sales, marketing, or events.
1. What information do we collect?
1.1 We collect personal information that you disclose to us. We collect personal information that you voluntarily provide us when you register on the Services, express an interest in obtaining information about us or our products and Services when you participate in activities on the Services, or otherwise when you contact us.
1.2 Personal Information Provided by You. The personal information we collect depends on the context of your interactions with us and the Services, your choices, and the products and features you use. The personal information we collect may include the following: names, phone numbers, email addresses, mailing addresses, usernames, passwords, billing addresses, and debit or credit card numbers.
1.3. Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information: student data.
1.4. Payment Data. If you make purchases, we may collect data necessary to process your payment, such as your payment instrument number and associated security code.
1.4.1 All payment data stored by Stripe is stated in their privacy notice link(s) here: https://stripe.com/privacy.
1.4.2. All payment data stored by MobilePay is stated in their privacy notice link(s) here: https://mobilepay.fi/app/legal/privacy-notice/en
1.5. All personal information you provide must be true, complete, and accurate, and you must notify us of any changes to such personal information.
1.6. Information that is collected automatically. We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services and for our internal analytics and reporting purposes. Like many businesses, we also collect information through cookies and similar technologies. The information we collect includes Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services, which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages, and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
2. How do we process your information?
2.1. We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
2.1.1. To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
2.1.2. To deliver and facilitate the delivery of services to the user. We may process your information to provide you with the requested service.
2.1.3. To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested Services.
2.1.4. To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
2.1.5. To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges through the Services.
2.1.6. To identify usage trends. We may process information about how you use our Services to better understand how they are used so we can improve them.
2.1.7. To save or protect an individual’s vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.
3. What legal bases do we rely on to process your information?
3.1. The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. As such, we may rely on the following legal bases to process your personal information:
3.1.1. Consent. We may process your information if you have permitted us (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
3.1.2. Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request before entering into a contract with you.
3.1.3. Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests, and those interests do not outweigh your interests and fundamental rights and freedoms.
3.1.4. Data to analyze how our Services are used so we can improve them to engage and retain users.
3.1.5. Data for the Legal Obligations. We may process your information where we believe it is necessary to comply with our legal obligations, such as cooperating with a law enforcement agency, exercising or defending our legal rights, or disclosing body or regulating your information as evidence in litigation in which we are involved.
3.1.6. Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as in situations involving potential threats to the safety of any person.
4. When and with whom do we share your personal information?
4.1. Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (‘third parties‘) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The third parties we may share personal information with are as follows:
4.1.2. Data Backup and Security: Google Drive Backup.
4.1.3. Invoice and Billing: Stripe and MobilePay.
4.1.4. Web and Mobile Analytics, Website Performance Monitoring: Jetpack and Google Analytics.
4.1.5. Website Hosting: Hetzner.
5. Do we use cookies and other tracking technologies?
5.1. We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy.
6. How long do we keep your information?
6.1. We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice unless a more extended retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than the period users have an account with us.
6.2. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information or, if this is not possible (for example, because your data has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
7. How do we keep your information safe?
7.1. We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. Do we collect information from minors?
8.1. We do not knowingly solicit data from or market to children under 18. By using the Services, you represent that you are at least 18 or the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to delete such data from our records promptly. If you become aware of any data we may have collected from children under the age of 18, please get in touch with us at [email protected].
9. What are your privacy rights?
9.1. In some regions (like the EEA and UK), you have certain rights under applicable data protection laws. These may include the right:
9.1.1. to request access and obtain a copy of your personal information,
9.1.2. to request rectification or erasure,
9.1.3. to restrict the processing of your personal information,
9.1.4. if applicable, to data portability.
9.2. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the contact details provided in the section “How can you contact us about this notice?” below. We will consider and act upon any request by applicable data protection laws.
9.3. If you are located in the EEA or UK and believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.
9.4. If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.
9.5. Withdrawing your consent: If we rely on your consent to process your personal information, you can withdraw your consent at any time. You can withdraw your consent anytime by contacting us using the contact details provided in the section “How can you contact us about this notice?” below.
9.6. However, please note that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
9.7. Account Information. If you would like to review or change the information in your account or terminate your account, you can log in to your account settings and update your user account or contact us using the contact information provided.
9.8. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with investigations, enforce our legal terms, and/or comply with applicable legal requirements.
9.9 Cookies and similar technologies. Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. To opt out of interest-based advertising by advertisers on our Services, visit http://www.aboutads.info/choices/.
10. Controls for do-not-track features.
10.1. Most web browsers, mobile operating systems, and mobile applications include a Do-Not-Track (‘DNT’) feature or setting to signal your privacy preference and not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.
11. Do we make updates to this notice?
11.1. We may update this privacy notice from time to time. The updated version will be indicated by an updated ‘Revised’ date, and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
12. How can you contact us about this notice?
12.1. If you have questions or comments about this notice, you may email us at [email protected]
12.2. You can contact us via regular mail at “Erasmus Student Network Lappeenranta ry, Laserkatu 10, 53850 Lappeenranta, Finland”. We can’t guarantee fast processing of your message via regular post.
13. How can you review, update, or delete the data we collect from you?
13.1 You have the right to request access to the personal information we collect from you, change it, or delete it. To update your personal information, please visit https://esnlpr.fi/my-account/.
13.2. To request to review, update, or delete your personal information, please visit https://esnlpr.fi/contact/.