Data Protection Policy

Date updated: October 20th, 2024

Introduction

We want you to be confident that the personal data you provide to us is in safe hands at all times. Effective Altruism Gothenburg (EAG) has prepared this Data Protection Policy to document how we ensure that our processing of your personal data is in compliance with the General Data Protection Regulation.

Data controller

Effective Altruism Gothenburg is the data controller for personal data collected from you and processed on this website and within the scope of our services.

When do we collect your data?

• When you apply for a job, internship, grant or any other services from EAG;
• When you contact EAG;
• When you register for an event or seminar organized by EAG;
• When you subscribe to newsletters, sign up as a member or order materials from EAG;
• When we request your data with your informed consent for future contact and processing.

What data do we collect?

The main type of personal data we may process is information such as names and contact information, including phone numbers and email addresses. When you contact EAG, we process the personal data relevant to your enquiry. We will store data for as long as required to render a service you have requested or for which you have given your consent. We may store data longer if required by law or to protect our legitimate interests, for example, during ongoing legal proceedings.

What do we use the data for?

We will enter your data in our database when you apply for grants, order materials or subscribe to newsletters via our website, or when you contact us by phone or email. We use the personal data you provide to process enquiries and for our statistical purposes. The personal data may also be used for information-processing purposes, following up and improving the activities of EAG, and defending the organization’s rights. We also collect data to measure our impact, e.g. to find out the number of people who attend our events or if we have impacted someone’s career choice or donation decisions. When you apply for jobs, we will use your data strictly for the purpose for which they were provided. We may save applications for one year from the end of a recruitment period to ensure compliance with Swedish legislation.

EAG may share personal data with companies that process personal data on behalf of EAG (data processors), such as IT suppliers and partners (e.g. Airtable, Google LLC). EAG is always responsible for the processing of your data by such companies. Your data might be shared with third parties only if there is a lawful basis or if it is connected to your request and fulfilling our obligation connected to it. We never will share data for commercial use.

Personal data may also be shared if required to:

• comply with applicable laws, regulations, legal proceedings or requests from executive agencies
• to measure our impact
• safeguard legitimate interests of EAG
• discover, prevent or otherwise call attention to security or technical issues and fraud.
• data that you explicitly instructed us to share with a third party.

We may also share your name with The Centre for Effective Altruism and details about our encounters with you, if there is a community health interest in it. 

EAG always strives to store personal data within the EU/EEA, but personal data may be transferred to and processed in countries outside of the EU/EEA by a supplier or subcontractor, for example, in the case of cloud service usage. EAG shall take organisational and technical measures to ensure secure processing of personal data at an adequate level of protection comparable to and at par with the protection provided within the EU/EEA.

We also receive data from other Effective Altruism organizations such as the Centre for Effective Altruism, if they have received your consent to share it. The Centre for Effective Altruism never shares data with us without your consent.

EAG website may contain links to websites owned or operated by a party other than EAG. EAG is not responsible for any processing of your personal data on these websites.

Data Protection Policy amendments

In the event of amendments to this Data Protection Policy, EAG will publish the modified Data Protection Policy at effektivaltruism.org including notice of the effective date of the amendments. If EAG makes any significant amendments to the Data Protection Policy, the foundation may also choose another method of informing you, such as by email or publishing an announcement at effektivaltruism.org.

Legal basis, storage and deletion of personal data

By providing data to EAG, you consent to EAG collecting and storing information about your enquiry and processing the personal data provided for the specified purpose(s). EAG’s legal basis for processing will be one of the following: performance of a contract, a legal obligation, legitimate interest or consent. If EAG uses legitimate interest as the legal basis, this will be solely for the purposes described above. Please note that you can withdraw your consent at any time by notifying us. Data is processed in accordance with applicable legislation, which means that personal data is not retained for longer than is necessary in relation to the purposes of processing.

In practice, this means that data are deleted when they are no longer necessary or useful for analyses or contacts under the purposes for which they were collected. Some information may be retained longer than this to meet other statutory requirements, such as those of the Swedish Accounting Act. EAG shall maintain a high level of security and confidentiality in all personal data processing.

You have rights with respect to your data, including the right to influence your data and what data is saved. EAG will rectify information that is discovered to be incorrect on your initiative or its own initiative. You also have the option of requesting that your data be deleted or its use restricted at any time by contacting us. If you believe that your rights are not being respected, you are welcome to contact EAG or the Swedish Data Protection Authority. You can opt out of receiving communications from EAG at any time. You are always welcome to contact EAG for assistance in opting out of our communications.

Right to request information and rectification

You are entitled to request a copy of the personal data undergoing processing by EAG and information about the purpose of the processing free of charge twice a year. You are also entitled to rectification, anonymisation or erasure of data. Contact us using the addresses under the section entitled Contact information of EAG if you would like to learn more about how EAG processes your data.

Contact information of EAG

If you have questions about how EAG processes personal data or wish to request a copy of your data processed by the foundation, please contact us: eachalmers@eahub.org 

If you request a copy of your data more often than twice in one year, EAG will charge a fee of EUR 50 to cover its administrative costs for processing these requests. The fee is payable in advance to an account designated by EAG.

How we store your personal information

EAG has taken the technical security measures necessary to protect your data from unauthorized access, modification and erasure. All personal information is stored at Airtable or Google Drive

We will then dispose of your information within 30 days after the data has filled its purpose. In some cases, we might store your cases longer if we are under a lawful basis or obligation to do so.

Information collected using Google Forms is managed by Google LLC, where Google LLC acts as the processor of the personal data on behalf of Effective Altruism Sweden. Google LLC may share the provided information with its affiliates in accordance with its privacy statement found here: https://policies.google.com/privacy.

Use of cookies

EAG uses cookies to collect information on how our website is used to improve it. No directly identifying information is collected.

Your data protection rights

Under data protection law, you have rights including:

1. Your right of access – You have the right to ask us for copies of your personal information. 
2. Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
3. Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
4. Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
5. Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
6. Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organization, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at eachalmers@eahub.org  if you wish to make a request.

You can reach the EDPS in the following ways:

Using the EDPS contact form, select ‘My personal data’ as the relevant subject. 

E-mail: edps@edps.europa.eu 

EDPS postal address: European Data Protection Supervisor, Rue Wiertz 60, B-1047 Brussels, Belgium