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Privacy policy

Personal Data Controller

International Debate Education Association, Mariahoek 16-17, 3511LG Utrecht, Netherlands
email: info@idebate.nl

Through this Privacy Policy, we, as the controller and processor of personal data, inform data subjects (natural persons whose personal data we process), about all processing activities and the principles of protection of their personal data and privacy within the Greenbox system.

Categories of data subjects

We process personal data of the following categories of persons:

  1. Greenbox Users - persons who register in the Greenbox system

  2. Event Participants - users of Greenbox who register for an event through this system

Information on the processing of personal data

Categories of Data SubjectsGreenbox UsersEvent Participants
Purposes of ProcessingRegistration of users into Greenbox system, which ensures club and organisation management, forum activities, e-learning activities, and event registrationOrganisation of events
Legal Basis for ProcessingConsentPerformance of a contract and compliance with legal obligations arising mainly from regulations concerning accommodation, accounting, and taxes.
Personal Data ProcessedAlways:
  • First name
  • Last name
  • Email
Optionally:
  • Phone number
  • Social media links
  • First name
  • Last name
  • Email
  • ID or passport number
  • Address
  • Date of birth
  • Gender
  • School grade
  • Dietary requirements
Period for which the personal data will be storedPersonal data may be processed for an indefinite period for this purpose (until the right to erasure is exercised).Personal data may be processed for the duration of the contractual relationship (particularly until the end of the event).
Recipients of Personal Data
  • Processors who process personal data based on our instructions (providers of cloud or hosting services, other operators of software we use, or service providers we employ)
  • Public authorities and other entities if required by applicable law.
  • Other entities in case of unexpected events when data provision is necessary for the protection of life, health, property, or another public interest, or if required to protect our rights, property, or safety.
  • IDEA member organizations organizing the event
  • Accommodation providers for the event and other entities legally requiring the data
  • Processors who process personal data based on our instructions (providers of cloud or hosting services, other operators of software we use, or service providers we employ)
  • Public authorities and other entities if required by applicable law.
  • Other entities in case of unexpected events when data provision is necessary for the protection of life, health, property, or another public interest, or if required to protect our rights, property, or safety.

Automated Individual Decision-Making and Profiling

No automated individual decision-making, including profiling, occurs during the processing of personal data.

Your Rights as a Data Subject

  • You have the right to request access to your personal data under the conditions set out in Article 15 GDPR.

  • You have the right to withdraw your consent to the processing of personal data, which we process based on consent, under the conditions set out in Article 7 GDPR.

  • You have the right to request rectification of personal data under the conditions set out in Article 16 GDPR, restriction of processing under the conditions set out in Article 18 GDPR, or erasure of data under the conditions set out in Article 17 GDPR.

  • You have the right to object to the processing of your personal data under Article 21 GDPR.

  • You have the right to data portability to another controller under the conditions set out in Article 20 GDPR.

  • You have the right not to be subject to any decision based solely on automated processing, including profiling, under the conditions set out in Article 22 GDPR.
     You have the right to be informed about any personal data breach under the conditions set out in Article 34 GDPR.

  • If you believe that the processing of your personal data violates GDPR, you have the right to lodge a complaint with a supervisory authority under the conditions set out in Article 77 GDPR.

This Privacy Policy is effective from 1 April 2025.