Privacy Policy

Introduction

Erasmus Student Network Ukraine ("ESN Ukraine", "we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, and safeguard information when you visit our website esnukraine.org.

By using our website, you acknowledge that you have read and understood this Privacy Policy. We encourage you to review it periodically for any updates.

Data Controller

The data controller responsible for your personal data is:

What Data We Collect

We may collect the following types of information:

Technical Data (Collected Automatically)

• IP address (anonymized where possible)
• Browser type and version
• Device type and operating system
• Pages visited, time spent on pages, and navigation patterns
• Referring website URL

Information You Provide

• Newsletter subscription: your email address, provided when you subscribe to our newsletter
• Contact forms: your name and email address when you reach out to us via our contact page

Cookie Preferences

We store your cookie consent preferences locally on your device. See our Cookie Policy for full details.

How We Use Your Data

We use the data we collect for the following purposes:

• Website functionality and security: ensuring our website operates correctly and securely
• Analytics: understanding how visitors use our website so we can improve the user experience (all data is anonymized)
• Newsletter: sending you updates about ESN Ukraine activities, events, and opportunities (only with your explicit consent)
• Communication: responding to your inquiries submitted via our contact forms

Legal Basis for Processing

We process your personal data based on the following legal grounds under the General Data Protection Regulation (GDPR):

• Consent: when you subscribe to our newsletter, submit a contact form, or accept analytics cookies
• Legitimate interest: for website security, fraud prevention, and basic analytics to improve our services

You may withdraw your consent at any time by unsubscribing from our newsletter or changing your cookie preferences via the "Cookie Settings" option in the website footer.

Cookies

Our website uses cookies — small text files stored on your device — to ensure proper functionality and, with your consent, to collect anonymized analytics data.

We use two categories of cookies: Strictly Necessary (required for the website to function) and Analytics (to understand how visitors use our site).

For a complete list of cookies we use and how to manage them, please visit our Cookie Policy.

Third-Party Services

We use the following trusted third-party services to operate our website. Each provider has its own privacy policy governing their use of data:

Data Sharing

We do not sell, rent, or trade your personal data to any third parties. We only share data with the service providers listed above, strictly for the purposes described in this policy.

We may disclose your data if required by law or if we believe in good faith that such action is necessary to comply with legal obligations.

Data Retention

We retain your data for the following periods:

• Newsletter contacts: until you unsubscribe
• Analytics data: up to 26 months
• Cookie consent preferences: 12 months
• Contact form submissions: up to 12 months after resolution

After these periods, your data is automatically deleted or anonymized.

Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your personal data ("right to be forgotten")
• Right to restriction: request that we limit the processing of your data
• Right to data portability: receive your data in a structured, commonly used format
• Right to object: object to the processing of your data for specific purposes

To exercise any of these rights, please contact us at ukraine-nr@esn.org. We will respond to your request within 30 days.

Children's Privacy

Our website is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe that we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete the information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal and regulatory reasons. When we make significant changes, we will update the "Last updated" date at the top of this page.

We encourage you to review this page periodically to stay informed about how we protect your data.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: