Data Privacy Statement

LEATSS a.s.b.l.

Privacy Policy

General

• Personal data about LEATSS committee members, students and tutors (hereafter called associates) will be collected and stored electronically and securely.
• Only data which is essential to the administration and promotion of LEATSS activities will be retained.
• It is the responsibility of the LEATSS committee to ensure the accuracy and security of the data held.
• LEATSS associates have the right to:
  • view what data is being held about them.
  • request certain items of data to be withheld from public view or even deleted.
  • request data to be updated / corrected.
  • request that all personal data be deleted (although their association with LEATSS will then be terminated)
• LEATSS associates who have not participated in the summer school for many years will be contacted periodically and asked if they wish for their data to be retained or deleted.

What personal information is stored about me and why?

The basic information stored for all associates is:

• Email address: this is the primary, unique identifier of you. It allows us to contact you about matters relating to LEATSS.
• Telephone Number: At least one telephone number is required as back-up in case an email fails or when information needs to be passed very quickly.
• Name: This enables us to identify you in a friendly and informal way in all our communications.
• Gender: This helps us to make suitable selections for shared accommodation.
• Address and Date of birth: Our insurers require us to provide the names, addresses and dates of birth of all LEATSS participants who are to be covered by our accident insurance. Age information also used to help us to make suitable selections for shared accommodation and to demonstrate our inclusivity in publicity.
• Nationality: Whilst LEATSS is an English language based society, a large proportion of the participants come from countries where English is not the first language. It is helpful for the society to be able quote accurate statistics about the multicultural nature of our summer school events.
• Photographs: Photographs taken during LEATSS events will be stored (electronically) and used in publicity unless they include an image of an associate who has not given consent to photographs.

LEATSS will not share personal data about any associate with any other party.

What personal information is stored about me when I participate as a LEATSS student and why?

When someone applies to attend a LEATSS course, they must consent to certain extra pieces of personal data being held about them. This information is collected on an application form and is used to by the course director and administrators to organise the event.

• Course preference: Students may be asked to select from a number of courses available at a LEATSS event.
• Dietary requirements: Students are asked to state any particular dietary requirements they have.
• Type of accommodation: Students must indicate whether they will attend LEATSS as a day or residential student and their preferred type of accommodation. They may also provide the name of another student with whom they wish to share.
• Bar tab: We collect and store data about food and drinks consumed from the bar during the week in order to calculate bar bills.
• Payment of fees and bar bills: We hold data about payments made before and during a LEATSS event and use them to compile the annual accounts.
• Bank account number: This data is not collected unless the student is due a refund.
• Photographs: It is a condition of participation in a LEATSS event that associates accept that photographs might be taken during classes and breaks and that it is not possible to guarantee that certain students do not appear in a shot. However, images of individuals will not be retained without their consent.

Personal data collected about participation in a particular LEATSS event will generally be deleted at the end of the LEATSS year in which it occurred*. However, the fact that the student attended the event in that year will be retained for history purposes. If an associate insists on deletion of all their data, the history will show an identification number but no name.

What personal information is stored about me when I participate as a LEATSS tutor and why?

When someone agrees to be a tutor at a LEATSS event they must also agree to certain extra pieces of personal data being held about them.

• Biography: A biograpahy of the tutor showing information such as their training and experience in teaching, performing, directing and writing will be put together from information available in the public domain or supplied by the tutor expressly for use at LEATSS. The information will be stored and displayed on the LEATSS website to help prospective students decide whether to enrole in one of the tutor's classes and for publicity purposes.
• Photographs: A photograph of the tutor will be stored and displayed on the LEATSS website. The photo used will be one found in the public domain or supplied by the tutor specifically for use at LEATSS. Images of the tutor may also appear in photographs taken during the week and these may be used in publicity.
• Bar tab: We collect and store data about food and drinks consumed from the bar during the week in order to calculate bar bills.
• Bar bills: We hold data about payments made by tutors to settle bar bills.
• Payments Made: We retain details of all payments made to tutors and use them to compile the annual accounts.
• Bank account number: This data is not collected unless the tutor has request to have their fees paid by bank transfer.

At the end of the LEATSS year, biographical data will be retained for publicity purposes. Financial data will also be retained for a number of years where it is legally required for accounting purposes.

What personal information is stored about me when I participate as a member or honorary member of the LEATSS committee and why?

When someone agrees to be a member of the LEATSS committee they must also agree to certain pieces of personal data being held about them. This data is additional to that held about them as a student.

• Committee Role: The role of member (chair, treasurer, secretary, publicity, webmaster etc) is stored electronically.
• Bank account number: This data is held to allow settlement of expense claims.
• Payments: Payments made against expense claims will be recorded and use to compile the annual accounts.
• Benefical Owners: LEATSS committee members are listed in the Luxembourg Business Register as the "beneficial owners" of the asbl. In order to make the registration, it is necessary to hold the following additional data:
  • Date, place and country of birth.
  • Luxembourg National ID Number (matricule).
  • Nationality

At the end of the LEATSS year, biographical data will be retained for publicity purposes. Financial data will also be retained if it is legally required for accounting purposes.

*The data will be deleted once the books have been closed and the AGM of the LEATSS has been held.

This document was last updated 19th March 2020

Last updated: 2024-02-18 06:59:18