Privacy policy

TERMS AND CONDITIONS

1. GENERAL PROVISIONS

This privacy policy (“Privacy Policy”) regulates the processing of your personal data as a part of your use of our Website (the “Website”) and the accompanying services (jointly referred to hereinafter as “Services”).The owner of the website and the domain “yho.network” (hereinafter referred to as the Website) is the Mednarodna zveza za zdravje mladih – International Youth Health Organization, Slovenska cesta 56, 1000 Ljubljana; registration number: 4033477 (hereinafter referred to as YHO).

The use of the Website (browsing, opening links, reading content and the like) and the use of web applications on the Website (web browsing, use of forms, use, uploading and downloading of documents in web applications and the like) shall be considered as the consent of the website visitor that they agree with these Terms and Conditions. If you do not agree to these terms of use as a visitor to the Website, please do not use the Website.

We reserve the right to change these Terms and Conditions at any time without notice by posting a new version on the Website. The version of the Terms and Conditions is evident from the date of their last modification, which is recorded at the bottom of these Terms.

These General Terms and Conditions apply to the entire site and all of its individual parts, such as sections, sub-pages or applications integrated on the website, unless expressly provided otherwise for each part.

By using our Website and/or our Services, you acknowledge that you have carefully read this Privacy Policy and that you unreservedly agree with it. We reserve the right to regularly change the Privacy Policy as we deem fit. Such change will be communicated through the Website.

By clicking the privacy opt-in check box on the forms on the Website, you declare that you have indeed read this Privacy Policy and agree with it. You declare that you understand with what objectives your personal data is processed. You also agree with the fact that your continued use is understood as continued permission. You can withdraw your permission at any time by addressing a request to secretary.general@yho.network

Remember that we can use so-called “cookies” or similar technology as part of the Website and/or the Services. Cookies are small text files that are stored on the hard drive of a device and that contain certain information, which sometimes includes personal data. For more information regarding our use of cookies, please read our cookie policy.

2. WEBSITE’S CONTENT AND APPLICATIONS

Articles, news, notifications, texts and other content published on the Website (hereinafter referred to as Content) and applications running on the Website have been designed to best serve non-governmental organizations (hereinafter NGOs) and other visitors to the Website to provide useful content to facilitate their work. In doing so, we make every effort to maintain the accuracy and correctness of this information and content and the proper functioning of the applications by maintaining the Website.

The website mainly publishes content from the fields of our activities as defined in the YHO Constitution, information on activities and events, initiatives and actions of NGOs, policies and measures concerning NGOs and other information relevant to NGOs.

We reserve the right to modify, add or remove content or applications on the Website without notice, and we accept no liability for any consequences of such changes.

Links to other organizations or people’s websites are also posted on the website. The operation of these sites and their content cannot be influenced by YHO and therefore we accept no responsibility for the accuracy of the information and content published there.

The rules on limitation of liability for the use of content and applications on the Website are set out in Section 4 of these Terms and Conditions.

3. YHO WEBSITE AND NEWSLETTER’S DESIGN

The YHO website (www.yho.network) and the YHO newsletter (or electronic news) are transmitted via email and contain content from the fields of activities of the YHO, inform about activities and events, initiatives and actions of non-governmental organizations (NGOs) at national and international levels, on policies, programs and actions at national, EU and international level, on the opportunities for NGOs to be involved in projects and other NGO opportunities. They may also include invitations to participate in campaigns, events, surveys and other initiatives, as well as marketing content in terms of offers for various products or services. In doing so, we only publish content that is directly or indirectly related to the non-governmental sector.

On the website and in the YHO newsletter (or electronic news), we also publish content that is submitted to YHO by other NGOs, notably our member organizations. We review such news before posting or emailing and, where necessary, shortening, proofreading or otherwise editing to be consistent with the overall image of the Website, the manner in which the content is posted on the Website or in the Newsletter. Such content is the responsibility of the NGO that provided the information.

In the event that information obtained from other sources is published on the website or in the electronic newsletter, the source must be indicated or we inform about this by posting a link to the source.

We reserve the right not to publish content obtained by other organizations or persons on the Website and not include it in the newsletter if we deem it irrelevant to the recipients of our newsletters. We also do not publish content that is offensive, encourages hate speech against any groups or individuals, or we believe that posting it could be in violation of the Constitution or law. We also do not post on our website or in the newsletter propaganda or other invitations to payable events organized by other entities, unless the event is intended for NGOs or we consider that the event may be of interest to NGOs despite its payability.

The YHO is fully autonomous in assessing whether content is relevant or interesting to an NGO.

We reserve the right not to post information about paid services and products that are or may be in competition with YHO’s products or activities on the Website or YHO newsletter.

4. LIMITATION OF LIABILITY IN USING THE WEBSITE AND APPLICATIONS

Website visitors use the website, its parts, content and applications that run on the website solely at their own risk.

YHO assumes no responsibility in the event that any relevant information or other content posted on the World Wide Web or forwarded to YHO for publication is overlooked.

YHO assumes no liability whatsoever for the accuracy and correctness of the information and content posted on the Website, assumes no liability for modification of previously published information or content, and assumes no responsibility for any damage that may result from the use of the information or content posted there.

YHO is not responsible for any damages resulting from the use of web applications on the site, nor does it guarantee the performance of the applications. In no event shall YHO be liable for any damages arising from the use or inability to use the applications, including damages from lost revenue or expected profit, loss or impairment of reputation, loss of business or loss of information.

5. COOKIES

The website uses only cookies that are strictly necessary for the operation of the website. Without these cookies, the website would not work properly.

General

This cookie policy (“Cookie Policy”) regulates the use of cookies and similar technologies as part of your use of our Website (the “Website”) and the accompanying services (jointly referred to hereinafter as “Services”).

Cookies are small text files that are filed on the hard drive of a device and that contain certain information, which sometimes includes personal data. When you use our Website and/or Services, we then also collect and process other personal information by way of cookies and similar technologies. Read our Privacy Policy if you want to know more.

By continuing to use our Website and/or Services or by clicking “Accept” after you have been notified of the use of cookies and similar technologies, you acknowledge that you have carefully read this Cookie Policy and that you unreservedly agree with it. You can change your cookie preferences at any time. You can click on “cookie settings” at the bottom of the footer.

We reserve the right to change, supplement or replace this Cookie Policy from time to time. Your attention will be drawn to such changes, additions to or replacements through our Website and/or Services.

This cookie policy was last modified on 5 May 2022.

6. STORAGE OF PERSONAL DATA

Personal data are processed in a manner that ensures adequate security of personal data, including protection against unauthorized access or unauthorized discovery, unauthorized or unlawful processing, and against unintentional loss, destruction or damage by appropriate technical or organizational measures (“integrity and confidentiality”).

The YHO keeps the obtained personal data in a physical form in their archives, on electronic media (computer hard drives of authorized persons, external drives or USB keys), in the cloud (on the servers of Google LLC, The Rocket Science Group, LLC (owner of the Mailchimp platform), Freedcamp, Inc. and Facebook, Inc.) and on their own website hosted on the servers of Pavarti, Mitja Kjuder s.p.

7. PROTECTION OF PERSONAL DATA

7.1. YHO NEWSLETTER

Application process and retention of consent

YHO sends electronic news (hereinafter referred to as the newsletter) through the Mailchimp platform to your email address based on your subscription to our newsletter. By submitting your newsletter request, you give YHO (Mednarodna zveza za zdravje mladih – International Youth Health Organization, Slovenska cesta 56, 1000 Ljubljana) permission to process your first and last name and email address as personal information.

Your consent and preferences when subscribing to YHO newsletters are stored on Mailchimp’s servers and include information provided to us by yourself and the date and time when you subscribed to the newsletters.

Sending of the newsletters and the use of your email

The email address, which you have subscribed or will subscribe to the newsletter, will be used solely for the purpose of sending this newsletter and will not be forwarded to third parties unless required by law (such as in the case of an inspection process in order to disclose to whom any email was sent). For sending the newsletters we are using the Mailchimp online platform.

Unsubscribing from the newsletter and your rights

You can unsubscribe at any time by clicking the appropriate link located at the bottom of each newsletter or by emailing us at secretary.general@yho.network. If your email address is unsubscribed, we will no longer use it to send news.

In the event of your unsubscription, we will only keep a record of your newsletter subscription (which also includes your first name, last name and email address) for as long as we can still be required to submit it by the legislation to the authorities. The current limitation period for such procedures is two years, so we will permanently delete a copy of your subscription and thus delete your information (name, surname, e-mail address) from our records no later than three years after we receive your unsubscription. Such a retention of a copy of your consent is justified by our “legitimate interests”, because this is the only way we can provide proof that we have used your email address in a legal way for sending you the newsletter, until your opt-out.

7.2. PARTICIPATION AT PUBLIC EVENTS

As a public event in this chapter are considered our public events or events of a public nature that are accessible to anyone under the same conditions and do not take place in closed groups. These include mostly events, festivals, conferences, public announcements of awards, health promotion events.

The application process and information on the use of the collected personal information

If prior registration is required to attend a public event, we will use your information submitted via the application form to organize the public event (to provide you with a place at the event, materials and other related services, such as a special diet, to give access to the venue, etc.). If the number of places at a public event is limited in advance, and we will choose who can attend the public event only after and based on the applications received, we will also use the information received for the selection process of the participants and to inform the applicants of the decision.

Your application to a public event represents the establishment of a contractual relationship with YHO (Mednarodna zveza za zdravje mladih – International Youth Health Organization, Slovenska cesta 56, 1000 Ljubljana) or a request for establishment of such relationship, if the number of places is limited and participants are selected only based on their beforehand application. Therefore, the processing of personal data described in the previous paragraph is based on such a “contractual relationship” or “request” to enter into such a relationship.

If the application to a public event is not submitted by a person whose data is provided via an application form (e.g. an organization’s representative registers another employee/member of the organization), it is the obligation of the person who submits the application to have an adequate legal basis for the transmission of another person’s personal information through the application form (e.g. (to have the consent of such person) and also to inform such person of the processing of their personal data as set out in the application form and in these Terms.

Registration of participants at a public event

Some of our public events require participants’ registration as we need this information to fulfil our obligations towards you or we require it for our own business (e.g. so that we can issue or send you a certificate of attendance, so that we can issue an invoice, to know who has attended the event at all, etc.). If a public event is financed from public funds, we also need a list of attendees for reporting purposes to funders, which is explained in more detail in the next section.

There are two ways to register at our public event:

to sign a joint pre-filled attendance list that will circulate among all participants during the event, meaning that the information on the joint attendance list (name, organization, country, signature) can be disclosed to other attendees of the event, or

to visit the registration desk at the venue before the start of the public event and confirm your presence by signing a special form.

We recommend that you use the first method, which makes our procedures easier and means less paperwork and less paper consumption. We can only do this with your consent when registering for a public event. The inclusion of your personal information in the common presence list and any other participants’ potential knowledge of this information is thus based on your consent.

If this procedure is inappropriate for you, or if you do not give your consent for other reasons, it is your responsibility to report at the registration desk for the event at least 10 minutes before the start of the public event to confirm your presence by signing a special form there.

Taking photos

At a public event, you are more likely to be photographed or recorded and that such photographs or recordings will be made publicly available online or in the media or otherwise made available to the general public. With your participation at a public event, we consider that you allow this. The fact that you attend a public event and do not withdraw while taking a photo and therefore remain in the public event is considered as your consent to the processing of your personal information (photographs).

Retention period for personal data

If the public event is financed by public funds, we will keep your personal information you provided to us upon application and proof of your attendance at the public event (attendance list or signed special form) as long as we are obliged to keep that information by the funder. We will inform you about the retention period associated with the individual funder in the introduction of the application form for the event.

If the public event is not financed from public funds (and therefore the financier is not listed on the application form), or if it is a financier who is not specifically exposed above, we will store your personal information that you provided to us upon application and proof of your attendance of the public event (attendance list or signed special form) for five years from the public event and then deleted within one year.

We base the retention periods on our so called “Legitimate interests,” because this is the only way we can fulfil our commitments to the funder of the public event, or we need this information in case of your or our legal claims regarding your participation at a public event, which expire within five years of the event.

Transfer of your personal data

In carrying out some of our public events, for which we receive direct funding from the funders, we are also contractually obliged to report on the participants at these events. In this case, we register attendees at a public event, either through a shared attendance list or with another confirmation of attendance, some of your personal information on these documents (first and last name, organization and/or country from which you come and signature; in some cases (Movit and EACEA) also date of birth and e-mail address) are sent to the financier.

For events funded by the Ministry of Health (which is listed as a funder on the event registration form), we will transfer the personal information mentioned above to the Ministry of Health, Štefanova ulica 5, 1000 Ljubljana.

For events funded by Movit – the Institute for the Development of Youth Mobility (which is listed as a funder on the event registration form), we will transfer the personal information mentioned above to Movit, Dunajska 5, 1000 Ljubljana.

For EACEA-funded events (which is listed on the event registration form as a funder), we will provide the aforementioned personal information to EACEA, European Commission, B-1049 Brussels, Belgium.

For events funded by CHAFEA (which is listed on the event registration form as a funder), we will provide the aforementioned personal information to CHAFEA, DRB A3 / 042, L-2920 Luxembourg.

In all the above cases, other national or European bodies exercising control over the use of public funds also have access to a common attendance list or other proofs of attendance: the Ministry of Finance, the Office of the Republic of Slovenia for Budgetary Control, the Court of Auditors of the Republic of Slovenia, the European Commission and the European Court of Auditors or their designees.

In case of a more detailed control over the use of public funds related to the organization of a public event, the financier or the authorities referred to in the previous paragraph may also be acquainted with all other personal data which you have entered in the application form for a public event and which we keep.

If the event is carried out within a project where YHO is not the lead partner, the participant’s details (first and last name, organization from which you come, country and signature; in some cases, also date of birth and email) will also be transferred to the project lead partner for reporting purposes. In these cases, the Lead Partner will be listed on the Event Registration Form.

We justify the transfer of personal data to the funders or the bodies conducting the control by our so-called “Legitimate interests”, as this is the only way to fulfil our commitments to the public event funder and to give them a credible report on the number of participants, which is a prerequisite for obtaining the funds necessary for the public event to take place. In other words, without such a transfer of data we cannot carry out the event.

YHO has the right to share the personal data of event participants, in addition to the above, to other contracted data processors who process it within the limits of the authorization or statutory regulation. The contractors that the organization is involved with are accounting service, legal consulting providers, data processing and analytics providers, IT systems maintainers, email-messaging providers. The organization or its contractual data processors will not share personal information with unauthorised third parties.

Additional information

If you have additional questions regarding the protection of personal data at our public events, or if you exercise the right to object to the processing of your personal data based on our so-called “Legitimate interest”, contact us at secretary.general@yho.network

7.3. PARTICIPATION AT YHO EVENTS

YHO events in this chapter include educational events organized by YHO that provide participants with specific expertise or practical knowledge (such as conferences, workshops, seminars and similar training, focus groups, workshops for smaller and closed groups that are not public in nature, meetings aimed at preparing joint projects and joint activities, finding project partners, etc.). The event can be paid (participation is possible only by paying a registration fee) or free (without registration fee).

The application process and information on the use of the collected personal information

Information submitted through the YHO event application form (name, surname, organization sending the participant, contact email, contact telephone number, country of birth, date of birth, past knowledge, expectations, description of how the acquired knowledge would be useful at work, any special nutritional requirements or other customization needs) will be used to organize the event (for example, to provide you with a place at the event, to customize the content of the workshop to participants). If the number of applicants is greater than the number of available places, we will also use the description of how the knowledge gained at the event would benefit the organization or individual in their work, in order to select organizations or individuals who may attend the event.

Registration for a paid event represents the establishment of a contractual relationship with YHO (Mednarodna zveza za zdravje mladih – International Youth Health Organization, Slovenska cesta 56 1000 Ljubljana) or a request for establishment of such relationship, if the number of places is limited and participants are selected only based on their beforehand application. Therefore, the processing of personal data described in the previous paragraph is based on such a “contractual relationship” or “request” to enter into such a relationship.

Registration for a free event represents a request to establish a contractual relationship with YHO, which is established when YHO confirms the participation at the event. The processing of personal data described in the first paragraph is based on such a “contractual relationship” or “request” to enter into such a relationship.

If the application to the event is not submitted by a person whose data is provided via an application form (e.g. an organization’s representative registers another employee/member of the organization), it is the obligation of the person who submits the application to have an adequate legal basis for the transmission of another person’s personal information through the application form (e.g. (to have the consent of such person) and also to inform such person of the processing of their personal data as set out in the application form and in these Terms.

Registration of participants at YHO events

At the event we need to register all participants as we need this information to fulfil our obligations towards you or we require it for our own business (e.g. so that we can issue or send you a certificate of attendance, so that we can issue an invoice, for reporting purposes to funders, etc.).

There are two ways to register at our events:

to sign a joint pre-filled attendance list that will circulate among all participants during the event or will be available at the registration desk, meaning that the information on the joint attendance list (name, organization, country, signature) can be disclosed to other attendees of the event, or

to visit the registration desk at the venue before the start of the event and confirm your presence by signing a special form.

We recommend that you use the first method, which makes our procedures easier and means less paperwork and less paper consumption. The inclusion of your personal information in the common presence list and any other participants’ potential knowledge of this information is thus based on your consent.

If this procedure is inappropriate for you, or if you do not give your consent for other reasons, it is your responsibility to report at the registration desk for the event at least 10 minutes before the start of the public event to confirm your presence by signing a special form there.

Taking photos

At our events, you are likely to be photographed or recorded and that such photographs or recordings will be made publicly available online or in the media or otherwise made available to the general public for the purposes of dissemination and promotion. In the application form to a YHO event we ask that you allow us to take photos and/or recordings of you. In this way you provide us with your consent to the processing of your personal information (photographs).

Retention period for personal data

Personal data collected through the application form, the joint attendance list and individual forms of attendance are retained for five years from the event and then deleted within one year.

We justify such retention with our so-called “Legitimate interests,” since we need the information in the case of your or our legal claims regarding your participation in the event, which expire within five years of the event.

Transfer of your personal data

In carrying out some of our events, for which we receive direct funding from the funders, we are also contractually obliged to report on the participants at these events. In this case, we register attendees at our event, either through a shared attendance list or with another confirmation of attendance, some of your personal information on these documents (first and last name, organization and/or country from which you come and signature; in some cases (Movit and EACEA) also date of birth and e-mail address) are sent to the financier.

For events funded by the Ministry of Health (which is listed as a funder on the event registration form), we will transfer the personal information mentioned above to the Ministry of Health, Štefanova ulica 5, 1000 Ljubljana.

For events funded by Movit – the Institute for the Development of Youth Mobility (which is listed as a funder on the event registration form), we will transfer the personal information mentioned above to Movit, Dunajska 5, 1000 Ljubljana.

For EACEA-funded events (which is listed on the event registration form as a funder), we will provide the aforementioned personal information to EACEA, European Commission, B-1049 Brussels, Belgium.

For events funded by CHAFEA (which is listed on the event registration form as a funder), we will provide the aforementioned personal information to CHAFEA, DRB A3 / 042, L-2920 Luxembourg.

In all the above cases, other national or European bodies exercising control over the use of public funds also have access to a common attendance list or other proofs of attendance: the Ministry of Finance, the Office of the Republic of Slovenia for Budgetary Control, the Court of Auditors of the Republic of Slovenia, the European Commission and the European Court of Auditors or their designees.

In case of a more detailed control over the use of public funds related to the organization of an event, the financier or the authorities referred to in the previous paragraph may also be acquainted with all other personal data which you have entered in the application form for an event and which we keep.

If the event is carried out within a project where YHO is not the lead partner, the participant’s details (first and last name, organization from which you come, country and signature; in some cases, also date of birth and email) will also be transferred to the project lead partner for reporting purposes. In these cases, the Lead Partner will be listed on the Event Registration Form.

We justify the transfer of personal data to the funders or the bodies conducting the control by our so-called “Legitimate interests”, as this is the only way to fulfil our commitments to the event funder and to give them a credible report on the number of participants, which is a prerequisite for obtaining the funds necessary for the event to take place. In other words, without such a transfer of data we cannot carry out the event.

YHO has the right to share the personal data of event participants, in addition to the above, to other contracted data processors who process it within the limits of the authorization or statutory regulation. The contractors that the organization is involved with are accounting service, legal consulting providers, data processing and analytics providers, IT systems maintainers, email-messaging providers. The organization or its contractual data processors will not share personal information with unauthorised third parties.

Additional information

If you have additional questions regarding the protection of personal data at our events, or if you exercise the right to object to the processing of your personal data based on our so-called “Legitimate interest”, contact us at secretary.general@yho.network or call +386 1 200 95 63.

7.4. EXPLANATION OF YOUR RIGHTS REGARDING PERSONAL DATA PROTECTION

Every individual whose personal data is processed has the right to be acquainted with their personal data, to correct them, and in the case of conditions as stipulated by the applicable regulations, the right to erasure, to limit the processing of such data and to their transferability.

If the processing of personal data is based on a “legitimate interest” and you believe that your interest, taking into account your particular situation, outweighs our interest, please let us know at secretary.general@yho.network.

If you believe that your personal information (e.g. name, email address, photo) is published on our site of social media and there is no proper basis for this, please let us know at secretary.general@yho.network.

Each individual is also entitled to file a complaint about the processing of their personal data with the Information Commissioner, Dunajska cesta 22, 1000 Ljubljana, Slovenia (website: www.ip-rs.si).

8. AUTHORS RIGHTS

All content, graphics and other elements of the website are subject to copyright and other forms of intellectual property protection.

Unless otherwise stated on the individual content of the website, the content of the website may be freely reproduced and distributed electronically or made available to the public solely for non-commercial (non-commercial) purposes and provided that it is not altered or modified and that the source is cited in the form of an active link called ” Mednarodna zveza za zdravje mladih – International Youth Health Organization (YHO)” pointing to the website https://yho.network from which the content was reproduced.

The content on the website may not be reproduced, distributed or redistributed in any other form or used for commercial purposes without the prior written consent of YHO.

9. CONTACT INFORMATION

In case you have found a mistake, inaccuracy, outdated information or other defect on the website, please let us know at secretary.general@yho.network

These Terms and Conditions were updated on 15 April 2022.