Privacy statement for guests
Why this statement?
The new European law ‘General Data Protection Regulation’ (the GDPR) became effective in all European countries on 25 May 2018. This law obliges organisations to inform their users how they keep, process and protect their personal information. With this Privacy Statement the Dutch foundation of Lions International Youth Exchange (here after the Dutch Foundation) informs you how we take utmost security to shield your personal data.
Who are we ?
The Dutch Foundation consists of nine volunteers and does not have a commercial target. For the Lions International Youth Exchange we organize youthcamps and homestay in Holland. For this purpose we cooperate with the Lions Youth Exchange members in other countries and with Dutch Lionsclubs who organize the youthcamp programme.
When are we responsible for your personal documents ?
From the moment on we receive your documents from the Youth Exchange contactperson of your country, we are responsible for security of your personal information.
How do we protect?
All your personal information is kept in a protected digital environment, managed by the Dutch Lionsclubs Association. Your personal information is shared with others nly for the purpose of your participation in our campprogram and homestay, and only with those persons on a ‘need-to-know’ basis.
Which personal information?
The Dutch foundation needs your personal information like name, address, country, date of birth, and mailaddress/telephone number of you to be able to contact you and know for certain that you are the right person who joins youthcamp and homestay. The name, mailadress and telephone number of your parents is needed for the agreement of all responsible to your participation. Also we must be able to contact your parents in case of emergency. Medical information like possible diets, allergies, a limited mobility, your bloodgroup and health insurance we need for preventive measures, like meals or in case you get sick during your stay.
Furthermore an identification document like your passport is needed, for check of your identity, also in several cases for application for a Schengen visa. Subjects like knowledge of languages, hobby’s, education, are necessary for us and your hostfamily to get to know you better.
Who has insight in your personal information?
The Dutch Foundation does not share your documents with anyone who does not participate in the organization of Lions International Youth Exchange activities. We have an authorisation policy which regulates the access to your personal data:
- Only the team members of the Dutch foundation are allowed to have insight in all your personal information ;
The camp- and juniorstaff will be informed only about your name, nationality, photo, age,
T- shirt size, diets and allergies, and mail address (for an invitation to the facebookpage of your youthcamp).
- The hostfamily will only receive your letter Dear Host Family, your mailadress, passphoto, and diets and allergies.
We keep your documents in our files during one year, with the occasional exception of participants with whom an insurance issue is still running. Those data may be kept a bit longer until insurance procedures are completed.
If you have any questions about this Privacy declaration, ask the Coordinator all incoming youth of the Netherlands, at mail address YEC110VCH@lions.nl
After this formal notification, we wish you a great time in Holland!
The board of Lions International Youth Exchange, the Netherlands