Introduction
This Privacy Policy applies to the Núcleo de Estudantes de Informática da Associação Académica de Coimbra, also referred to as NEI/AAC, NEIAAC or neiaac in some contexts. While part of the Associação Académica de Coimbra (AAC), we operate with some degree of independence.
Hereinafter, references to we, us and our shall refer to NEI/AAC.
Please note that some provisions may only apply to certain categories of users. In the absence of any such mention, clauses apply to all users.
Your privacy is important to us. The following sections explain how we collect, use, and protect your personal data when you interact with our services.
Scope and Applicability
This document applies to:
- Members of NEI/AAC.
- Users of our websites or other online platforms.
- Event participants and workshop attendees, when organized with or by us.
- Individuals who contact us via email or social media.
This policy does not cover third-party websites or services linked from our platforms. We encourage you to review their privacy policies separately.
Data We Collect
We may collect the following information:
- Personal Information: Name, email address, phone number, student ID.
- Demographic Details: Age, gender, nationality, education level.
- Website Usage Data: IP addresses, browser type, pages visited, interaction logs.
Legal Basis for Processing Data
We process your personal data based on one or more of the following legal grounds:
- Consent: When you explicitly agree to the processing of your data.
- Contract: When processing is necessary to fulfill a contract with you.
- Legal Obligation: When we must comply with a legal requirement.
- Legitimate Interest: When processing is necessary for the core functions of our services.
Data Retention
We retain your personal data for the purposes outlined in this policy and only for as long as necessary. Once it is no longer required, it will be securely deleted or anonymized.
Your Rights
You have the right to:
- Request access, correction, or deletion of your personal data.
- Restrict or object to the processing of your data.
- Withdraw consent at any time.
To exercise these rights, contact us at [email protected].
Third-Party Sharing
We do not sell your data but may share it with service providers for operational purposes only. These third parties include:
- Payment Processors: to handle entry fees.
- External Authentication Providers: for OAuth-based logins (e.g., Google).
We always guarantee that our third-party service providers comply with the General Data Protection Regulation (GDPR) or equivalent data protection standards.
International Data Transfers
Some of our service providers, such as Google, may process data outside the European Economic Area (EEA). When this occurs, we ensure adequate safeguards are in place, such as the European Commission's Standard Contractual Clauses (SCCs).
Data Security
We implement security measures to protect your personal data from unauthorized access or disclosure:
- Encrypted storage of sensitive data.
- Access controls and authentication protocols.
Cookie Policy
Our websites may use cookies or similar technologies to enhance the user experience, analyze website traffic, and personalize content. This technology will never be used by us for tracking or advertising purposes. Users can control cookie preferences through their browser settings or via a dedicated cookie management tool (if available on the website).
Third-party services we use may place cookies on our websites for their own purposes, these fall under their respective privacy policies.
Data Breach Notification
In the event of a data breach, we will:
- Assess the impact and take necessary action.
- Notify affected users if their data is compromised.
- Report the breach to the relevant data protection authorities when required.
Automated Decision-Making & Profiling
We do not use automated decision-making or profiling techniques.
Changes to this Policy
We may update this policy periodically to reflect changes in our privacy pipeline or when required by law. We will notify users of any significant changes that impact them via email, through our websites or other communication channels.
Legal Notice
This sections lists general legal information about us that may be relevant to you as a user of our services.
NEI/AAC operates as a student organization under the Associação Académica de Coimbra (AAC). All financial transactions are processed under AAC's name and Portuguese tax identification number (NIF):
- Name: Associação Académica de Coimbra
- NIF: 500032173
For financial inquiries, contact us at [email protected].
File a Complaint
If you believe your data protection rights have been violated and we did not address your concerns when contacted, you can file a formal complaint with the Comissão Nacional de Proteção de Dados (CNPD), as we are based in Portugal.
Contact Us
For any privacy-related questions or specific data protection requests, reach out at [email protected].