Privacy policy EASY Online Application System
Contents
Types of data collected 1
The use of collected data
Data security
Transparency
Right of users
Responsibilities of users
Cookies
With whom do we share data?
This privacy policy is for this website www.aec.dreamapply.com and governs the privacy of its users who choose to use it. The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be described within this policy.
Types of data collected
We collect information from you when you register on our website as an administrator or applicant for mobility among higher music education institutions.
Applicants may be asked to enter the following data, where appropriate: ID, Name, E-Mail, Registration Date, Profile data including; date of birth, nationality, home address, postal address, mobile and landline phone number, video calling platform id, profile picture, sex, languages spoken, referral code, professional background, education information, working history, occupation, Reference name and email address, Emergency contact name, relationship of emergency contact, and telephone number of emergency contact, Answers to application questions, Passport Information, Scan of Passport, Validity, Visa appointment date confirmation, Details of Income, Dependents, Funds available for contribution to expenses, Fundraising efforts, Supporting Documents (eg. Bank statements, salary slips, employment contracts).
Possible sensitive data requested can be a copy of health certificate from doctors.
Administrators will have the following data registered on the Dreamapply website, which are filled in by AEC: name, e-mail, position in the Association, access rights, and action on the DreamApply
We do not use tracking cookies on our website. Any information on how this works you can find in the Cookies section.
AEC has another privacy on the general website (https://www.aec-music.eu/contact/privacy-policy-of-the-aec ) which is applicable for the data gathering regarding practices of Dreamapply institutional applications to the system:
Contact information, address, institution information and information on the exchange programmes in which the institution is taking part and the number of partners per programme
Dreamapply also published their Security and Data Protection policy on the website (https://dreamapply.com/security-and-data-protection/), where their security measures are described.
The use of collected data
Website user should be aware that AEC and Dreamapply may use certain information that we collect from our users when they submit applications to the Member Institutions.
The Member Institutions decide the information necessary for applying based on national law, Institutional practise and the specific programme where the Applicant is applying.
Personal data will be subject to the following basic processing activities:
• application filing and processing between the Institutions
• statistical reports gathering;
• automatic requirements analysis;
• offer and document generation;
• during marketing activities collection of contacts, study interests and data about information channels.
Data security
We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.
Should a data breach occur, we will take the following responsive action,
We will notify you via email within 72 hours
We will notify the users via in-site notification within 72 hours
Both Dreamapply and AEC use non-personalized data about the Applicants for research purposes (including for non-personalized statistics) to improve efficiency and quality of the system, predict information and data flows in order to better respond to Association (including the Applicants) needs and improve awareness of services offered.
Transparency
According to the General Data Protection Regulation, we agree to the following:
• Users can visit our site anonymously via the incognito mode of a browser.
• Our Privacy Policy link includes the word 'Privacy' and can easily be found on the page specified above.
• You will be notified of any Privacy Policy changes on our Privacy Policy Page
• You can change your personal information by logging in to your account
• Third-party behavioural tracking is only done with Google Analytics
In addition, in our code of conduct we agree to the following:
• Not use false or misleading subjects or email addresses.
• Include the physical address of our association.
• Monitor third-party email marketing services for compliance, if one is used.
• Honour opt-out/unsubscribe requests quickly.
Privacy of children is important to us. Therefore, we do not specifically market to children under the age of 13 years old. We do not collect any personal identifiable data (PII) from them.
Right of users
In accordance with the General Data Protection Regulation, AEC provides the following rights for individuals:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.
If you want us to change any of this, please contact us via the contact details mentioned below.
If at any time you would like to be removed from the system, you can email us events@aec-music.eu or contact the International Relations Coordinators from your Institution. You will then remove you without undue delay, unless legal obligations prevent us from doing so.
Finally, individuals have the right to lodge a complaint with the relevant Data Protection Authority, which is privacy commission of the country where your institution is located.
Responsibilities of users
When using our services, you are requested to fill in information about yourself. The registration data is needed to make use of our services. In order to give you the best service possible, you are responsible to fill in information that is precise, complete and up-to-date information. You are also responsible to update the data if necessary to keep the information precise, complete and up-to-date in the future. Users can update their data by e-mailing the administrator of the institution, which can be found through the list of International Relations Coordinators.
Responsbilities of the institutions
All student (applicant) information that is being processed through the Dreamapply website, is under the responsibility of the institution. Each Institution shall appoint a high-level administrator to oversee use of DreamApply and the Services on behalf of their Institution. The administrators from the Institutions are responsible to make changes to the data of the applications whenever this is requested. If administrators change, they are responsible for informing AEC about the changes within the Institution.
Retention policy
AEC takes seriously its obligations to preserve information relating to litigation, audits, and investigations and therefore has a retention and erasure policy document. The information listed in this document is intended as a guideline and may not contain all the records the organization may be required to keep in the future.
Cookies
What is a cookie?
A cookie is a mini-file placed on the site of the visitor of a site to facilitate the communication between the computer of the visitor (whatever the type used - computer, smartphone, console or video games connected to Internet, ...) and the site’s server. In this limited sense the cookie fulfils the role of a simple witness to the transaction by storing certain information.
Thereafter, technological developments allow the purposes of cookies to be extended to monitor, for example: performance of the site, audience of the site and statistics.
Why do we use cookies?
Cookies help us improve our site and provide a better service to you.
We use cookies to assess the performance of our website. We retrieve statistics from our website by letting Google Analytics track this information on our behalf. The cookies are anonymous and do not store on location.
With whom do we share data?
Information of general website-visitors will not be shared. We may pass your non-personally identifiable visitor information to a third party service provider, Google Analytics, which we use to keep track of our communication channels and to improve the AEC online services. However, when we use third party service providers, no personal information is disclosed as all the information is anonymized. We have a contract in place that requires third party services to keep your information secure, not to use it for their own marketing purposes, and to keep it for no longer than necessary for the purposes of completing the tasks and providing the services to you on our behalf. Google Analytics may perform third party behavioural tracking.
Depending on the nature of the information and the purpose for which this information is collected your data might be processed by a different party than the AEC office. AEC ensures that, where relevant contractual safeguards are implemented to ensure the protection of your personal data when disclosing your data to a third party. The third parties we deal with can be divided in non-EU processors and EU-processors.
These processors are:
- Dropbox
- Other Institutions (can see anonymized statistical data)
To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. Access to the information which you have provided will be limited to authorised employees as required for the purposes identified above as well as IT security and maintenance.