Privacy Policy

Last updated: February 2026

Erasmus AI Society ("EAIS", "we", "us", or "our") is a student initiative at Erasmus University Rotterdam. This Privacy Policy explains how we collect, use, and protect your personal data when you use our website and services.

Legal status: Registration in progress. This policy will be updated once formal registration is complete.

1. Data Controller

Erasmus AI Society
Erasmus University Rotterdam
Address: To be registered
Email: board@erasmusai.nl

2. What Data We Collect

We collect personal data when you voluntarily submit it through our membership signup form:

Full name
Study program
Email address
Phone number

We do not currently use analytics tools or tracking technologies beyond essential cookies required for site functionality.

3. Purpose of Data Processing

We use your personal data for the following purposes:

Membership administration: Processing your signup and managing your membership
Communication: Contacting you about events, activities, and society updates
Event organization: Managing registrations and attendance for our events

4. Legal Basis

We process your personal data based on:

Consent (Art. 6(1)(a) GDPR): By submitting the signup form, you consent to the processing of your personal data for the purposes described above
Legitimate interest (Art. 6(1)(f) GDPR): To operate and improve our society and its activities

5. Data Sharing

We do not sell your personal data. Your data may be shared with:

Hostinger: Our website and database are hosted by Hostinger International Ltd., which processes data as part of hosting services

We do not transfer data outside the European Economic Area (EEA) unless adequate safeguards are in place.

6. Data Retention

Your personal data is retained for the duration of your membership with EAIS. Upon ending your membership, your data will be deleted within a reasonable timeframe unless we are required by law to retain it longer.

7. Cookies

Our website uses only essential cookies required for basic website functionality, such as storing your cookie consent preference. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

8. Your Rights

Under the GDPR, you have the following rights:

Right of access: Request a copy of your personal data
Right to rectification: Request correction of inaccurate data
Right to erasure: Request deletion of your personal data
Right to restrict processing: Request limitation of how we use your data
Right to data portability: Receive your data in a portable format
Right to object: Object to the processing of your data
Right to withdraw consent: Withdraw your consent at any time

To exercise any of these rights, please contact us at board@erasmusai.nl.

9. Data Security

We take reasonable technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure.

10. Supervisory Authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

Autoriteit Persoonsgegevens
autoriteitpersoonsgegevens.nl

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

For any questions about this Privacy Policy, contact us at board@erasmusai.nl.