Effective Altruism Sweden Data Protection Policy

Last update: August 8, 2024

Data controller

Effektiv Altruism Sverige, Swedish organizational registration number 802506-1261, is the data controller for personal data collected from you and processed on this website and within the scope of our services.

When do we collect your personal data?

• When you apply for a job, internship, grant or any other services from EAS;
• When you contact EAS;
• When you register for an event or seminar organized by EAS;
• When you subscribe to newsletters, sign up as member or order materials from EAS;
• When we request your personal data with your informed consent for future contact and processing.

What data do we collect?

The main type of personal data we may process is information such as names and contact information, including phone numbers and email addresses. We also collect information about the qualifications of candidates who have applied for a job, internship or project grant from EAS. When you contact EAS, we process the personal data relevant to your enquiry. We will store data for as long as required to render a service you have requested or for which you have given your consent. We may store data longer if required by law or to protect our legitimate interests, for example, during ongoing legal proceedings.

What do we use the data for?

We will enter your personal data in our database when you apply for grants, order materials or subscribe to newsletters via our website, or when you contact us by phone or email. We use the personal data you provide to process enquiries and for our own statistical purposes. The personal data may also be used for information-processing purposes (e.g. actions in response to your request, admissions to events, producing newsletters, including you in professional opportunities data base on your request, etc), following up and improving the activities of EAS (feedback forms, impact evaluation activities, response to community health inquiries, etc.), and to defend the organization’s rights. We also collect data to measure our impact, e.g. to find out the number of people who attend our events or if we have impacted someone’s career choice or donation decisions. When you apply for jobs, we will use your personal data strictly for the purpose for which they were provided. We may save applications for one year from the end of a recruitment period to ensure compliance with Swedish legislation. Data that is no longer needed for legitimate purposes is actively deleted once its use expires. However, to ensure compliance with best practices under GDPR, all data retention periods are reviewed annually in June before any deletion actions are taken.

Who do we share your data with?

EAS may share personal data with companies that process personal data on behalf of EAS (data processors), such as IT suppliers and partners (e.g. Airtable, Google LLC). EAS is always responsible for the processing of your data by such companies. Your data might be shared with third parties only if there is a lawful basis or it is connected to your request and fulfilling our obligation connected to it. We never will share data for commercial use.

Personal data may also be shared if required to:

• comply with applicable law, regulations, legal proceedings or requests from executive agencies
• to measure our impact
• safeguard legitimate interests of EAS
• discover, prevent or otherwise call attention to security or technical issues and fraud.
• data that you explicitly instructed us to share with a third party.

We may also share your name with The Centre for Effective Altruism and details about our encounters with you, if there is a community health interest in it. If you are a member of EA Sweden, we might have to share your member status with authorities upon request.

EAS always strives to store personal data within the EU/EEA, but personal data may be transferred to and processed in countries outside of the EU/EEA by a supplier or subcontractor, for example, in the case of cloud service usage. EAS shall take organisational and technical measures to ensure secure processing of personal data at an adequate level of protection comparable to and at par with the protection provided within the EU/EEA. This transfer may be associated with legal obligations, your explicit consent for specific tasks (such as attending events outside the EU/EEA, applying for professional opportunities like fellowships or roles), or the necessity to store data with services located outside the EU/EEA area due to service limitations. By default, EA Sweden actively avoids any services that have such limitations.

Information From Others 

We also receive data from other Effective Altruism organizations such as the Centre for Effective Altruism, but only if they have received your consent to share it. The Centre for Effective Altruism never shares data with us without your consent, including anonymised alterations of your data.

Links to external websites

The EAS website may contain links to websites owned or operated by third parties. EAS is not responsible for the processing of your personal data by these external sites. We do not share personal data with these websites, nor do we engage in any data collaborations with them. Please be aware that the privacy practices of these external sites may differ from those of EAS, and we encourage you to read their privacy policies before providing any personal data.

Data Protection Policy amendments

In the event of amendments to this Data Protection Policy, EAS will publish the modified Data Protection Policy at effektivaltruism.org including notice of the effective date of the amendments. If EAS makes any significant amendments to the Data Protection Policy, the foundation may also choose another method of informing you, such as by email or publishing an announcement at effektivaltruism.org.

Legal basis, storage and deletion of personal data

By providing data to EAS, you consent to EAS collecting and storing information about your enquiry and processing the personal data provided for the specified purpose(s). EAS’s legal basis for processing will be one of the following: performance of a contract, a legal obligation, legitimate interest or consent. If EAS uses legitimate interest as the legal basis, this will be solely for the purposes described above. Please note that you can withdraw your consent at any time by notifying us. Data is processed in accordance with applicable legislation, which means that personal data is not retained for longer than is necessary in relation to the purposes of processing.

In practice, this means that data are deleted when they are no longer necessary or useful for analyses or contacts under the purposes for which they were collected. Some information may be retained longer than this to meet other statutory requirements, such as those of the Swedish Accounting Act. EAS shall maintain a high level of security and confidentiality in all personal data processing.

Your rights and options

You have rights with respect to your personal data, including the right to influence your data and what data is saved. EAS will rectify information that is discovered to be incorrect on your initiative or its own initiative. You also have the option of requesting that your data be deleted or its use restricted at any time by contacting us. If you believe that your rights are not being respected, you are welcome to contact EAS or the Swedish Data Protection Authority. You can opt out of receiving communications from EAS at any time. You are always welcome to contact EAS for assistance in opting out of our communications.

Right to request information and rectification

You are entitled to request a copy of the personal data undergoing processing by EAS and information about the purpose of the processing free of charge twice a year. You are also entitled to rectification, anonymisation or erasure of data. Contact us using the addresses under the section entitled Contact information of EAS if you would like to learn more about how EAS processes your personal data.

Contact information of EAS

If you have questions about how EAS processes personal data or wish to request a copy of your personal data processed by the foundation, please contact us: info@effektivaltruism.org

If you request a copy of your personal data more often than twice in one year, EAS will charge a fee of EUR 50 to cover its administrative costs for processing these requests. The fee is payable in advance to an account designated by EAS.

How we store your personal information

EAS has taken the technical security measures necessary to protect your personal data from unauthorized access, modification and erasure. All personal information is stored at Airtable or Google Drive

We will then dispose of your information by 30 days after the data has filled its purpose. In some cases, we might store your cases longer if we are under lawful basis or obligation to do so.

Information collected using Google Forms is managed by Google LLC, where Google LLC acts as the processor of the personal data on behalf of Effective Altruism Sweden. Google LLC may share the provided information with its affiliates in accordance with its privacy statement found here: https://policies.google.com/privacy.

Use of cookies

EAS uses cookies to collect information on how our website is used in order to improve it. No directly identifying information is collected.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information. 
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
• Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organization, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@effektivaltruism.org if you wish to make a request.

How to Complain (EU)

You can reach the EDPS in the following ways:

Using the EDPS contact form, select ‘My personal data’ as the relevant subject. 

E-mail: edps@edps.europa.eu 

EDPS postal address: European Data Protection Supervisor, Rue Wiertz 60, B-1047 Brussels, Belgium