UPF Europe Privacy Policy

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”), the Data Protection Act 1998 and remaining applicable national legislation relating to personal data and rights.

Who are we?

This Privacy Notice is provided to you by­­­­­­ Universal Peace Federation (UPF) Europe, which is the data controller for your data.

UPF Europe is made up of a number of different officeholders who work together to deliver its mission. ­­ UPF Europe works together with:

As UPF is made up of all of these persons and groups working together, we may need to share personal data we hold with them so that they can carry out their responsibilities.

A description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is provided by UPF Europe-

What data do UPF Europe process? They will process some or all of the following where necessary to perform their tasks:

demographic information such as gender, age, date of birth, nationality, education/work histories, academic/professional qualifications and positions, political, religious and philosophical affiliation, health condition which constitute sensitive personal data;

How do we process your personal data?

The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

We use your personal data for some or all of the following purposes:

What is the legal basis for processing your personal data?

Some data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation connected to Universal Peace Federation Europe). We will always take into account your interests, rights and freedoms.

We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of the federation’s facilities.

Mainly, your personal data are processed relying on your consent, which might be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.

Sharing your personal data

Your personal data will be treated as strictly confidential. It will only be shared with third parties that are connected to our federation where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.

In general data retention periods are determined taking into consideration:

Third-party websites and social media

You should read the privacy policy of third-party websites and social media and adjust privacy settings as you see fit. Non-UPF Europe websites and platforms are not covered by this Privacy Policy.

UPF Europe’s digital platforms may provide links to third-party applications, products, services, or websites for the convenience and information of the user. If you access these links, you will leave UPF Europe’s digital platform. Universal Peace Federation does not control these third-party sites or their privacy practices, which may differ from Universal Peace Federation’s practices. We do not endorse or make any representations about third-party sites. We encourage you to review the privacy policy of any site you interact with, before allowing the collection and use of your personal information.

We also provide social media links that enable you to share information with your social networks and to interact with UPF Europe on various social media sites. The use of these links may result in the collection or sharing of information about you. We encourage you to review the privacy policies and the privacy settings of the social media sites with which you interact to make sure you understand the information that may be collected, used, and shared by these sites and to adjust these settings as you see fit.

Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

  1. The right to access information we hold on you
  1. The right to correct and update the information we hold on you
  1. The right to have your information erased
  1. The right to object to processing of your data
  1. The right to data portability
  1. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
  1. The right to object to the processing of personal data where applicable.
  1. The right to lodge a complaint with a national data protection authority.

Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will normally only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Personal data will be processed also overseas, especially in the US and Korea (the latter country is covered by the adequacy decision of 17/12/2021).

However, in order to process your registration to conferences and meetings, including those virtually taking place by means of video conferencing or similar systems, process VISA applications, organise transportation and accommodation, make statistical analysis, reports and evaluations it may be necessary for your personal data to be transferred to and stored in servers located in the US or otherwise provide our staff in the US with access to your data.

Regarding the risks connected to the transfer of personal data to the USA, the EU Court of Justice holds (C-311/18 s.c. Schrems II) that, due to Section 702 of the U.S. FISA (Foreign Intelligence Surveillance Act), US law does not respect the minimum safeguards resulting from the principle of proportionality in limiting access to personal data by public authorities. Thus, US law is deemed to unjustifiably interfere with the data importer’s obligations to ensure a level of protection essentially equivalent to the safeguards required under EU law.

Special Category Data

We may collect, handle and share your special category data (art. 9 GDPR), such as:

Use of cookies

A cookie is a text-only piece of information that a website transfers to your computer's hard disk so that the website can remember who you are. A cookie will normally contain the name of the Internet domain from which the cookie has come, the "lifetime" of the cookie, and a value, usually a randomly generated unique number.

When you use and access the Service, we may place a number of cookies files in your web browser.

We use cookies for the following purposes:

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:

If you wish to restrict or block cookies you can set your internet browser to do so - click on the following link for more information: www.aboutcookies.org.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:

Universal Peace Federation,
43 Lancaster Gate,
W2 3NA,
United Kingdom

Click here to contact us.