The aim of “EEMA Youth Exchange” is to provide assistance and facilitate collaboration between Youth Exchange program leaders, and more particularly Rotary districts and multi-districts within the countries of Europe, the Eastern Mediterranean and Africa, in order to enable them to provide the world’s leading youth exchange program.
To that end, “EEMA Youth Exchange” collects personal data when the various proposed services are used.
| Effective dates | May 7, 2025 + June 20, 2025 |
| Introduction | “EEMA Youth Exchange” collects, processes and stores your personal data when the services we make available to you are used. Personal data is data that enables you to be identified, whether directly or indirectly. This may be your name, your email address, your postal address, or any other information likely to be linked back to your profile. This document describes our practices for collecting, storing and processing your personal data, as well as the controls implemented by “EEMA Youth Exchange” to manage it. Furthermore, we have developed a specific policy relating to cookie management that describes our use of browser cookies. That cookie management policy is an integral part of this document. |
| Comments | When you leave a comment on our site, the data entered in the comment form, as well as your IP address and the user agent of your browser are collected to help us detect unwanted comments. An anonymized string created from your email address (also called a hash) can be sent to the Gravatar service to check if you are using it. Gravatar service privacy clauses are available here: https://automattic.com/privacy/. After validating your comment, your profile picture will be visible publicly next to your comment. |
| Account creation & registration | The personal data required to create a “EEMA Youth Exchange” ordinary account is your first name and surname, your gender, your past and present duties within Rotary Youth Exchange, your Rotary District appartenance, your country of residence, an email address, a username and a password. The creation of your account also requires that you accept “EEMA Youth Exchange” ’s Terms and Conditions and this document by clicking on the “Create My Account” button on the account creation page. |
| Medias | If you upload images to the site, we recommend that you avoid uploading images containing EXIF data of GPS coordinates. People visiting your site can download and extract location data from these images. |
| Cookies management policy | If you leave a comment on our site, you will be offered to save your name, email address and website in cookies. It’s only for your comfort so you don’t have to enter this information if you post another comment later. These cookies expire after one year. If you go to the login page, a temporary cookie will be created to determine whether your browser accepts cookies. It does not contain any personal data and will be automatically deleted when you close your browser. When you log in, we will set a number of cookies to save your login information and screen preferences. The lifetime of a login cookie is two days, that of a screen option cookie is one year. If you check “Remember me”, your login cookie will be kept for two weeks. If you log out of your account, the login cookie will be deleted. By editing or publishing a publication, an additional cookie will be saved in your browser. This cookie does not include any personal data. It simply indicates the ID of the publication you have just modified. It expires after one day. |
| Content embedded from other sites | Articles on this site may include embedded content (e.g. videos, images, articles…). Content embedded from other sites behaves in the same way as if the visitor went to that other site. These websites may collect data about you, use cookies, embed third-party tracking tools, track your interactions with embedded content if you have a logged-in account on their website. |
| Use and transmission of your personal data | If you request a password reset, your IP address will be included in the reset email. |
| Storage durations of your data | If you leave a comment, the comment and its metadata are kept indefinitely. This automatically recognizes and approves subsequent comments instead of leaving them in the moderation queue. For accounts that register on our site (if applicable), we also store the personal data indicated in their profile. All accounts can view, modify or delete their personal information at any time (with the exception of their username). The site managers can also see and modify this information. |
| The rights you have over your data | If you have an account or if you have left comments on the site, you can request to receive a file containing all the personal data that we hold about you, including those that you have provided us. You can also request the deletion of your personal data. This does not take into account data stored for administrative, legal or security purposes. |
| Transmission of your personal data | Visitor comments can be verified using an automated spam detection service |
What personal data do you provide to “EEMA Youth Exchange“?
| Data Category | Description of use |
| Account information | Your first name and surname Your title An email address A username A password that you provide to us when you create an account Your gender, Your past and present duties within Rotary Youth Exchange, Your Rotary District appartenance, Your country of residence, A telephone number that you may provide if you wish, so that you can be contacted by “EEMA Youth Exchange” member services A postal address, a date of birth that you may provide to us if you wish. This information is not communicated to other “EEMA Youth Exchange” users without your consent |
| Payment / Credit Card information | Payment information (credit card number, billing and shipping address) when you take out a membership subscription or when you place a reservation order for a conference in our online store. Payment information is not kept at all by “EEMA Youth Exchange”. In the case of payments by bank card, payment information is processed by our payment process provider HelloAsso and the payment in itself by our Bank. |
| Profile information | Additional personal information that you provide in your profile (for example, a profile image, your professional activity, your profession, etc.). |
| User-supplied content | Information that you provide about yourself in your profile, publication content or messages, or when interacting with other members |
| Data from social media | Not used except from your own input |
| Additional information | Information that you provide to us when you respond to surveys relayed by email or on the sites. |
| Your communications | The messages that you exchange with other “EEMA Youth Exchange” users via our private messaging service. The contributions you post in the discussion forums. Emails or letters that you send to our member services. |
What data is collected by EEMA Youth Exchange when you browse the site?
| Information category | Description of use |
| Computer and mobile device data | This is technical information about how you access our Services: Internet protocol address (“IP address”) of your computer, of your mobile device or of the proxy that you use to access the Internet; the operating system of your computer; your web browser. |
| Information from cookies | See our ccokie management policy. |
| Information shared on social media | If you interact with the functionalities offered by social media via the “EEMA Youth Exchange” websites (notably by using the “Like”, “Tweet”, “Pin” or “Follow us” functionalities of sites such as Facebook, Twitter, Instagram and YouTube), please note that “EEMA Youth Exchange” might collect the information concerning these interactions as well as any information about the account that these sites provide to EEMA Youth Exchange.The configuration of these functionalities is governed by the privacy policy of the companies concerned. |
| Data about your use of the Services | Data concerning your use of “EEMA Youth Exchange“, including when you log in, take out a subscription, carry out a search, the pages you visit, the links you click on the EEMA Youth Exchange website, or when you add new content |
Data collected from other sources
| Data category | Description of use |
| Data from public records | “EEMA Youth Exchange“ collects data from various sources, generally from freely communicable and reusable public archives, but also specific documents so as from Rotary International, Rotary districts or club, or from volunteers who were active or still are active in youth exchange programs, or authors who clearly communicated their documents for the benefit of youth exchange. |
| Information from third parties | We may also receive information about you from third parties. As for example a Rotary District or a youth exchange program team. |
How does “EEMA Youth Exchange“ use your personal data?
| Information category | Description of use |
| Personal information | Your personal data is used to provide, personalize, improve, update and expand our services. This includes: authenticating your access and improving data security on “EEMA Youth Exchange“; processing payments for subscriptions, services, as well as the sale of physical products and specific services; developing new services and improving the performance and suitability of existing products and services to your needs; helping members create and expand their youth exchange programs; issuing surveys or questionnaires to gather additional information to facilitate the development of our services and to initiate research and development projects; conducting research for scientific, statistical and historical purposes; detecting and preventing any errors, fraud and other criminal or malicious activity, in accordance with our Terms and Conditions. |
| Communications | We use your personal information to communicate with you about our activities, including notably in connection with the following actions: to respond to your requests for information from member services; to inform you of potential possibilities enabling you to progress while providing assistance and facilitate collaboration between Youth Exchange program leaders; to inform you of changes made to documents or products or of new documents, products and services; to ask you to participate in collaborative projects. |
| Sales promotion of our products and services | We use your personal information to promote the registration to externally organized conferences, and provided services to you. Reminder: You can customize how we communicate this information to you using your account preferences or by using the unsubscribe link in the emails you receive. |
When do we share your information and who are the recipients?
The situations described below specify under what circumstances your personal data could be shared:
| Circumstances and recipients of sharing | Description |
| “EEMA Youth Exchange” users depending on your sharing options | The information that you add to your “EEMA Youth Exchange“ public profile is visible to other “EEMA Youth Exchange“ users, as well as your publications. You can change the options for sharing your informations at any time. If you share this information outside “EEMA Youth Exchange“, “EEMA Youth Exchange“ shall not be held liable for how your data may be used by such third parties. |
| Service Providers | “EEMA Youth Exchange“ uses external service providers to ensure access to its services. These partner companies may, for the purposes of the task they perform on behalf of “EEMA Youth Exchange“, have some of your information in their systems. These companies are subject to contractual obligations governing privacy, data security and confidentiality consistent with applicable laws: payment service providers service infrastructure and hosting providers delivery service providers for the shipment of physical products from our shop service providers who help us in the field of marketing, statistics and fraud prevention customer service providers. |
| Legal and regulatory framework | We may share your personal information if necessary in order to: comply with a request from a judicial or administrative authority; enforce “EEMA Youth Exchange“‘s terms and conditions; protect the security and integrity of “EEMA Youth Exchange“’s services; protect the rights, property or safety of “EEMA Youth Exchange“, our volunteers or our users |
| In the event of acquisition of “EEMA Youth Exchange” | In the event that “EEMA Youth Exchange“ or one of its activities were to be acquired or transferred (including in the event of bankruptcy or similar proceedings), your personal data will be shared with the acquiring entity. The commitments set out in this document will of course continue to apply to personal data that will be transferred to this new entity. |
| Aggregated statistical data | “EEMA Youth Exchange“ may process user information for the purposes of aggregating statistical data. This aggregated statistical data may, for marketing reasons or for historical or scientific research purposes, be disclosed through “EEMA Youth Exchange“’s services or in the media. Such statistics, prepared in accordance with the legal framework in force, will never contain personal data. For example, we can give statistics on the number of exchanges in a specific geographical zone or area |
Access and configuration of your personal information
Subject to certain exceptions, you have the right to access your personal information and to receive a copy in portable form of certain information that you have provided, as well as to request, using the tools described below or by contacting “EEMA Youth Exchange”, that this information be updated, deleted or amended. The data and options for access to the information are mentioned below.
| Type | Choice |
| “EEMA Youth Exchange” | You can access the personal data that you have provided to “EEMA Youth Exchange“ (including your email address, your username, your profile information, etc.) and update it at any time in the following sections of the privacy settings: Personal Profile Messages Subscription Mailbox |
| Downloading information | “EEMA Youth Exchange“ can allow you to download the information or documents displayed or to be downloaded. |
| “EEMA Youth Exchange” and its website | “EEMA Youth Exchange“ endeavors to simplify the management of your privacy for all of its services. These conditions apply to all platforms managed by “EEMA Youth Exchange“ |
What are “EEMA Youth Exchange“’s Data Retention Practices?
Unless otherwise instructed by the user to delete his/her data or close his/her account, “EEMA Youth Exchange” leaves accounts and documents accessible in order to enrich the youth exchange search data.
| Information category | Retention period |
| Account | “EEMA Youth Exchange“ stores the personal data that you provide when you create your account until you request the closure of the account. |
| Documents, reports | “EEMA Youth Exchange“ stores the personal data that you provide when you add documents or reports while using your account until you request the suppression of those. This does not apply to general documents or reports who do not contain personal data. |
| Messages, forum messages, photos | “EEMA Youth Exchange“ stores the personal data that you provide when you add messages, forum messages, photos, while using your account until you request the suppression of those. This does not apply to general messages or forum messages who do not contain personal data and could destabilize the understanding of the discussion thread. Regarding photos and pictures, a member, so as a non member, can ask for masking or anonymizing her or his appearance on a group or individual picture. |
| Usage information | In some cases, we keep usage information (for example, site visits) in an anonymized or aggregated form. Once aggregated or anonymized, this information ceases to be personal and will no longer be subject to deletion requests from “EEMA Youth Exchange“ users. |
How do I delete my personal information?
“EEMA Youth Exchange” users may delete their personal information in several ways.
| Information category | How to delete it |
| Personal data | The links for managing, modifying and deleting one’s personal information are listed in the “Access and configuration of your personal information” section of this document. If, however, you need specific help to delete personal information, please send an email requesting deletion to abuse@eemayouthexchange.org To be processed, this request must specify the exact wording of the information as it appears on the websites as well as the Internet addresses (URLs) of the pages where the information is found.To the extent that you have shared information by sharing private data in a document, “EEMA Youth Exchange“ will not be able to delete information that may have been copied and retained by other “EEMA Youth Exchange“ members having downloaded or copied the same document as you. In the case your personal information appears in a document posted by another “EEMA Youth Exchange” member, we will notify the user of your request and will check that this information has been masked. |
| Information in archives, press release or medias | “EEMA Youth Exchange“ may hold documents originating in particular from press releases, medias or entities like Rotary International, and containing personal data. In order to protect the integrity of these archives, “EEMA Youth Exchange“ is under an obligation not to modify the documents and to keep them as they are. Your request to delete information from those records must be sent to the entity responsible for the records and mentioned as the source of the documents. We will review requests for the deletion of personal data from the searchable indexes we hold on a case-by-case basis in accordance with the law. |
| General Provisions | Please note that there may be some latency in deleting your personal data from our backup systems after we have removed it from our production, development, analytics and research systems. “EEMA Youth Exchange“ may also retain certain information necessary to comply with our legal obligations (including requests from public authorities), to resolve disputes, maintain security, prevent fraud and abuse, and to comply with tax-related compliance requirements in particular. Lastly, “EEMA Youth Exchange“ cannot remove information it has deleted but that may still be indexed in third-party search engines (for example Google or Bing). The publishers of these services will have to be contacted and asked to remove this information from their indexes. |
Data Transfers
Youth exchange has no geographical borders and your personal data may be processed outside of the European Union. In such a case, “EEMA Youth Exchange” always contractually ensures that if your personal data is transferred outside of the European Union, it is protected to the same standards of data protection as those of the European Union, particularly through application of the Standard Contractual Clauses approved by the European Commission (EUR-Lex – 32021D0914 – FR – EUR-Lex (europa.eu).
Changes to our Privacy Policy
“EEMA Youth Exchange” reserves the right to modify this document at any time. Any material changes will be notified to you in advance by email or by posting a notice on our websites, so that you can review the changes made and determine whether you wish to continue using our services.
If you object to any changes, you may delete your account directly online.
Legal Bases for Processing
We are under an obligation to specify the reasons why we process your personal data and the legal bases for processing such personal data. “EEMA Youth Exchange” relies on a certain number of legal bases to collect and process your personal data.
- The Performance of a Contract – We may process your personal data because is it necessary for the performance of a contract that we have with you. For example, we process your credit card information when you provide it to purchase a subscription.
- Legitimate Interests – We may also process your personal data on the grounds of our legitimate interests, including to process records, documents, reports, and similar archival content obtained from third parties, to provide and improve the services. For example, “EEMA Youth Exchange” has a legitimate interest in understanding your login history so that we can assess your interaction with our services. We also have a legitimate interest in providing and developing interesting features for our users. We use your personal data to ensure the security of our services and we do that to the extent necessary for your legitimate interests and our legitimate interests by guaranteeing the security of our services and by protecting us against fraud, spam and abusive activity.
- Consent – When you have agreed to the processing of the data, your consent constitutes the legal basis for processing your personal data. You have the right to withdraw your consent at any time. Please note that withdrawing your consent to the collection and processing of your personal data will not affect the lawfulness of the processing of your personal data based on your consent before you withdrew it.
- Legal Obligation – We may process your personal data if necessary in order for us to comply with a legal obligation. For example, if we are required by law to do so.
Contact details of the Data Controller
“EEMA Youth Exchange” manages the use of your data, as well as any request relating to your personal data. “EEMA Youth Exchange”’s contact details are indicated at the end of this document.
The French Data Protection Agency (the CNIL – Commission Nationale Informatique et Libertés) is responsible for ensuring the protection of personal data contained in computer files and processing. Users may refer any established breaches regarding the protection of their personal information to the CNIL. The CNIL’s address is 3 place de Fontenoy, TSA 80715, 75334 Paris cedex 07, telephone: +33 (0)1 53 73 22 22.
“EEMA Youth Exchange” has appointed a data protection officer, who is responsible for ensuring the protection of personal data and compliance with the law within the company.
You may contact the data protection officer:
- By email: dpo@eemayouthexchange.org
- By post: EEMA Youth Exchange, 6 Passage de la Mairie, 57340 Conthil, France
In order to ensure that your request is processed quickly, please indicate any information that would facilitate your identification, notably your email address.
Last updated: June, 2025