Privacy Policy

Privacy Policy Date revised: 07.11.2024 by Leader of Samfunnet i Ås, Head of Administration at Samfunnet i Ås, Head of Bodega and HR Manager

GENERAL This is the privacy policy of Studentsamfunnet i Ås, Olav L. Moens plass 1, Norway.

When you purchase membership or tickets to our events, we may process personal data about you as described below. In such situations, we act as the data controller and you can contact us with any questions related to our processing of your personal data at administrasjon@samfunnetiaas.no Studentsamfunnet i Ås as an organization includes five bodies: the Housing and Finance Board, Samfunnet i Ås, the Business Committee at NMBU, UKA in Ås and Tuntreet. This privacy statement applies to all five bodies. There is only a limited number of users with limited access to personal information.

Studentsamfunnet i Ås is the data controller for the processing of personal data in connection with your membership. This personal data is processed in Linticket, Microsoft Teams and Google Drive, respectively.

We only collect and use your personal information within the scope of applicable law, as set out in the Personal Data Act and the EU General Data Protection Regulation (GDPR) as implemented in Norwegian law. When we use terms such as “personal data”, “processing”, “controller” and “data processing”, these have the same meaning as set out in the Personal Data Act.

1. WHAT PERSONAL INFORMATION DOES STUDENTSAMFUNNET I ÅS PROCESS? MEMBERSHIP

You When you register with the Studentsamfunnet i Ås, we ask for and process the following personal information: name, telephone number, address, email, address, date of birth, student number at NMBU and payment information.

Volunteer (Committee/Functionary) You can register as a volunteer through committee work or as a functionary at Studentsamfunnet i Ås. When registering, we request and process the following personal information: name, telephone number, address, e-mail address, date of birth and student number at NMBU. As a volunteer at Studentsamfunnet i Ås, you must sign a contract through LinTicket.

When signing the contract, we ask you to provide the following personal information: name, telephone number, address, email address, date of birth and student number at NMBU. LinTicket is a data processor and their terms for processing personal information apply.

Purchasing of tickets to our events Purchase and handling of tickets for events at Studentsamfunnet i Ås is handled by Linticket.

When you as a member buy a ticket logged in to Linticket, only your name and student number will appear on the ticket. You must be logged in to Linticket to be able to use any membership benefits at Studentsamfunnet i Ås.

When you are not a member of Studentsamfunnet i Ås, tickets are purchased through www.linticket.no. Here you must provide your name, email address and payment information.

When using LinTicket, their terms and conditions apply.

Handling matters Guidelines for handling cases have been prepared in collaboration with the HR manager, the Bodega manager and the head of Samfunnet i Ås. In addition, there is collaboration with the House and Finance Board and the police concerning the content of the guidelines. Each semester, the guidelines are reviewed and, if necessary, revised to maintain fair treatment of any handling cases that are reported.

We process information when someone sends an email or uses the contact form to submit handling cases. When using this, internal guidelines for handling cases will be used, and the Act on the Processing of Personal Data and Confidentiality will be applied. In the event of a breach of the rules of procedure, ethical guidelines and/or confidentiality, the name and proceedings of the person concerned will be noted in a registry - to which only the HR manager and the Bodega manager have access.

2. WHAT IS THE PERSONAL INFORMATION USED FOR? Membership Studentsamfunnet i Ås uses personal information primarily to handle and communicate with you about your membership of Studentsamfunnet i Ås. If you are a member of Studentsamfunnet i Ås, we have collected your student number so that we can provide you with your membership benefits and transfer purchased tickets directly to your student card from NMBU (Norwegian University of Environmental and Life Sciences).

As a member of Studentsamfunnet i Ås, we will send you relevant membership information by email, such as information about the General Assembly, membership benefits, information about community service, updates from Studentsamfunnet i Ås, etc. We will send you the information until you have actively unsubscribed from Studentsamfunnet i Ås or until your membership has expired. We consider it necessary to collect your telephone number, as we will be able to quickly contact you regarding your community service or membership. Such information is processed partly because it is necessary to comply with an agreement with you, and partly because it is necessary to pursue our legitimate interest in communicating effectively with you so that we can provide the best possible services to our members. The information we collect is the basis for reporting on the number of members in order to receive public subsidies for the operation of the organization.

We scan all tickets to our events so that we can estimate the number of people in the building at any time in relation to any emergencies and to provide our members with their benefits. The data is stored to have an overview of the number of people in Samfunnet during events organized by Studentsamfunnet i Ås, and for further analysis.

We will only keep your personal data for as long as it is necessary to fulfill the purpose of the processing, or as long as the law requires us to keep it.

Volunteer (Committee/Functionary) Personal information is stored in personnel folders in Google Drive and Microsoft Teams, which is a form of committee overview. This is to limit the number of people who have access to Linticket and to simplify the process of creating contracts for volunteers. Studentsamfunnet i Ås is responsible for ensuring that personnel folders are updated and handled appropriately.

3. WEBSITE The privacy policy applies to the following websites: www.samfunnetiaas.no www.ukaiaas.no www.nunmbu.no www.tuntreet.org When you visit our websites, your browser will download cookies. As a web user, you can choose to reject the storage and use of cookies. We recommend the Norwegian Post and Telecommunications Authority's website nettvett.no for a description of how you can accept or reject cookies. (https://nettvett.no/slik-administrer-duinformasjonskapsler/)

3.1 Cookies and sharing Squarespace supplies the Squarespace publishing tool to our website and is responsible for technical development, operation and maintenance. These are cookies that Squarespace uses on the various websites as mentioned above. To optimize the user experience, each user's activity will be stored for 2 years and to prevent CSRF attacks.

We have added the ability to forward articles by email and share articles on social media. Email addresses used to forward articles are not logged. Further handling of data shared on social media is regulated by your agreement with the relevant online community.

3.2 Statistics and log When you browse our website, information will be stored in statistics and log files.

We store the user agent, IP address and which page the visitor has visited in the web server logs. These logs are used exclusively for troubleshooting and security work.

The information that is stored concerns how the user clicked into the website, which operating system the user has, which browser is used, where in the world the user is located, and which source the user used to find the website. www.samfunnetiaas.no uses Google Analytics to record and analyze anonymized statistics for visits to our websites. For each page you visit, information is stored such as date and time, which page you came from, which page you went to, which browser you are using, etc.

3.3 Links to third parties This privacy statement applies only to samfunnetiaas.no, ukaiaas.no, nunmbu.no and tuntreet.org's use, collection and disclosure of personal information. Our websites and digital services may contain links to other websites that are not under our control. Samfunnetiaas.no, ukaiaas.no, nunmbu.no and tuntreet.org are not responsible for the content of these websites and are not responsible for any processing of personal information on these websites. Samfunnetiaas.no, ukaiaas.no, nunmbu.no and Tuntreet provide the links to make it easier for our visitors to find more information on specific topics.

3.4 Protection of personal data It is in the first place Studentsamfunnet i Ås and the Squarespace service that has access to the data that is stored. As mentioned above, Google Analytics is used to harvest and analyze the information mentioned above.

4. DISCLOSURE OF PERSONAL INFORMATION AT STUDENTSAMFUNNET I ÅS We do not sell personal information to other companies for marketing purposes. We may only share your personal information in the following cases: -

Within Studentsamfunnet i Ås’ organization through member registry in LinTicket, Google Drive and Microsoft Teams.

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With public atuthorities or agencies when required by legislation, court decisions, or legally binding decisions from the government.

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We share member information when Studentsamfunnet i Ås applies for financial support from support arrangements.

5. LINKS TO THIRD PARTIES This privacy statement applies only to Studentsamfunnet i Ås's use, collection and disclosure of personal information. Our websites and digital services may contain links to other websites that are not under our control. Studentsamfunnet i Ås is not responsible for the content of these websites and is not responsible for any processing of personal information on these websites. Studentsamfunnet i Ås provides the links to make it easier for our visitors to find more information on specific topics.

6. HOW DO WE PROTECT YOUR PERSONAL INFORMATION? We have implemented technical and organizational measures to protect your information so that it does not disappear, is manipulated or is accessed by unauthorized persons. We continuously adapt security measures to technological developments and revise the privacy policy annually.

Personal information is registered in the membership register in Linticket, as well as stored in Google Drive and Microsoft Teams. Personal information provided when purchasing tickets is only registered in Linticket. Signing contracts when volunteering on a committee or as an official at the Studentsamfunnet i Ås is in Linticket. Exchange of credit card information when paying for membership online or purchasing a ticket at an event is handled by Linticket.

We only collect and use your personal information within the scope of applicable law as set out in the Personal Data Act and the EU General Data Protection Regulation No. 2016/679 (GDPR) as implemented in Norwegian law.

7. YOUR RIGHTS We process your personal data in accordance with the Personal Data Act and applicable regulations. Please note that you can log in to Linticket with your email address and personal password to change your personal data.

If you wish your personal data to be deleted, you must notify Studentsamfunnet i Ås by contacting administrasjon@samfunnetiaas.no. Enquiries about correction and deletion will be answered promptly and no later than within 30 days.

You can request that the processing of your personal data be restricted if: -

You dispute the accuracy of the personal data.

The processing is unlawful and you oppose the deletion of the personal data and instead request that the use of the personal data be restricted.

Studentsamfunnet i Ås does not need the personal information for the purpose of the processing, but you need it to establish, assert or defend legal claims.

If you meet any of the criteria above, Studentsamfunnet i Ås cannot process your personal data without your consent. This applies if the processing of the personal data is necessary to defend a legal claim, defend the rights of another person or to safeguard important community resources. We cannot remove your data if there are statutory requirements that it be stored, such as accounting rules or other legitimate reasons to retain the data.

8. CHANGES AND REVISION OF THE PRIVACY POLICY Studentsamfunnet i Ås may change and revise the privacy policy when the processing of personal data changes or when revision is necessary due to changes in applicable legislation. When we make changes to the policy, we will change the revision date at the top of this page, and the revised privacy policy will be effective from the last revision date. We continuously adapt security measures to technological developments and revise the privacy policy annually.

9. CONTACT INFORMATION Please contact us if you have any questions or comments about Studentsamfunnet i Ås’ privacy practices or privacy policy.

Studentsamfunnet i Ås by/Head of Administration for the Board of Samfunnet PO Box 1210 1432 Ås

Visiting Address: Drøbakveien 26, 1430 Ås (Office hours Mondays 3PM-5PM and Wednesdays 12PM-2PM)

E-mail: samfunnet@samfunnetiaas.no Business register: Studentsamfunnet i Ås Organization number: 983 787 329 Leader of the house- and financial board: Erik Sand Date of approval for the privacy policy: August 1st 2018 Updates: November 11th 2024

If you feel like something is unresolved you also have the right to contact the data protection authority, the relevant data protection authority would be the Norwegian Data Protection Authority.