Privacy policy

Equmenia (org.nr 802440-8117) cares about your personal privacy. You should always feel safe when providing your personal information to Equmenia. We only retain data for which we have a direct purpose and a legal basis to store. With this privacy policy, we want to describe how we ensure that your personal data is processed in accordance with the General Data Protection Regulation, or GDPR as it is more commonly known. This document outlines the privacy policy of Equmenia’s national office. For the privacy policies of our regions and local associations, we refer to their respective websites.

Please note: This privacy policy is under development and will be updated continuously.

Data Controller

Equmenia is the data controller responsible for the processing of your personal data and ensures that processing is carried out in accordance with applicable legislation.

Contact Information

Do not hesitate to contact Equmenia if you have any questions regarding this privacy policy or the processing of your personal data. You can reach us at info@equmenia.se, or by phone at 08-58003200.

How do we collect information about you?

We collect information that you provide when, for example, you register for national events, subscribe to our newsletters, or respond to surveys, etc.

What information do we collect?

Equmenia collects the following information for the purposes described below:

• Personal and Contact Information: Name, personal identity number, phone number, address, email, local association. In some cases, we collect details about contact persons, allergies, and health conditions.
• Organizational Information: As part of the membership, already registered information about the local association is linked to the individual. This includes membership year, name of the local association, region, and more.
• Events: If a registration form is created, it will include questions relevant to the event, such as who is paying, travel details, accommodation, and meal preferences.
• Functional Roles: Positions of trust (such as chairperson or contact person) may be registered in the member registry, Repet. When the Repet manager of the local association takes action in the system, log entries will be created.
• Labels: Individuals with specific roles within Equmenia may be assigned labels indicating professional category or suitable group. This could include, for example, a parish educator or volunteer leader.
• Documents: As an active member within Equmenia, membership details such as name, role, and local association may appear in documents such as meeting minutes.
• Groups: The national office can create membership groups to categorize individuals who belong to a planning group, interest group, or working group into a list.

How long do we store your information?

Equmenia retains personal data only as long as it is necessary to fulfill our obligations to you and the purposes for which the data was collected in accordance with this privacy policy. We also retain your personal data for other reasons beyond fulfilling our agreement with you, such as to comply with accounting laws. Legal requirements then determine how long we keep your information.

For each event, the registration form will specify how long your information will be stored.

If you have subscribed to our newsletters, Equmenia will retain your personal data as long as you wish to continue receiving the newsletter.

About the Website and Cookies

Equmenia uses cookies and similar technologies to develop and improve our websites and digital channels, ensure everything functions as intended, provide social media features, analyze traffic and visitor behavior, and personalize content and ads. Cookies are small text files placed and stored in your browser on your device (computer, mobile, or tablet) and are common on the internet.

As a new visitor, you will have the option to decline cookies for statistics or marketing in a dialog box. Information collected through these cookies may be forwarded to social media, advertising, and analytics companies that we collaborate with. These parties may in turn combine the information with other data you have provided or that they have collected when using their services.

Read more about cookies and how to disable them on the Swedish Post and Telecom Authority’s website.

Your Rights

• Right of Access: You have the right to know what data we have registered about you, commonly referred to as a register extract. If you contact us, we require your complete personal identity number to ensure we provide the correct register information to the correct person and to efficiently locate and release the personal data to the registered individual.
• Right to Rectification: If the information Equmenia holds is incorrect, you can request that it be corrected. If it is incomplete, you can request that it be supplemented.
• Right to Restriction: Under Article 18 of GDPR, you have the right to request restriction of processing if applicable under any of the alternatives in Article 18.1.
• Right to Erasure: According to Article 17, you have the right to ”have your personal data erased without undue delay” when applicable, and there are no other legal grounds requiring the data to be retained. This may include data needed for accounting purposes or reporting membership to authorities.

You have the right to file a complaint with the Swedish Data Protection Authority if you believe Equmenia is processing your personal data in violation of applicable data protection legislation. Read more at www.datainspektionen.se.

Who do we share your personal data with?

In some cases, we may share your personal data with selected third parties, which are organizations outside of Equmenia. If this happens, we ensure that the transfer is carried out in a secure manner that preserves your privacy. Below are the categories of recipients we may share your data with:

• Print and distribution service providers, such as the printing company that receives address files to print, for example, a membership mailing.
• System providers, such as Palette, which provides our accounting system. This also includes external registration systems like Google Forms and web hosting services.
• Partner organizations, such as Equmenia Church, Equmenia regions and associations, Scouts, and the Study Association Bilda.

How do we protect your information?

You should always feel safe when providing your personal information to us. Equmenia has therefore implemented the necessary security measures to protect your personal data from unauthorized access, alteration, and deletion.

Changes to this Privacy Policy

Changes may be made to our privacy policy. The updated policy will be available on our website.