DATA CONTROLLER:

Universidad Complutense de Madrid
Avenida Séneca, 2. 3rd floor. 28040 Madrid, Spain
To exercise your rights of access, rectification, erasure, restriction of processing or to object to the processing of your personal data —if the legal requirements established in the General Data Protection Regulation and Spanish Organic Law 3/2018 are met— you may contact UCM in writing at:
Una Europa Alliance Office at Universidad Complutense
Vice-Rectorate for International Relations, Cooperation and Volunteering
Email: UnaEuropaGA@ucm.es
Postal address: Student Building, UCM. Avenida Complutense, s/n. First Floor. Ciudad Universitaria, 28040 Madrid
Phone: +34 91 394 12 33 / +34 91 394 69 57

PURPOSE OF DATA PROCESSING:

• Organisation and coordination of the Una Europa General Assembly, to be held at Universidad Complutense de Madrid (UCM) 22–,24 October 2025, including both on-site and online participation.

• Promotional and informational purposes related to the activities developed during the event.

LEGAL BASIS:

- Consent of the data subject (Art. 6.1.a) GDPR.
- Spanish Organic Law 2/2023, of 22 March, on the University System.
- Spanish Organic Law 1/1982, of 5 May, on the Civil Protection of the Right to Honour, Personal and Family Privacy, and Personal Image.
- Spanish Organic Law 3/2018, of 5 December, on the Protection of Personal Data and the Guarantee of Digital Rights.

CATEGORIES OF DATA SUBJECTS:

Members of the university communities of the eleven Una Europa alliance universities.
Attendees, speakers, organisers, other participants and invited guests of the event.

CATEGORIES OF PERSONAL DATA TO BE PROCESSED:

• Identifying data: name and surname(s), title, email address.

• In some cases where a visa is required: ID/passport number, date of birth.

• Personal characteristics: image and/or voice captured in photographs and video recordings, for informational and promotional purposes related to the event. Dietary restrictions and/or preferences, for the organisation of meals.

• Academic and professional background.

CATEGORIES OF DATA RECIPIENTS:

Images and videos may be published on the websites, YouTube channels and social media platforms (such as Instagram, X, LinkedIn, Facebook, or others) of Universidad Complutense de Madrid, the Una Europa alliance, the participating universities, and/or collaborating entities.

INTERNATIONAL DATA TRANSFERS:

The data collected in the Registration Form will be shared with the central Una Europa VZW Office (Brussels, Belgium) for purposes of event organisation, coordination, and logistics.
Videos and photographs may be shared in accordance with the terms outlined above.

DATA RETENTION PERIOD:

Images and recordings may be stored indefinitely for the promotional and academic dissemination purposes stated, unless you exercise and are granted your right to object.
Your personal data will be kept for as long as necessary, up to a maximum of 10 years, or until you request its erasure.
After that, it will be either deleted or archived in accordance with applicable data retention and documentation laws, and for as long as may be necessary to address any potential legal responsibilities.

SECURITY MEASURES:

The security measures implemented are those outlined in Annex II (Security Measures) of Royal Decree 311/2022, of 3 May, which regulates the National Security Framework for public administrations. These are incorporated into UCM’s Information Security and Protection Policy.

SUMMARY:

As the host of the Una Europa General Assembly, Universidad Complutense de Madrid (UCM) is responsible for collecting the personal data provided by attendees and will share this data with Una Europa VZW for coordination and logistics purposes.
The University will use your data to process your registration and to send you emails and documents that may be useful before, during, or after the event.

In accordance with Spanish Organic Law 3/2018, of 5 December, and Regulation (EU) 2016/679 (GDPR), you are informed that your personal data, along with any photos and/or videos taken during the event, will be stored by UCM for the purposes of managing and developing the Una Europa General Assembly.

By registering, you confirm your acceptance of these terms and consent to the processing of your personal data as described. You also agree to receive relevant information by electronic means from the organisers of the event.

You can also find more information about Una Europa’s Privacy Policy here:
🔗 https://www.una-europa.eu/privacy-policy