Privacy

Last updated: XXXX

This Privacy Policy explains how Nightline Europe collects, uses and protects personal data when users visit the website XXXX or contact Nightline Europe through the website, by email or by phone.

This policy is intended to comply with the General Data Protection Regulation (GDPR) and applicable European data protection rules.

1. Data controller

The data controller is:

Nightline Europe
Legal form: XXXX
Registered office: XXXX
Registration number / association number: XXXX

Contact for privacy-related requests:
Email: XXXX
Phone: XXXX

Data Protection Officer, if applicable: XXXX
DPO contact email, if applicable: XXXX

If no Data Protection Officer has been appointed, privacy-related requests can be sent to the contact email listed above.

2. Scope of this policy

This Privacy Policy applies to personal data processed through:

• visits to the Nightline Europe website;

• the contact form available on the website;

• direct contact by email or phone;

• cookies and analytics tools used on the website;

• technical logs required for website security, maintenance and performance.

This website is a showcase / information website.

Unless stated otherwise, the website does not provide user accounts, online donations, online payments, newsletter subscriptions or private member areas.

If additional features are added in the future, this Privacy Policy must be updated accordingly.

3. Personal data collected

Nightline Europe only collects data that is necessary for the purposes described below.

3.1. Contact form

When a user submits the contact form, the following data may be collected:

• first name;

• last name;

• email address;

• content of the message, if a message field is present;

• date and time of the request;

• technical information required to secure and process the request.

Users should avoid submitting sensitive personal data through the general contact form unless strictly necessary for their request.

3.2. Direct contact by email or phone

When a user contacts Nightline Europe directly by email or phone, Nightline Europe may process the information voluntarily provided by the user, including:

• name and contact details;

• email address and/or phone number;

• content of the request;

• any information included in the message or communication.

3.3. Website browsing data and technical logs

When users visit the website, the hosting provider and technical tools may automatically process certain technical data, such as:

• IP address;

• date and time of access;

• pages visited;

• browser and device information;

• operating system;

• referrer URL;

• technical logs used to ensure website security, maintenance and performance.

3.4. Cookies and analytics data

Subject to user consent, the website may use Google Analytics to measure audience and understand how visitors use the website.

Analytics data may include:

• pages viewed;

• approximate location;

• device and browser information;

• visit duration;

• traffic source;

• interactions with website content;

• cookie identifiers or similar identifiers.

Google Analytics must only be loaded after the user has given valid consent, unless the analytics setup is configured in a way that qualifies for an exemption under applicable law.

Cookie consent is managed through CookieYes / GDPR Cookie Consent.

4. Purposes and legal bases

Personal data may be processed for the following purposes.

4.1. Responding to contact requests

Nightline Europe may process personal data in order to respond to requests submitted through the contact form.

Data concerned: first name, last name, email address, message content, communication data, date and time of the request.

Legal basis: legitimate interest in responding to enquiries or taking steps at the request of the user.

4.2. Managing direct email or phone communications

Nightline Europe may process personal data when users contact the organisation directly by email or by phone.

Data concerned: contact details, email address, phone number, communication content and any information voluntarily provided by the user.

Legal basis: legitimate interest in managing communications and responding to requests.

4.3. Operating, securing and maintaining the website

Nightline Europe may process technical data to ensure the proper functioning, security and maintenance of the website.

Data concerned: IP address, browser and device information, operating system, pages visited, date and time of access, technical logs and security logs.

Legal basis: legitimate interest in ensuring website security, performance and proper functioning.

4.4. Measuring website audience and improving the website

Subject to user consent, Nightline Europe may use analytics tools such as Google Analytics to understand how visitors use the website and to improve its content and structure.

Data concerned: analytics cookies, browsing data, page views, approximate location, device information, traffic source and website interactions.

Legal basis: user consent.

4.5. Managing cookie preferences

Nightline Europe may process users’ cookie consent choices in order to remember and manage their preferences.

Data concerned: cookie consent choices, consent status, date and time of consent or refusal, and technical identifiers required by the cookie consent tool.

Legal basis: legal obligation and legitimate interest in managing consent records.

4.6. Complying with legal obligations

Nightline Europe may process personal data where necessary to comply with applicable legal obligations or to respond to lawful requests from competent authorities.

Data concerned: data required by applicable law or by a competent authority.

Legal basis: legal obligation.

Nightline Europe does not sell personal data and does not use personal data collected through the website for commercial prospecting.

5. Sensitive data

Nightline Europe does not intentionally collect sensitive personal data through the general website contact form.

Because Nightline Europe may operate in a field related to student support, wellbeing or listening services, users may sometimes voluntarily provide information that is sensitive or personal.

If such information is provided, it will be processed only where necessary to respond to the request, handle the communication or comply with applicable obligations, and with appropriate confidentiality.

The contact form should not be used for emergencies. In case of emergency, immediate danger or urgent need for assistance, users should contact the emergency services available in their country.

6. Data recipients

Personal data may be accessed, where necessary, by:

• authorised members of Nightline Europe;

• technical service providers involved in hosting, maintenance or security;

• the website developer or maintenance provider: XXXX;

• the hosting provider: XXXX;

• CookieYes / GDPR Cookie Consent, for cookie consent management;

• Google Analytics / Google, only if analytics cookies are accepted by the user;

• Nightline France, if it provides operational, technical or administrative support for the website: XXXX;

• competent authorities, only where required by law.

Service providers are only allowed to process personal data to the extent necessary to provide their services and, where applicable, under appropriate contractual obligations.

7. International data transfers

Some service providers may process personal data outside the European Economic Area, in particular where tools such as Google Analytics or CookieYes are used.

Where such transfers occur, Nightline Europe ensures that they are based on an appropriate transfer mechanism under the GDPR, such as:

• an adequacy decision;

• the EU-U.S. Data Privacy Framework, where applicable;

• Standard Contractual Clauses approved by the European Commission;

• any other safeguard recognised by applicable data protection law.

The exact transfer mechanisms must be verified with each provider and completed here if necessary: XXXX.

8. Data retention

Personal data is kept only for as long as necessary for the purposes for which it was collected.

8.1. Contact form requests

Contact form requests are kept for the time necessary to process the request, then up to 3 years after the last contact, unless a shorter period is chosen.

Retention period to confirm: XXXX

8.2. Direct email or phone communications

Direct email or phone communications are kept for the time necessary to process the request, then up to 3 years after the last contact, unless a shorter period is chosen.

Retention period to confirm: XXXX

8.3. Technical logs

Technical logs may be kept for up to 12 months, unless a longer retention period is required for security, legal or technical reasons.

Retention period to confirm with the hosting provider: XXXX

8.4. Cookie consent records

Cookie consent records are kept for the duration necessary to prove and manage users’ consent choices.

Retention period to confirm in CookieYes / GDPR Cookie Consent: XXXX

8.5. Google Analytics data

Google Analytics data is kept according to the retention period configured in the Google Analytics account.

Retention period to confirm in Google Analytics: XXXX

Nightline Europe may retain certain data for a longer period where required by law or where necessary to establish, exercise or defend legal claims.

9. Cookies and consent management

The website uses cookies and similar technologies.

Cookies may be grouped into the following categories.

9.1. Strictly necessary cookies

Strictly necessary cookies are required for the website to function properly.

They may be used, for example, to ensure website security, load pages correctly, remember cookie consent choices or enable basic technical features.

These cookies do not require user consent.

9.2. Functional cookies

Functional cookies may be used to remember user preferences or improve website functionality.

These cookies are only used where relevant and, where required by law, subject to user consent.

9.3. Analytics cookies

Analytics cookies may be used to measure website audience and understand how visitors use the website.

The website may use Google Analytics for this purpose.

Analytics cookies are only placed after the user has given consent through the cookie banner.

9.4. Third-party cookies

Third-party cookies may be used if the website embeds or relies on third-party services.

These cookies are only placed where necessary and, where required by law, after the user has given consent.

9.5. Managing cookie choices

Cookie consent is managed through CookieYes / GDPR Cookie Consent.

Users can accept, refuse or manage non-essential cookies through the cookie banner displayed on the website.

Users may withdraw or change their consent at any time through the cookie settings link available on the website.

Non-essential cookies must not be placed before the user has given consent.

10. Google Analytics

The website may use Google Analytics, a web analytics service provided by Google.

Google Analytics helps Nightline Europe understand how visitors use the website, which pages are visited and how the website can be improved.

Google Analytics is used only subject to the user’s consent, managed through CookieYes / GDPR Cookie Consent.

Depending on the configuration, Google may process data such as cookie identifiers, device information, browser information, approximate location, pages viewed and interactions with the website.

Nightline Europe should ensure that Google Analytics is configured in a privacy-conscious way, including:

• prior consent before loading analytics cookies;

• appropriate data retention settings;

• restricted data sharing settings where possible;

• no unnecessary collection of personal data;

• no use of analytics data for advertising unless explicitly intended and disclosed.

Google Analytics configuration details to complete: XXXX

11. User rights

Under the GDPR, users may have the following rights regarding their personal data:

• right of access;

• right to rectification;

• right to erasure;

• right to restriction of processing;

• right to data portability, where applicable;

• right to object to processing based on legitimate interest;

• right to withdraw consent at any time, where processing is based on consent;

• right to lodge a complaint with a competent supervisory authority.

To exercise these rights, users may contact Nightline Europe at:

Email: XXXX

Nightline Europe may need to verify the identity of the person making the request before responding.

Nightline Europe will respond to requests within the time limits required by applicable law.

12. Supervisory authority

Users have the right to lodge a complaint with the competent data protection supervisory authority.

Competent authority for Nightline Europe: XXXX
Website: XXXX

Users may also contact the supervisory authority in their country of residence or work, where applicable.

13. Security

Nightline Europe implements appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.

These measures may include:

• secure website hosting;

• HTTPS encryption;

• access restrictions;

• regular technical maintenance;

• secure management of website administration accounts;

• limitation of access to personal data to authorised persons only.

However, no website or online communication system can be guaranteed to be completely secure.

14. Children and minors

The website is accessible to the general public.

Nightline Europe does not intentionally collect personal data from children through this website without appropriate safeguards.

If a parent, guardian or authorised person believes that a child has provided personal data through the website inappropriately, they may contact Nightline Europe at: XXXX.

15. Changes to this Privacy Policy

Nightline Europe may update this Privacy Policy from time to time, in particular to reflect changes to the website, legal requirements or data processing practices.

The latest version will always be available on this page.

16. Contact

For any question about this Privacy Policy or the processing of personal data, please contact:

Nightline Europe
Email: XXXX
Phone: XXXX