GDPR and Privacy Policy

How we collect, process, protect, and manage participant personal data

TimișoaraMUN processes personal data in accordance with Regulation (EU) 2016/679 (GDPR) and applicable national law, strictly for organizing and delivering the conference in a secure and transparent manner.

Personal Data We Process

  • Full name, date of birth, nationality, and participant role.
  • Email, phone number, city/country of residence.
  • School/university and educational background.
  • Committee preferences, motivation answers, and MUN history.
  • Payment confirmation details and registration status.
  • Health-related info only when voluntarily provided (allergies, dietary restrictions, emergency notes).

Legal Basis and Purpose

  • Contract performance: registration, participant assignment, event operations.
  • Legal obligations: accounting, compliance, and official records.
  • Legitimate interest: logistics, safety, and conference quality assurance.
  • Consent: optional communications and selected media uses where required.

Consent and Data Acceptance

By submitting the registration form, participants acknowledge and accept personal data processing necessary for event participation and communication.

  • Participants confirm the accuracy of submitted data.
  • Optional consent can be withdrawn at any time.
  • For minors, written parental/legal guardian consent is mandatory.

Photos, Video, and Audio

  • Official conference activities may be photographed or recorded.
  • Media may be used for documentation, website publishing, social media, and future promotional materials.
  • We do not use media in a misleading or harmful context.
  • Removal requests for close-up materials may be submitted and reviewed promptly.

Group photos from official public sessions may remain in archived event records under legitimate organizational interest.

Data Sharing and Transfers

  • Data is shared only with trusted service providers and partners essential for event delivery.
  • No sale of personal data and no unrelated third-party marketing sharing.
  • Transfers outside the EEA are protected with GDPR-compliant safeguards.
  • Authorities receive data only when legally required.

Retention, Security, and Rights

  • Retention period is limited to necessity and legal obligations (typically up to 5 years).
  • Access controls, secure storage, and role-based permissions are in place.
  • You may request access, correction, deletion, restriction, portability, or objection.
  • You can withdraw consent and lodge a complaint with the competent supervisory authority.

How to Exercise Your Rights

To exercise GDPR rights or request information about your data, contact us at secretariat@tm-mun.arpd.ro. We will respond within the applicable legal timeframe.

Data security and participant privacy are core principles of TimișoaraMUN operations.

Terms & Conditions

Rules and conditions for participation in TimișoaraMUN

Participation Agreement

By registering for and participating in TimișoaraMUN, each participant, whether delegate or chairperson, agrees to the following terms and conditions:

Conduct and Behavior

  • Participants commit to respecting the conference rules and to behaving respectfully and professionally towards fellow delegates, organizers, and guests
  • Each delegate and chairperson will be required to sign a declaration of responsibility, acknowledging their commitment to abide by the rules and accepting responsibility for any situations that may arise during the conference
  • All detailed rules, deadlines, and conditions will be communicated exclusively to the selected participants after their participation has been confirmed

Professional conduct is mandatory throughout the entire conference duration.

Content and Materials

  • Any materials or content created during the conference may be used by the organizers for promotional and documentation purposes, with proper source attribution and respect for copyright
  • The organizers reserve the right to modify the schedule, venues, or other event details as necessary, with timely notification to participants

Responsibilities

  • Participants are responsible for the accuracy of the information they provide and for adhering to security and confidentiality requirements throughout the event
  • In unforeseen circumstances, the organizers will make necessary decisions to ensure the smooth running of the conference, and these decisions shall be final

For any further questions regarding the Privacy Policy or Terms & Conditions, please contact us through the official communication channels provided.