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Protecting your data

Privacy Policy

Find out how Eltereforum collects, uses and protects your personal data when you use our website, your account and our registration and booking services.

This Privacy Policy explains how your personal data is collected, used, stored and protected when you use the Eltereforum website, create an account, register for an activity, make a booking or use the various services offered online.

1. Data Controller

The Eltereforum website is operated by the Ministry of Education, Children and Youth, in particular by the Eltereforum service of the Directorate-General for Child and Family Support (DGAEF).

Directorate-General for Child and Family Support
Eltereforum Service
33, rives de Clausen
L-2165 Luxembourg
Postal address: L-2926 Luxembourg
Email: eltereforum@men.lu
Tel.: (+352) 247-63700

The Ministry’s Data Protection Officer can be contacted at:

Data Protection Officer
Ministry of Education, Children and Youth
33, rives de Clausen
L-2165 Luxembourg
Email: dpo@men.lu

2. Personal Data We Collect

We only collect data that is necessary to provide the services offered by Eltereforum.

Depending on the features you use, the following data may be processed:

  • first and last name;

  • email address and contact details;

  • information required to create and manage your account;

  • information provided in your profile;

  • information relating to registrations and activity bookings;

  • information concerning children where required for a specific activity or service;

  • communications sent to the Eltereforum service;

  • preferences and settings associated with your account.

Certain technical data may also be collected when you use the website:

  • IP address and technical logs required for service security;

  • browser and device type;

  • technical connection information;

  • cookies and similar technologies in accordance with the user’s expressed preferences.

The data requested may vary depending on the service or activity concerned.

3. Purposes of Processing

Your personal data may be used to:

  • create, manage and secure your user account;

  • enable authentication;

  • manage your information and preferences;

  • enable registration and booking for activities or events;

  • manage, modify or cancel your bookings;

  • send you confirmations and practical information relating to your registrations;

  • inform you of changes to or cancellation of an activity;

  • respond to requests submitted through contact forms;

  • ensure the security, proper operation and improvement of the website;

  • compile usage statistics where permitted;

  • comply with applicable legal and regulatory obligations.

The data collected is not used for commercial purposes.

4. Legal Basis for Processing

Personal data is processed in accordance with Regulation (EU) 2016/679 on the protection of personal data (“GDPR”).

Depending on the service concerned and the purpose pursued, processing may in particular be based on:

  • your consent;

  • the provision of a service requested by the user;

  • compliance with a legal obligation;

  • the performance of tasks entrusted to the Ministry and the Eltereforum service;

  • the need to ensure the security and proper technical operation of the service.

Where processing is based on your consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before its withdrawal.

5. Activity Registrations and Bookings

When you register for an activity or make a booking, the information required to manage your registration is stored in particular to:

  • record your participation;

  • manage available places;

  • send you a confirmation;

  • contact you for organisational purposes;

  • inform you of changes or cancellations;

  • ensure the smooth running of the activity.

Some activities may require additional information, particularly when they are intended for a specific age group or when a particular verification is necessary.

In such cases, only the information required to organise and manage the activity concerned is requested.

6. Children’s Data

Some services or activities offered by Eltereforum are intended for families and may require the processing of data concerning a child.

This information is collected only when necessary to provide the service concerned and is provided by a parent or person exercising parental responsibility.

Depending on the service, this may include the child’s first name, last name, date of birth or age.

This data is used solely for the purpose for which it was collected.

7. Recipients of the Data

Access to personal data is restricted to authorised persons who require it in the course of their duties.

Data may in particular be accessible to:

  • authorised staff of the Eltereforum service and the Ministry;

  • competent administrative departments where necessary;

  • technical service providers acting on behalf of the data controller and subject to applicable data protection obligations;

  • competent authorities where required by law.

Personal data is neither sold nor used for commercial purposes.

8. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, subject to legal or administrative obligations requiring a different retention period.

The retention period may therefore vary depending on the service used.

Data relating to a registration or booking may in particular be retained for the period necessary to organise the activity and for a limited period thereafter.

Where a specific retention period applies to a particular service, this will be indicated at the time of collection or in the corresponding privacy notice.

At the end of the applicable retention period, the data is deleted or anonymised in accordance with applicable rules.

9. Data Security

Appropriate technical and organisational measures are implemented to protect personal data against, in particular:

  • unauthorised access;

  • accidental loss or destruction;

  • alteration;

  • unauthorised disclosure;

  • misuse of data.

Access to data is restricted to persons and systems authorised and necessary for the operation of the services.

10. Cookies and Audience Measurement

The website may use cookies and similar technologies necessary for its operation, in particular to:

  • ensure your authentication and maintain your session;

  • remember certain preferences;

  • ensure the security of the service;

  • measure website usage and traffic where permitted.

Cookies that are not strictly necessary are used in accordance with the choices expressed through the website’s cookie management tool.

You can change your preferences at any time using the Cookie Management feature available on the website.

11. Your Rights

In accordance with the GDPR and subject to the conditions provided for by applicable legislation, you have, in particular, the following rights:

  • the right to be informed about the processing of your data;

  • the right to access your personal data;

  • the right to rectify inaccurate or incomplete data;

  • the right to erasure where the legal requirements are met;

  • the right to restriction of processing;

  • the right to object where applicable;

  • the right to data portability where applicable;

  • the right to withdraw your consent at any time for processing based on consent.

To exercise your rights or ask a question about the processing of your personal data, you can contact:

Data Protection Officer
Email: dpo@men.lu

Verification of your identity may be requested where necessary to ensure that personal data is provided to the data subject concerned.

12. Complaint to the CNPD

If you believe that the processing of your personal data does not comply with applicable regulations, you may lodge a complaint with the Luxembourg supervisory authority:

Commission nationale pour la protection des données (CNPD)
15, boulevard du Jazz
L-4370 Belvaux
Luxembourg

13. Specific Services and Processing

Certain services offered by Eltereforum may be subject to a specific privacy notice where the nature of the data collected, its purpose or its retention period differs from the processing described in this Privacy Policy.

In such cases, the specific information will be provided when using the service concerned.

14. Changes to this Privacy Policy

This Privacy Policy may be updated to reflect changes to the services offered, data processing activities or applicable regulations.

The version published on the website is the version currently in force.