Privacy & your data

What we collect

• Members: your name, e-mail address, phone number, nationality, date of birth and Swedish personal identity number, a photograph, your Studentlund status and your ESNcard number. The name, nationality, date of birth and photograph are printed on the ESNcard itself; the rest is what lets us confirm you are eligible and give you the member price.

• Events and tickets: the tickets you hold, the names you put on them and any answers you gave when signing up, plus whether the ticket was scanned at the door. Whether you are a member is read from your account, so member prices need no card to be shown.

• Volunteers: additionally your team, role, points and action history, and — if you claim expenses — your bank details and, for a payment outside Sweden, your home address.

• Visitors: which pages were opened, from roughly where and on what kind of device. This uses no cookies and no tracking across sites, and the identifier is a pseudonym that changes every day, so it cannot be used to follow one person over time.

How it is protected

Your personal identity number is encrypted at rest and is never shown in a list — it is visible only to the few volunteers whose job needs it, and every time one of them looks at it the platform records that they did. Searching by it works through a one-way fingerprint rather than by reading the numbers. Your photograph is stored privately and is served only to you and to the membership desk.

Why we may hold it

Membership, ticket and event data is processed to perform the agreement between you and the association. Bank details and the financial records behind them are processed to meet our bookkeeping obligations under Swedish law. Analytics are processed on the basis of our legitimate interest in knowing which parts of this site are used, which is why they are kept in a form that does not identify you.

Who else sees it

• SumUp, which processes card, Apple Pay, Google Pay and Swish payments. We never see your card details.

• ESN International (esncard.org), which runs the European discount programme. We send them your ESNcard number to check whether it has been activated; activating the card itself is something you do on their site, under their own privacy policy.

• activities.esn.org, where we report the activities we run to the wider network. This includes the number of participants and their nationalities, and never their names.

• Google Workspace, which hosts our e-mail, our calendar and our documents.

• WhatsApp, if you join our community chat or receive a message from us there.

We do not sell anything to anybody, and nothing here is used for advertising.

How long we keep it

• Membership and ESNcard records: for as long as you are a member and afterwards as part of the association's history, because an ESNcard number may never be reissued to somebody else.

• Financial records, including reimbursements and the receipts behind them: seven years from the end of the calendar year they belong to, as required by the Swedish Bookkeeping Act (Bokföringslagen 7 kap.).

• Tickets and event sign-ups: as long as we need them to run and account for the event, and then as part of those financial records where money changed hands.

• Website analytics: 400 days by default, deleted automatically after that.

Your rights

You can ask us for a copy of what we hold about you, ask us to correct it, or ask us to have it deleted where we are not required by law to keep it. You can also object to how we use it, or ask us to restrict it.

Most of what we hold about you is on My ESN, where you can correct it yourself. For everything else — including having your account and your data deleted — e-mail [email protected], preferably from the address on your account. There is no delete button on the site; a person handles every request.

If you think we have handled your data wrongly, you may complain to the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten, imy.se).