Privacy Policy for Young Music Talents in Europe (YMTE)

Website: https://ymte.eu
Last updated: [insert date]

Young Music Talents in Europe (YMTE) (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website ymte.eu, participate in our activities, or interact with us as a visitor, member organisation, project partner, or event participant.

If you have any questions, please contact:
Email: [insert] Address: [insert]

1. Who We Are

Young Music Talents in Europe (YMTE) is a European non‑profit network supporting young musical talents and organisations working with pre‑college music education and artistic development. We operate international events, collaborative projects (including EU‑funded initiatives), and a membership-based professional community.

As a data controller, we ensure GDPR‑compliant processing of your personal data.

2. Data We Collect

2.1 Information You Provide

We may collect personal data when you:

  • Submit forms on ymte.eu
  • Contact us by email
  • Subscribe to newsletters
  • Register for YMTE events, workshops, or project activities
  • Represent a YMTE member organisation

This may include:

  • Name
  • Email address
  • Phone number
  • Organisation name and role
  • Billing details (for membership or event fees)
  • Dietary or accessibility requirements (events only)
  • Any messages you submit

2.2 Automatically Collected Data

When visiting ymte.eu, the following may be collected automatically:

  • IP address
  • Browser type and device information
  • Pages visited and time spent
  • Referring website
  • Cookies (see Section 7)

2.3 Project and Membership Data

For member organisations and project partners, we may store:

  • Organisational contact information
  • Representative and participant lists
  • Project administration data required by EU funding bodies

3. How We Use Your Data

We process personal data for the following purposes:

3.1 Website and Communication

  • Responding to inquiries
  • Sending newsletters or updates (only if you opt in)
  • Managing contact requests and service information

3.2 Membership and Network Activities

  • Administering YMTE membership records
  • Communicating with representatives
  • Sharing resources and opportunities within the network

3.3 Events and Workshops

  • Managing event registrations
  • Communicating schedules, logistics, and programme changes
  • Ensuring accessibility and dietary support
  • Providing attendance certificates

3.4 EU‑Funded Projects

For Erasmus+ and other EU-funded initiatives, we may process:

  • Participant information
  • Attendance lists
  • Required reporting documentation

3.5 Legal and Administrative Purposes

  • Complying with EU and national regulations
  • Maintaining security and preventing misuse

We only process data when we have a lawful basis such as your consent, legitimate interest, contract fulfilment, or legal obligation.

4. Sharing of Personal Data

We do not sell personal data.

Data may be shared with:

  • Service providers (e.g., website hosting, newsletter tools, event management platforms)
  • EU funding bodies when required for project reporting
  • Project partners, but only when necessary and under GDPR-compliant agreements
  • Public authorities if legally required

All third parties are contractually obligated to process data securely and only for the specified purposes.

5. Data Storage and Retention

Personal data is stored securely on servers within the EU/EEA, or with service providers offering GDPR-compliant safeguards.

Retention periods:

  • General contact inquiries: up to 12 months
  • Newsletter subscriptions: until you unsubscribe
  • Membership data: for the duration of membership + 3 years
  • EU project data: retained as required by EU regulations (typically 5–10 years after project completion)
  • Event participation data: up to 2 years unless legal requirements dictate longer

6. Your GDPR Rights

You have the right to:

  • Access your personal data
  • Correct inaccuracies
  • Request deletion (where legally possible)
  • Withdraw consent at any time
  • Object to processing
  • Request data portability
  • File a complaint with a Data Protection Authority

To exercise your rights, contact [insert email].

7. Cookies

YMTE may use cookies to:

  • Enable basic website functions
  • Analyse website traffic
  • Improve user experience
  • Remember preferences (such as language)

You can control or disable cookies via your browser settings.

8. Use of Third‑Party Services

YMTE may use:

  • Website analytics tools
  • Newsletter platforms (e.g., Mailchimp, Brevo)
  • Embedded media (e.g., YouTube, Vimeo)
  • Event systems (e.g., Eventbrite, Google Forms)

These services may collect certain data independently. We encourage you to review their privacy policies.

9. Children’s Data

YMTE’s website and communications are intended for adults representing member organisations and project partners.
We do not knowingly collect personal data from children under 16 unless it is strictly required for participation in an activity and provided by a parent/guardian or member institution.

10. Changes to This Policy

We may update this Privacy Policy occasionally.
The latest version will always be available at ymte.eu/privacy (or equivalent page).

11. Contact

For questions about this Privacy Policy or your personal data: Email: [insert] Address: [insert]