Who we are

We are Erasmus on Rails (referred to as “we” or “us”) and act as the controller of the personal data we process during in the context of delivering our services. We respect your privacy and are committed to protecting your personal data.

The purpose of this privacy statement
and how to read it

This privacy statement will inform you as to how we look after your personal data and describes the personal data that we may collect. This privacy statement also describes how we use and disclose personal data about you and the rights that you can exercise in relation to your personal data.

For what purposes do we collect personal data
about you

We obtain various personal data from you. We specify for each purpose what data we obtain from you, for what purpose we process these data and for how long they are stored. If you have any questions or would like to know exactly what information we store about you, please contact us. Our contact details are mentioned at the bottom of this privacy statement.  

Contact and complaint handling

We offer various ways to contact us. You can contact us via e-mail or our contact form. To properly handle your request, we will process the following personal data:

• Name
• Contact details
• (Name of) organization
• Any information you enter yourself as part of your message

We use this personal data to fulfill our agreement with you. This personal data is deleted 2 years after the last contact.

Handling job applications

If you apply for one of our job openings or submit an open application, we process your personal data for the purpose of handling your application and in preparation for a possible employment contract.

For this purpose, we process the following personal data: 

• Name and address details
• Contact details (email address and telephone number)
• Curriculum Vitae
• Motivation letter 
• Salary requirements
• References
• Any other information you provide with your application

Your application details are stored for a maximum of 6 weeks after the position has been filled. We store this information so that we can contact you should the position become vacant again within the probationary period.

Log files

Erasmus on Rails follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services' analytics. The information collected by log files include:

• User agents
• Browser fingerprint
• OS
• Browser name and version 
• IP addresses

Tracking Technologies and Cookies

We do not use any Cookies or Tracking Technologies on our site.

With which parties do we share your data

Erasmus on Rails will only share your data with third parties to the extent permitted by current legislation. We may provide your personal data to third parties when:

• we have engaged them to process certain data;
• we have a legal basis to do so;
• we are legally obligated to do so (e.g., if the police demand this in case of a suspicion of a crime).

Third parties processing personal data on our behalf or yours:

• IT suppliers and service providers
• Hosting party
• Payment service providers and collections agencies
• Government agencies (e.g., tax authorities, municipalities)

Erasmus on Rails may provide your personal data to parties located outside the European Economic Area to provide those services. Erasmus on Rails will only do so if there is an appropriate level of protection for the processing of personal data.

This privacy statement applies only to the services of Erasmus on Rails. We are not responsible for the privacy practices of other websites, which can be accessed through a link on our website.

Steps we take to secure the information

Personal data security is of great importance to us. We therefore take appropriate technical and organisational security measures with regard to the processing of personal data to be carried out, against loss or against any form of unlawful processing (such as unauthorized access, corruption, alteration or disclosure of personal data). We constantly update security and pay close attention to what can go wrong.

Access to servers is restricted to personnel engaged by Erasmus on Rails and authorized third parties solely for Erasmus on Rails purposes. As we value your privacy deeply, we have done our best efforts to take suitable security measures to secure the transmission of information.

Your rights in relation to personal information we hold about you

• Right of access: you have the right to view the personal data that we process about you.
• Right to rectification: you have the right to correct or supplement the personal data we process about you if it is incorrect or incomplete.
• Right to object: you can object to the processing of your personal data.
• Right to erasure: you can request us to delete your personal data.
• Right to withdraw your consent: if you have consented to us processing personal data, you can withdraw your consent at any time.
• Right to data portability: if it is technically possible, you have the right to have your personal data that we process transferred to a third party.
• Right to restriction of processing: in some cases, you can request us to limit the processing of your personal data (temporarily or otherwise).

If you wish to exercise any of the rights set out above, please contact us via privacy@erasmusonrails.com.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. Your request will be denied if we cannot verify your identity.

We will generally comply with your request within 30 days. However, this period may be extended for reasons related to the specific privacy rights or the complexity of the request. If we extend this term, we will inform you in time.

Questions or filing a complaint

If you have a question, comment or complaint in respect of this privacy statement, please contact us at privacy@erasmusonrails.com. We handle every question and complaint internally and communicate this further with you. If you think that we are not helping you in the right way, you have the right to submit a complaint to the supervisory authority, the Estonian Data Protection Inspectorate.

Contact details

For questions about our privacy statement or your rights, you can always contact us using the following information:

Sepapaja 6
15551 Talinn
Estonia
privacy@erasmusonrails.com