PRIVACY NOTICE

Privacy notice

This notice is provided for transparency and is not legal advice to applicants.

1. Overview

This notice explains what personal information EuphoriaMUN collects when you apply to join the team behind Euphoria MUN, why we collect it, who we share it with, and the choices you have over it. We collect only what we need to process your application and to contact you about it.

2. What we collect

The only place on this Site that collects personal information is the Team application form (the Delegates and Chairs tracks are locked and contain no form). When you submit it, we collect:

• your full name, email address and phone number (country dial code and number);
• your age, school and grade;
• the name and phone number of an emergency contact;
• the team you are applying to join (Volunteers, Security or Press);
• your relevant experience, your availability for the conference, why you want to join, and your answers to the scenario questions;
• your answers to the questions for the team you chose;
• optionally, any medical conditions, allergies or physical limitations you choose to tell us about, and anything else you would like us to know; and
• your confirmation that the information you have given is accurate, that you agree to how your details are stored and used, and that you are 18 or over, or that your parent or guardian has agreed to you applying.

This Site does not use analytics and sets no cookies beyond what is strictly necessary to serve the page. We do not collect payment information anywhere on the Site.

3. Why we collect it

We use your application details only to process your application to join the EuphoriaMUN team and to contact you about it, for example to ask a follow-up question or to tell you the outcome. Your emergency contact and any medical information you give us are used only to keep you safe during the conference. We do not use your details for marketing, and we do not sell them.

4. Who we share it with

Within EuphoriaMUN, only the Secretariat handles and has access to application data. We do not sell your personal information. Outside EuphoriaMUN, we share it only with the providers that help us run the Site and record your application:

• Website hosting: Vercel Inc. hosts the Site and processes basic server/technical data (such as IP address in request logs) needed to serve pages securely.
• Application storage: your submission is sent from this Site's own serverless application route to a Google Sheet owned by EuphoriaMUN, using a Google Apps Script Web App. Google stores the row in that Sheet on EuphoriaMUN's behalf, acting as a processor; Google does not use your application details for its own purposes.
• Authorities, where we are required to disclose information by law.

5. Legal basis for processing

We process your application on the basis of your consent, given when you tick the application form's consent checkboxes, and our legitimate interest in administering applications to join the team. Where you are under 18, we also rely on your parent or guardian's agreement (see section 6 below). You may withdraw consent at any time by contacting us; this does not affect anything already done on that basis beforehand.

EuphoriaMUN is organised in Riyadh, Kingdom of Saudi Arabia. Personal data is handled in Saudi Arabia, in line with applicable law, including Saudi Arabia's Personal Data Protection Law (PDPL).

6. Applicants under 18

Some applicants to join the EuphoriaMUN team may be under 18. If you are under 18, you must have your parent or guardian's agreement before applying, and the application form asks you to confirm this. A parent or guardian may contact us (see section 9 below) to ask about, or to ask us to delete, a minor's application.

7. How long we keep it

We keep Team application data only until the conference ends on 16 January 2027. All application data is destroyed after the event.

8. How we protect it

We use reasonable technical and organisational measures to protect your information, including serving the Site over HTTPS, applying security headers, and limiting access to application data to the Secretariat. No method of transmission or storage is completely secure, but we take appropriate steps to guard against unauthorised access, loss or misuse.

9. Your rights and contact for privacy requests

Depending on where you live, you may have rights over your personal information, including the right to ask what we hold about you, to have it corrected or deleted, and to object to or restrict how we use it.

To exercise any of these rights, or to ask us to delete your application, contact us at support@euphoriamun.com. You may also withdraw your application or request deletion by replying to any email we send you about it.

10. Changes to this notice

We may update this notice from time to time. The version in force is the one published on the Site, and the "Effective date" above reflects when it last changed.