Privacy Policy

Last Updated: 28th June, 2021

Privacy Policy in other languages:

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Thank you for using Smaller Earth or visiting one of our websites/mobile apps.

Smaller Earth is subject to UK and EU GDPR (General Data Protection Regulation). This regulation ensures that companies handle your personal data with the utmost confidentiality and care. Our Privacy Policy is here to help you understand the way we use the data that you share with us along with your rights. The policy covers what data we collect and why, how we collect it, how long it is stored and how it is processed. It also explains who we will share your data with and our legal basis for handling your data.

In order to communicate with you and provide services, Smaller Earth will handle your personal data. If you have any questions or would like to exercise your data rights provided by the UK and EU General Data Protection Regulation such as data access, rectification and erasure please contact via the contact information in this policy.

Please pay attention to the fact that:

  • if you apply to any of the Smaller Earth programs at our partner offices (e.g. Camp Leaders, Camp Canada, Resort Leaders, Adventure China),
  • if you participate in events organized by Smaller Earth partner offices,
  • if you contract us to participate in Smaller Earth programs,

the Data Controller is always Smaller Earth Group Ltd.

For this reason, we ask you to contact us for all related data handling questions, regardless where you have signed your contract.

The Data Controller is Smaller Earth Group Limited, Address: Avenue Hq, 17 Mann Island, Liverpool, England, L3 1BP Company number: 06586570

If you apply to a Smaller Earth program we will ask for a range of personal information often including sensitive personal information. To keep this information safe we regularly train our employees and partners on data security and privacy. Our technology systems are protected through strong authentication methods and employees can only access data that is necessary to carry out their job role. All of our partners strictly use data only for the purposes we define and operate under strong contractual obligations regarding privacy and GDPR compatible data handling.

Your personal data is processed when:

  • you contact us
  • participate in our presentations
  • you enter into a contract with us
  • you complete a reference for a Smaller Earth participant
  • you are listed as an emergency contact for a Smaller Earth participant
  • you subscribe to an email newsletter
  • you visit our website and/or app
  • you visit an official Smaller Earth social media profile
  • you provide feedback and/or a customer review
  • you participate in a competition, giveaway or award
  • you are a hosting party, representatives of clients, host employer or partner of hosting organizations
  • you apply for a full time, part time or contract based position at Smaller Earth, including internships and work experience

This policy will explain why we process the data listed above, how we store the data and who it is shared with.

Your rights regarding your personal data

You can contact us to ask if we store or process any of your personal data, if so, you have a right to access, rectification and erasure. You can also object to the processing of your personal data and ask for a copy in electronic form. To read more about your rights please refer to EU and UK GDPR Article 12-21.

If you have any questions, requests or issues regarding data processing please contact our Data Protection Officer:

Andy Callender

Phone number: 1-866-803-7643

E-mail address: data@smallerearth.com

If you are a registered user, you can also initiate the data request and data deletion in your online profile via the settings section.

If you have an issue regarding your personal data we kindly ask you to contact us, and our team will do their utmost to solve your query.

If necessary, you can lodge a complaint at the relevant data protection authorities. Your local authority is:

ICO - Information Commissioner's Office - https://ico.org.uk

You can also initiate a legal process at your local Regional Court or at the Regional Court in the location of the Data Controller.

EU representative for data protection cases

The EU representative of Smaller Earth Group Limited for contact with authorities and other data protection related requests is:

Campleaders Hungary Kft.

1051 Budapest, Vigyázó Ferenc utca 4. 3/1. HUNGARY

Izabella Gyuricza

data@smallerearth.com

Data processing when you contact us

When you contact us - via email, live chat, phone, social media, in person, or any other form - we may process the following personal data: your name, e-mail address, gender, date of birth, phone number and Facebook ID (for Facebook based contact only). Furthermore, all the personal information you may share with us during the communication.

We use this data to contact you, answer any questions, requests and provide you further information. This data processing is our legitimate interest regarding contact handling. We delete the data from our CRM systems after 3 years of last interaction. Data in messaging platforms (e.g. email, Facebook, Whatsapp) stored indefinitely.

When you contact us on Facebook, we process your Facebook data jointly with Facebook Inc. In other cases, the data resides in the systems of our technical solution provider (webpage, e-mail, etc), who may have access to your data. Our local partner offices might actively process the data you send, when they handle your request.

Data processing at presentations and events

We may organize webinars and in-person events to inform potential applicants about Smaller Earth programs or provide additional information to our contracted participants. During these events we will record the list of attending participants and at registration we may ask you to give us your:

  • name,
  • email address,
  • phone number,
  • date and place of birth,
  • name of your university or collage
  • date of event attended
  • name of event attended

We also may learn your

  • gender,
  • and signature.

If you change your mind, you can ask us to erase your data immediately or you can do this request later. If you ask us later, we will delete your data within 1 month of the request. If you complete a paper-based form at an event but do not contact us further we will store your data until the end of the travelling season.

During the season we may organize webinars on topics, such as job fairs, interviews, travel, pre-departure orientation and so on. In the case of online webinars we have access to the attendees email address and username. The providers of the software used for online webinars will store user activity logs. You can find the details of their data handling on the website of the software provider you use to connect to the online event.

Event data resides in the systems of our technical solution provider (website, e-mail, etc), who might have access to this data and also our local partner offices might actively process the information to provide the Smaller Earth services.

Recording of events

We may carry out photography and record videos of our public events, you will be informed if this is taking place and we will provide you with the option to not to be recorded, you can learn about this at the event location.

The purpose of these records is to document the event and to advertise the services we offer. Any photos and videos we captured may be published on our website, social media and other media. This is our legitimate interest regarding the advertisement of the company.

We store any photos and videos indefinitely, but you can always object against the usage or ask for the erasure of the data.

We may record our online webinar sessions. In such cases we will inform you of the recording in advance.

We store your data in our systems, which are operated and maintained by our technical solution provider. They might access the data occasionally (e.g. for troubleshooting). Our partner offices in the country you apply within will have access to the data.

Processing of contract related data

If you enter into a contract with us (e.g. sign a Program Agreement) we will process your personal data in different ways.

The following section will cover how we handle your data in each of the situations below:

  • participation in a program
  • flight and travel arrangement
  • insurance
  • our 24h helpline number
  • risks regarding data sharing with countries outside EU/UK
  • program specific details
Data processing if you participate in a program

If you participate in a Smaller Earth program we are required to share some of your personal data with 3rd party partner organisations (e.g. camps, resorts and other employers). We also use this data for billing purposes.

The following information is either handled because we have legal obligation to do so (e.g. invoicing) or we have to process the data to provide you with contracted services.

Below is a list of common personal data we will process if you participate in a Smaller Earth program;

Contract related data processing:

  • Scoring and review written by and written about the hosting parties
  • The fact that you have applied to our program
  • Country of origin
  • Data regarding your criminal records
  • Destination country and address
  • Proof of student status
  • Photo
  • Pocket money details
  • Method of payment, amount and payment details
  • Interview report
  • Address, temporary address
  • Motivation details
  • Gender
  • Name
  • Shirt size
  • Preferred contact time
  • Contract data
  • References
  • Skype ID
  • Date and place of birth
  • Phone number
  • Passport data
  • Emergency contact name, relationship, contact details
  • Other personal data you have shared with us during the interview or in writing

We handle the everyday or common data based on the contract between us. But some other data we process is classed as sensitive data, such as your medical history and criminal background. Before providing us with this data we will ask for your consent to process, store and share it with partner host organisations.

Please note that our partner host organisations require this information and in the lack of consent we will not be able to arrange your travel and participation in the program.

We may also ask about your religion and beliefs to provide a better match during our placement process. This is optional. You are not required to answer these questions and you can delete your answers at any time.

Third parties who will receive your data

We store your data in our systems, which are operated and maintained by our technical solution provider. Our technical solution provider may access the data occasionally in certain situations such as troubleshooting. Our partner offices in the country you apply from also have access to the data, to provide you the contracted services.

When you upload all of the required information, documents and we have verified them, your application status may change to “Ready to Hire”. At this stage, we share your data with the verified potential hosting parties, who are the employers and partners in the exchange program you are participating in.

When we send you updates, news, we do that with a third party notification provider. They store your name and mail address and the message itself. If you opt-in for SMS notification, we also engage a third party to provide this, who stores your phone number, name and the content of the message.

When you pay for the services, we involve third parties in the payment process, who receive the payment details: your name, bank account number or credit card number, username, the fact of the payment itself, the amount and date of transfer. You can learn about their data processing in their own privacy policy, which is reachable on the payment related pages of the chosen payment method.

We store your data for the following time:

We process and store your data for a period of time based on our legal obligation as following:

  • If you registered on our website, but did not pay any fees and did not sign the program agreement: we store paper documents until the end of the travelling season; electronic information is stored for 3 years after last activity.
  • Payment related data is stored for 7 years.
  • Contract related data and documents are stored for 5 years after contract signature.
Data processing in case of flight and travel arrangements

For flight included programs the bookings are handled by a Smaller Earth partner office (Campleaders Hungary Kft.) using a Global Distribution Booking System (GDS). We record the following information to the flight booking system:

  • Name
  • Date and place of birth
  • Country of origin
  • Physical address during the program
  • Destination
  • Frequent traveler card details
  • Passport data
  • Flight itinerary and schedule
  • Food allergy
  • Transfer related information

With your consent, data may be shared with countries outside of the EU/UK. Any countries who receive your data will be specifically detailed in the program description further on in this policy.

If you fly to the USA, we register your data in the APIS system (Advance Passenger Information System) of the US Customs and Border Protection. It is a mandatory data handover, involving the following:

  • first name, middle, last name
  • gender
  • phone
  • email
  • nationality
  • passport number
  • passport issue country
  • passport expiry date
  • date of birth
  • destination country
  • street, zip, city, state

In case we organize any kind of transfer beside the flight itself or we organize accommodation for temporary stay, we share your contact details with these service providers.

Insurance related data processing

You might need to use the insurance we provide for you as part of your program. In such case, we share the following data with the insurance broker:

  • Your name
  • Date and place of birth
  • The country where you live
  • Your program destination
  • Email
  • Placement and travel dates
Data processing when you call our helpline

If you travel with us, you can call our helpline after office hours. If you do so, the call may be received by a third party company who help us to prioritize support cases. They record and share with us the data that is needed to handle your issue:

  • Your name
  • Date and time of the call
  • Date and place of birth
  • E-mail address
  • Phone number
  • The details of next of kin/emergency contact person
  • The facts and subject of the call
  • Health data
  • Crime related data

We handle this information based on our contract with you. The call is not recorded, the information you share is captured in written form, which we use to resolve any issues and provide support.

We store this information until the case is closed, considering the potential legal consequences and settlement times. We may need to share the details of the incident with the partner office who you entered into contract with or your visa sponsor, but only to resolve an issue or as legal obligations dictate.

We store the helpline call data in our systems, which are operated by our technical solution provider, who might access the data occasionally (e.g. for troubleshooting).

About the risks regarding the data sharing to countries outside EU/UK

You should be aware that data protection and privacy regulations of countries outside of the EU and UK often operate differently. Our partners handle your data with utmost care and confidentiality, but the hosting country might inspect and survey the visitors based on their own right.

The crime preventing, the anti-immigration or anti-terrorism practices of the hosting countries are different at each destination and the average person might have limited information about the details. These practices often differ from the norms you experience in the EU or UK. For example, hosting countries may check your social media account, they may ask for access to your electronic devices when you enter the country or they may carry out other privacy invasive actions.

If you have any particular concerns regarding the privacy practices of a hosting country please research the relevant information before applying to a Smaller Earth program. This information can usually be found on official government websites.

Contractual data processing specific to our programs - United States of America

Programs in the United States of America

If you participate in a US based program we will share your data with third parties in the United States of America: visa sponsors who will verify your data, potential employers, authorities related to the visa process.

Camp Leaders

First Timer Program

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Proof of student status or job contract
  • Policy check
  • Details about finished and ongoing College or University studies
  • Experience with children
  • Hobbies
  • Existence of driving licence
  • Certificates
  • Skills
  • The fact of earlier visit to Israel
  • Data related to earlier USA visa cases
  • Overview of previous travels
  • Work experience
  • Language skills
  • Existence of tattoo or piercing
  • Data related to religion and ideology
  • Video record of you
  • Visa data

Returnee Program

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Proof of student status
  • Policy check
  • Details about finished and ongoing College or University studies
  • Childcare reference
  • Experience with children
  • Hobbies
  • Proof of Student Status
  • Existence of driving licence
  • Skills
  • Details of earlier employments in the USA
  • Data related to earlier USA visa cases
  • Overview of previous travels
  • Work experience
  • Data regarding your online presence
  • Date of availability
  • Existence of tattoo or piercing
  • Data related to religion and ideology
  • Video record of you
  • Visa
Au pair USA

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Smoking and alcohol consumption related data
  • Policy check
  • Details about finished and ongoing College or University studies
  • Childcare reference
  • Experience with children
  • Existence of driving licence
  • Certificates
  • Skills
  • Date of availability
  • Character reference
  • Visa
Resort Leaders

Work and Travel Program

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Job Offer
  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Proof of student status
  • Policy check
  • Details about finished and ongoing College or University studies
  • Hobbies
  • Proof of Student Status
  • Existence of driving licence
  • Skills
  • Data related to earlier USA visa cases
  • Work experience
  • Data regarding your online presence
  • Existence of tattoo or piercing
  • Video record of you
  • Visa

Traineeship

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Policy check
  • Details about finished and ongoing College or University studies
  • Existence of driving licence
  • Training plan
  • Certificates
  • Skills
  • Details of earlier employments in the USA
  • Data related to earlier USA visa cases
  • Overview of previous travels
  • Work experience
  • Data regarding your online presence
  • Date of availability
  • Existence of tattoo or piercing
  • Video record of you
  • Visa

Internship

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Policy check
  • Details about finished and ongoing College or University studies
  • Training plan
  • Details of earlier employments in the USA
  • Data related to earlier USA visa cases
  • CV
  • Visa
Contractual data processing specific to our programs - Canada
Camp Canada

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Placement Agreement
  • Policy check
  • Details about finished and ongoing College or University studies
  • Experience with children
  • Certificates
  • Skills
  • The fact of earlier visit to Israel
  • Qualification as a student for work permit purposes in Canada
  • Data of earlier residence in a foreign country
  • Data of previous summer camp experience in USA/Canada
  • Experience with camping/outdoor pursuit
  • Work experience
  • Work permit data
  • Language skills
  • Data regarding your online presence
  • Swimming skills
  • Data related to religion and ideology
  • Visa details

If you participate in this program, we will share your data with third parties in Canada.

Contractual data processing specific to our programs - The Caribbean
Caribbean Internship

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • The fact if you travelled to Caribbean before and data about it
  • Job Offer
  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Student ID
  • Policy check
  • Details about finished and ongoing College or University studies
  • Hobbies
  • Existence of driving licence
  • Certificates
  • Skills
  • Overview of previous travels
  • Work experience
  • Work permit
  • Fact of name change (other than marriage)
  • Data regarding your online presence
  • Date of availability
  • Character reference
  • Existence of tattoo or piercing
  • Video record of you

If you participate in this program, we may share your data with third parties in; Jamaica, Curaçao, Commonwealth of The Bahamas, Saint Lucia, Antigua and Barbuda, Grenada, Barbados, United Mexican States, Belize, Turks and Caicos Islands, Haiti, Dominican Republic, Collectivity of Saint Martin, The Federation of Saint Christopher and Nevis, Commonwealth of Dominica, British Virgin Islands, Aruba, Bonair (Saba, Sint Eustatius).

Contractual data processing specific to our programs - China
Adventure China

In addition to the data covered in the general contract related data processing section, we may also ask the following information when participating in this program:

  • Marital status
  • Smoking and alcohol consumption related data
  • The fact of illegal drug consumption
  • Policy check
  • Details about finished and ongoing College or University studies
  • Hobbies
  • Existence of driving licence
  • Skills
  • Data about earlier work experience in Chinese camp
  • Work experience
  • Data regarding your online presence
  • Existence of tattoo or piercing
  • Visa details

If you participate in this program, we will share your data with third parties in the People’s Republic of China.

Data processing when you provide reference for our participants

The clients, visa sponsors of Smaller Earth or work permit processor authorities may ask you to provide references for our participants. In such cases, we will store some information about you that is used to verify any references. References are required to participate in the chosen program and it is our legitimate interest to handle the following data:

  • Your name
  • Phone number
  • Relationship to the applicant
  • Time of the relationship
  • Your opinion about the applicant

We store your data in our systems, which are operated and maintained by our technical solution provider. They might access the data occasionally (e.g. for troubleshooting). Our partner offices in the country from which the participant applies to a program will have access to the data.

In order to facilitate travel for our participants, we share your data with the visa sponsors, work permit processing authorities and potential employers. These organisations may be based in countries outside of the EU and UK.

When you submit your reference we will ask your consent to share the data with the parties referenced above. You can read about the risks of this data transfer under the section: About the risks regarding the data sharing to countries outside EU/UK

If the participant does not travel with us, we store this data for 3 years, if the participant did travel with us, the data remains for 5 years after the last day of hosting.

Data processing when you are an emergency contact

The participant of a Smaller Earth program may name you as a person to contact in case of emergency. The participant will provide us with your full name, email address, relationship and contact details. You will be notified via email if you are added as an emergency contact. This processing is the legitimate interest of a participant regarding their personal safety.

We store your data in our systems, which are operated and maintained by our technical solution provider. They might access the data occasionally (e.g. for troubleshooting). Our partner offices in the country from which the participant applies to a program will have access to the data.

In order to facilitate travel for our participants, we share your data with the visa sponsors, work permit processing authorities and potential employers.

You can ask us to delete your data, via email at data@smallerearh.com. In such cases, we will inform the participant of the deletion.

We will share your data with organisations based on the participants' destination country which may be outside of the EU and UK. You can read about the risks of this data transfer under the section: About the risks regarding the data sharing to countries outside EU/UK

If the participant does not travel with us, we store this data for 3 years, if the participant did travel with us, the data remains for 5 years after the last day of hosting.

Data processing of website visitors

When you visit a Smaller Earth website (including the program websites, such as Camp Leaders, Adventure China, etc), our servers record your IP address and browser fingerprint. This is needed for cybersecurity reasons and is in the legitimate interest of the company. We delete log files after 1 month.

We store your IP address for a longer time period when you log in to your account. This happens also for cybersecurity reasons. Your last login IP address and the current login IP addresses are stored, while you have an active account. This is in our legitimate interest due to cybersecurity.

Cookies

Cookies are small pieces of information in the form of a tiny text file that is placed on the device of a website or app user. Cookies make using a website or app faster and easier by storing data in the background, for example adding items to a shopping cart or remembering login details for future visits. Cookies can also be used to monitor how a website is used for example, what pages are visited, where the visitors came from, what they have clicked on etc.

We use three different kinds of cookies.

Essential Cookies

Essential cookies contain your preferences regarding our website, such as the website language. We do not ask consent for this.

Marketing Cookies

Marketing cookies help us deliver more effective advertising on our website and apps. For example we might use a cookie to prevent you from seeing the same advert too many times or to deliver an advertisement relevant to your stage on one of our work and travel programs. Marketing cookies can also tell us how many times you have clicked on a certain advert or how many times it is viewed.

There are marketing cookies, namely Facebook Pixel, which connect website browsing and social media. If you accept these cookies, then the information about your visit is shared with Facebook Ireland Limited.

We ask your consent to place marketing cookies when you visit a Smaller Earth website.

Analytics Cookies

Finally we have analytics cookies, We use Google Analytics as our analytics provider. If you accept our analytics cookies, then the information about your visit is shared with Google LLC. Analytics cookies help us track how well our websites, apps and services are performing such as the speed of loading or how often the website or app may crash.

They can also track visitor data such as how many visitors we receive, which pages are viewed and how many times they are viewed. We ask your consent to place this cookie on your first visit, you can change your preferences anytime. #

Controlling Cookies

Website visitors may wish to restrict the use of cookies or prevent them from being set. Most widely used browsers provide ways to control cookie behaviour. Please review the help section in your browser to learn more about how this can be done and understand your options. Please note if cookies are disabled when visiting a Smaller Earth website or using one of our applications certain features and services may not work as intended.

Using the contact form

When you use the contact form on our webpage to get in touch with us, we process your name, email address, phone number and other personal details you share in the message. We process this data for the duration we handle your request. We store the data in our systems which are operated and maintained by our technical solution provider, who may access the data (e.g. for troubleshooting). Our partner office in the country where you are located will also have access to the data. You can read more about our contact related data handling in section. #

When you apply to our programs

You can directly apply to our programs via our websites. If you do so, we process your name, email address, phone number, gender, country of origin, date and place of birth. We do this to register your application to the program and to prepare the contract. At a later stage, as part of your application we will require more data, you can read all the details of the processing in the Processing of contract related data section.

Social media related data processing

Smaller Earth and partner offices operate multiple social media pages. If you contact us via the messaging services of these pages or by any other means through the social media platform, we process your social media identification and any data you share with us. We do this to answer your inquiry.

We process these contact requests based on our corresponding legitimate interest. We do not record your information in our systems, however, it is not in our hands how the social media platform provider processes your data. Please consult the Privacy Policy of the social media platform regarding this matter.

We process jointly with Facebook (Facebook Ireland Limited 4 Grand Canal Square, Grand Canal Harbour, Dublin 2 Ireland) the data of the users who follow, like, share, respond to advertisements or contact us on such social media pages.

When you interact with our social media content and event is registered in the Facebook Page Insights system which involves your personal data.

During the processing we handle information about your actions. This includes if you view our page, publication, video, story or other corresponding content. Furthermore we process the following:

People’s actions. This includes actions like the following:

  • Viewing a Page, post, video, story or other content associated with a Page
  • Interacting with a story
  • Following or unfollowing a Page
  • Liking or unliking a Page or post
  • Recommending a Page in a post or comment
  • Commenting on, sharing or reacting to a Page’s post (including the type of reaction)
  • Hiding a Page's post or reporting it as spam
  • Hovering over a link to a Page or a Page's name or profile picture to see a preview of the Page's content
  • Clicking on the website, phone number, Get Directions button or other button on a Page
  • Having a Page’s event on screen, responding to an event including type of reaction, clicking on a link for event tickets
  • Starting a Messenger communication with the Page
  • Viewing or clicking on items in Page’s shop

Information about the actions, the people taking the actions, and the browsers/apps used for them such as the following:

  • Date and time of action
  • Country/city (estimated from IP address or from user profile for logged in users)
  • Language code (from browser’s http header and/or language setting)
  • Age/gender group (from user profile for logged in users only)
  • Website previously visited (from browser’s http header)
  • Whether the action was taken from a computer or mobile device (from browser’s user agent or app attributes)
  • FB user ID (for logged in users only)

The processing of these social media data is the legitimate interest of the company corresponding to the social media presence. We process this data as far as you remain a Facebook user and interact with our pages. The data in Page Insights is handled by our partner offices.

About Facebook Lookalike and Custom Audiences

Facebook is able to create useful audience profiles for our advertising activities, the usage of this is our legitimate interest in marketing. These profiles do not include any of your personal data, but might be based on your Facebook profile.

Facebook might capture your interest in our programs either via Facebook Pixel, or when you write to us in Messenger or because we upload the contact details of our applicants. From this information Facebook is able to create new lists, so called “audiences” for our targeting campaign, which means, our advertisements will reach people with similar interests as you.

If you are not a Facebook user, these systems will do nothing with your data, everything is immediately discarded. If you are a Facebook user, the audience intelligence merely connects your interests to our audience profile and will not process your data in any other way. Especially, it does not target you with new marketing content, does not contact you with any kind of offers and does not share your data with third parties.

Data processing regarding newsletter, blog subscription

You may be able to subscribe to a newsletter via a Smaller Earth website.

If you subscribe, we ask you to provide your name and email address. We use this data to send email newsletters containing updates, news, offers and general travel content.

On subscription we ask your consent. You can unsubscribe any time with the unsubscribe link in the emails. If you do not opt-out, your data will remain in our mailing list.

We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). Our partner office in the country of your language preference also has access to the data

We send our emails with a third party mail service provider. They store your name, email address, date of birth, application stage, university name, registration date, placement status, responsibility centre, last login date, sub-stage, host employer name, program name and app download status.

Data processing regarding your feedback

When you have finished your program, we ask for your feedback on the service you have received and on your program experience. Leaving feedback is optional. The processing of this data is in our legitimate interest regarding the advertisement and improving our services.

If you provide feedback, we handle your opinion, scoring, profile picture, your first name and initial of the family name. If the content of feedback is acceptable for publishing, we disclose it on our webpage. You can ask any time the deletion of this data, but otherwise we store it indefinitely.

We store the data in our systems which are operated and maintained by our technical solution provider, how might access the data (e.g. for troubleshooting). Our partner office who you entered in to a contract with to provide the program service will also have access to the data.

Sharing your photos and videos

We are happy to see that you share photos and videos about your Small Earth journey. If these are public images, we might share those on our social media pages. These shares work as long as you do not remove your original posts.

If you share your photos, videos with us directly, we process them only with your consent. If you give your consent, we might publish them on our social media pages or webpages. We do this to inform the wider audience about our programs and to do general marketing

We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). Our partner office where you have registered has access to the data.

If there are other persons who are recognizable in your photo or video, please make sure that they are aware that you make this publicly available and get their consent for this. This is your responsibility.

If you find any media which is showing you on our webpages or social media pages, but you do not want that to be displayed, you can object any time. In such a case, please inform us on the data@smallerearth.com email address or get in touch with us in other ways! Thank you!

Data handling on competition, giveaway or award

If you participate in a Smaller Earth competition, giveaway or award, we process some of your personal data, based on our legitimate interest in the advertisements of our services.

We process the data to notify the winner, to publish the name of the winner, to hand over the prize, to fulfil our corresponding tax duties and to keep in touch with the winner.

We handle your name, contact details, the fact that you participate in the competition, giveaway or award and the outcome (the fact of winning).

We do not process the data of participants after the conclusion, except the winners’ data. We store the winners’ data for 7 years after the event.

We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). Our partner office who organized the draw has access to the data.

Sharing of winners’ data

The prize sometimes involves activities organized by third parties. To be able to arrange the given prize for the winners, we share personal data with these third parties. Please consider this when you apply.

About the photo and video recording

We may capture photography or video during the draw or the prize handover. The purpose of these records is to document the event, to have assurance and to inform a wider audience about the Smaller Earth programs.

We use these recordings to publish videos and articles on our websites, social media and other media. This is our legitimate interest in advertising.

We store these recordings indefinitely, but you can object against their usage or ask for deletion anytime. We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). Our partner office who organized the draw has access to the data.

Further photo and video recording of the winner

If you win a Smaller Earth competition, giveaway or award and you give us your consent, we may create further photography and videos about you.

The purpose of this is to inform a wider audience about the Smaller Earth programs. In this case, we process your name, the details of the recording, the facts about the prize, the value of the prize and the photos and videos about you. We store and use these recordings indefinitely, but you can anytime withdraw your consent and ask for the deletion of the corresponding data.

We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). Our partner office who organized the event has access to the data. If you give your consent, we may publish the recordings and the corresponding information on our websites, social media pages and other media.

Personal data processing of hosting parties, representatives of clients, host employers and partners of hosting organizations

During our partnership with hosting organizations, we might handle the personal data of their employees, representatives, partners if they are registered in our Customer Relationship Management system or in contact with us in other ways. I

If you are a person belonging to the above category, we process your name, your contact details, your current workplace, your current assignment and the privilege levels you have in our system. We use this data during the organization of our programs and it is required for the contract between the hosting organization and us.

We store the data in our systems which are operated and maintained by our technical solution provider, who might access the data (e.g. for troubleshooting). We keep this data indefinitely. You can ask anytime for the deletion of the data on the following email address: data@smallerearth.com.

Data processing when we organize you a business trip

We handle the following data regarding accommodation:

  • Name
  • Date and place of birth
  • Country of origin
  • Destination
  • Duration of the stay

If we arrange flights for you,the bookings are handled by a Smaller Earth partner office (Campleaders Hungary Kft.) using a Global Distribution Booking System (GDS). We record the following information to the flight booking system:

  • Name
  • Date and place of birth
  • Country of origin
  • Physical address during the program
  • Destination
  • Frequent traveler card details
  • Passport data
  • Flight itinerary and schedule
  • Food allergy
  • Transfer related information

We share the data to countries outside of the EU/UK based on your consent. We handle information regarding any food allergies also with your given consent.

We store the flight related data in our systems for 5 years.

Data processing if you apply for a job in Smaller Earth

If you would like to work for Smaller Earth and you apply for one of our open job positions, we process your CV and other personal data you share with us.

These are usually: your name, date and place of birth, contact details, school certificates, hobbies, interests, work experience, language skills, motivation and photo.

We process this data according to our legitimate interest in hiring. We do not disclose your data to third parties. We will delete all candidate data 6 months after the selection has been made and the position has been filled. The reason for this storage duration is our legitimate interest in legal defence, in the rare situation anyone may open a discrimination case against us.

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