Data Security and Privacy Statement

We commit to protecting the security and privacy of your personal data in accordance with international data protection standards, including the General Data Protection Regulation (GDPR).

This Statement explains the rules governing the collection, use, storage, and protection of your personal data by the World Association of Young Scientists in connection with membership applications, as well as the rights you are entitled to exercise.

1. Personal Data We Collect

For the purpose of reviewing individual membership applications and subsequent membership administration, we will collect the following information related to your application:

• Basic Information: Membership type, full name, gender, nationality, date of birth, mailing address, mobile, office telephone, email address, the channel through which you became aware of us, and student identification number (where applicable).
• Other Information: Affiliation / organization, position or title, highest level of education, field of study, graduating institution, professional or research achievements (where applicable), awards and honors (where applicable), graduation date, proof of enrollment (where applicable), and motivation for joining WAYS.

2. How We Use Your Data

Your personal data will be used solely for the following purposes:

• To process and review your membership application;
• To contact you, where necessary, to obtain additional information or clarification;
• To conduct internal, non-commercial statistical analysis and to support necessary membership management and services;
• To maintain internal records of the WAYS;
• Your personal data will not be sold, rented, or otherwise used for commercial purposes, except where limited disclosure is strictly necessary for non-profit activities such as internal fundraising, publicity, or member services.

3. How We Protect Your Data

• All personal data is stored on encrypted servers with restricted access;
• Data encryption and other security measures are implemented to prevent unauthorized access, loss, or misuse;
• Your personal data will be retained for a maximum of five (5) years from the completion date of the application review process; if your membership is approved, your data will be retained for five (5) years from the date of your resignation or termination of membership (and not beyond this maximum period);
• Upon expiration of the retention period, your personal data will be securely deleted or anonymized.

4. Your Rights

You have the right to:

• Access, correct, or request deletion of your personal data, except where retention is required by law or necessary to fulfill the purposes of this Statement;
• Withdraw your consent to this Statement at any time (such withdrawal shall not affect the lawfulness of any processing carried out prior to withdrawal);
• Restrict or object to specific data processing activities;
• Lodge a complaint with the competent data protection supervisory authority.

To exercise the above rights or to make inquiries regarding data privacy matters, please contact us at: secretariat@ways.science

For identity verification purposes, you may be required to provide valid documentation sufficient to confirm your identity.

5. Consent Requirement

By selecting “I have read and agree to the Data Security and Privacy Statement, and authorize the use of my data for membership information statistics” and submitting the membership application form, you acknowledge that you have read, understood, and agreed to all the terms of this Statement, and confirm that the information you have provided is true, accurate, and complete.

If any information provided is false, inaccurate, or incomplete, we reserve the right to reject your membership application or to terminate your membership after admission.

This Statement, together with other membership-related documents lawfully issued by WAYS in the future, including its Articles of Association and activity rules, constitutes an integral agreement. In the event of any inconsistency between this Statement and other membership management documents, this Statement shall prevail.

The final interpretation of this Statement shall rest with the World Association of Young Scientists and its duly authorized parties.