Last updated: 18 September 2026
This website exists for one purpose: to help the participants of the WARAML delegation to Vietnam (WASP Media & Language in Vietnam, 17–24 October 2026) follow the programme and to help the coordinator organise the trip. It is a closed tool for delegation members, not a public service. This notice explains what personal data it processes, why, and what your rights are under the EU General Data Protection Regulation (GDPR).
1. Who is responsible
The data controller is the delegation coordinator on behalf of Lund University / WARAML (WARA Media & Language, part of WASP):
Asst. Prof. Sonny Vu, Head of delegation
Lund University, Wallenberg AI, Autonomous Systems and Software Program (WASP)
[email protected]
Lund University's data protection officer can be reached at [email protected].
2. What data is processed, and why
| Data | Purpose | Legal basis (GDPR art. 6) |
|---|---|---|
| Your e-mail address, name, role on the trip (PhD student / senior group / admin) and a password (stored only as a hash), created by the coordinator | To let you sign in, show you the right programme and identify your reports to the coordinator | Legitimate interest in organising the delegation (art. 6(1)(f)) – for university staff also the performance of a task in the public interest (art. 6(1)(e)) |
| Arrival time, flight number and an optional note | So the coordinator can arrange airport pick-ups and transfers | As above |
| Which events you mark as done and the comments you leave | So the coordinator can follow how the programme is going and act on anything you flag | As above |
| Time of your last sign-in and random session tokens | To keep you signed in for up to 30 days and to detect unused accounts | As above |
| Your e-mail address, when you use "Forgot password" | To send you a one-time link (valid 60 minutes) to choose a new password. The e-mail is sent through the coordinator's Google mail account. | As above |
Your e-mail, name and role are entered by the coordinator from the delegation list; everything else you enter yourself. Nothing is collected in the background: the site does not use analytics, advertising, social media plug-ins or third-party fonts and scripts, and it does not log your IP address in its own data store (the web server's ordinary access log is covered by the hosting provider's retention rules, see section 5).
Please do not enter special-category data (health, religion, etc.) or other people's personal data in the free-text fields. Only add what is needed for the trip.
3. Who can see your data
- You see your own profile, arrival details and reports.
- Other delegation members see the comments you leave on events, together with your name and role, because they are meant as shared notes for the group. They do not see your arrival details.
- The coordinator (signed-in administrator) sees the full Team overview: all arrivals, flight numbers, notes, done-marks and comments. This is what the data is collected for.
Documents that the coordinator attaches to events (agendas, background material) are likewise only available to signed-in participants who can see that event.
The data is not sold, shared with third parties or transferred outside the EU/EEA by us. It is stored on the web server that hosts this site, in a plain data file that is not reachable from the internet except through the site itself.
4. Cookies and local storage
This site sets no cookies. It uses your browser's local storage – a similar mechanism that stays on your own device – for the following, all of which are strictly necessary for the site to work and therefore do not require consent under the ePrivacy rules. They are listed here so that you know exactly what is kept:
| Key | Content | Kept until |
|---|---|---|
wasp-trip:session | Your sign-in token together with your e-mail, name and role – so you stay signed in on this device | You press Sign out, after 30 days, or when you clear your browser storage |
wasp-trip:notice-seen | Remembers that you have dismissed the privacy notice bar | You clear your browser storage |
5. How long the data is kept
The data is kept for the duration of the trip and for a short follow-up period afterwards, while the coordinator compiles the trip report. All participant data (names, arrivals, reports and comments) will be deleted from the server no later than 31 January 2027. You can delete your own data at any time before that (section 6). Ordinary web server access logs are kept according to the hosting provider's standard practice, normally a few weeks.
6. Your rights
- Access and rectification – you can see and change your name, password and arrival details directly on the site at any time; comments can be edited on each event. Ask the coordinator to correct your e-mail address or role.
- Erasure – press Delete my arrival and reports in the "You" card to remove your arrival details and all your reports from the server. To have your account (e-mail, name, role) removed as well, e-mail the coordinator, who can delete it in the admin dashboard.
- Objection and restriction – you can object to the processing or ask for it to be restricted by contacting the coordinator. Participation in the trip does not require using this site; you can always send your arrival details to the coordinator by e-mail instead.
- Data portability – on request the coordinator will send you your data in JSON format.
- Complaint – if you believe your data is handled unlawfully you can complain to the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten, IMY), imy.se, or to the supervisory authority in your own country.
7. Security
The site is served over HTTPS only. Participant data is stored in a file that the web server refuses to serve directly; it can only be read through the site's own API. The Team overview with arrival details requires an administrator to sign in. Passwords are stored only as salted hashes, password-reset links expire after 60 minutes and can be used once, and sign-in tokens expire after 30 days. Choose a password you do not use elsewhere and sign out on shared devices.
8. Changes
If this notice changes, the date at the top is updated and delegation members are informed by e-mail.