1. Introduction
The International Association of Maritime Universities (IAMU) is committed to protecting personal data and respecting privacy. This Privacy Notice explains how personal data is collected, used, and retained, and safeguarded by IAMU in accordance with applicable data protection laws, including the GDPR. It applies to IAMU-supported activities.

2. Data Controller
The data controller responsible for processing your personal data is:
International Association of Maritime Universities (IAMU) Secretariat
Meiwa Building 8F, 1-15-10 Toranomon, Minato-ku, Tokyo, Japan 105-0001
Email: info@iamu-edu.org
Phone: +81 3 6257 1812

3. Types of Data Collected
When you apply for IAMU-supported activities, we may collect the following information:
• Full name
• Affiliation (university or institution)
• Date of birth
• Email address and other contact details
• Application or supporting materials (e.g., proposal, CV, motivation letter, activity plan, budget, tuition documents or other relevant documents)
• Participation status and outcomes (e.g., selection results, reports, outputs)
• Travel-related documents (e.g., itineraries, booking confirmations, or e-tickets)
• Passport information
Providing this data is voluntary but necessary for your participation in the application process.

4. Purpose of Processing
We use your personal data for the following purposes:
• To manage participation in IAMU activities, including application, selection and coordination process
• To communicate with individuals involved during and after the process
• To report the results of selected participants in official documents (e.g., meeting materials, internal reports)
• To retain records of funded activities as part of IAMU’s institutional memory and accountability
• To analyze program outcomes for future improvement.

5. Legal Basis for Processing
We rely on the following legal bases under Article 6 of the GDPR:
• Article 6(1)(a): Consent
• Article 6(1)(e): Performance of a task carried out in the public interest
• Article 6(1)(f): Legitimate interests
IAMU will not use your personal data for commercial purposes or unrelated activities.

6. Retention Period
IAMU retains certain core information, such as participants’ names, affiliations, and activity type, and funding amount permanently as part of its institutional history and accountability. Other personal data including contact details and application or supporting documents, will be retained only as long as necessary to fulfill administrative, legal, or programmatic purposes, after which they will be securely deleted or anonymized.
Specific retention period for personal data related to a particular activity will be provided upon request by the individual who submitted the data for the activity.

7. Sharing of Data
Your personal data may be shared under strict confidentiality with:
• IAMU’s member universities and affiliates, where necessary for the purpose of the program
• Authorized reviewers, evaluators, or committee members involved in the selection process
• IAMU event organizers for logistical arrangements
IAMU may use trusted third-party service providers to collect or process personal data on its behalf, such as through online forms for event participation. These providers are contractually bound to process the data only for the specified purposes, under strict confidentiality and in compliance with applicable data protection laws. IAMU ensures that such third-party platforms provide appropriate technical and organizational measures to safeguard your information.
Where personal data is transferred across national borders, IAMU ensures appropriate safeguards in accordance with applicable data protection laws, which may include adequacy decisions, standard contractual clauses, or equivalent legally recognized mechanisms.
IAMU does not sell or lease personal data and will share information with third parties only with your consent or as required by law.

8. Your Rights
You have the following rights with respect to your personal data:
• Access – to obtain a copy of your personal data.
• Rectification – to have inaccurate personal data corrected.
• Erasure – to have your personal data deleted.
• Restriction – to request the restriction of processing of your personal data under certain circumstances.
• Objection – to object to the processing of your personal data.
• Withdrawal of Consent – to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
• Complaint – to lodge a complaint with a supervisory authority.
To exercise your rights or inquire further, please contact IAMU at info@iamu-edu.org.

9. Communications beyond the scope of the program
IAMU may occasionally use the contact details you have provided to share information about future opportunities, events, or publications related to its activities. If you prefer not to receive such communications, you may opt out at any time by contacting info@iamu-edu.org or by following the opt-out instructions included in the message.

10. Data Security
While no system can be completely secure, IAMU applies appropriate technical and organizational measures, including restricted access, secure storage, encryption, and regular review of security practices, to protect personal data.

11. Photos and Recordings at IAMU Events
IAMU may take photographs and/or video/audio recordings during its events for the purposes of documentation, reporting, or promotion (e.g., website, social media, publications). By attending the event, you acknowledge and consent to the use of such image or recordings by IAMU. Please contact a member of the event team (IAMU Secretariat or local host) if you have any concerns or wish to be exempted from photos or recordings.

Note:
This Privacy Notice may be updated periodically. The most recent version will be provided with each relevant activity.

October 2025