Terms and conditions
By accessing and using the Website, you declare you comply with this privacy notice.
The content of the Website, including brands, logos, drawings, data, company or product names, text, images and such are protected through intellectual property rights, belonging to EYFDM, or rightful third parties.
Limitation of liability
The information provided on the Website is generic. The information is not adjusted to personal or other specific circumstances and should not be seen as specific, individualised advice to the user.
EYFDM strives to provide full, accurate, right and updated information. In case of inaccurate information EYFDM will make the most possible effort to correct this as soon as possible.
EYFDM cannot be held accountable for direct or indirect harm, originating through the use of information from the Website or other communication channels.
In case of inaccuracies found on the Website, the user must contact the manager of the Website.
The content of the Website (including links) can always be adjusted, changed or supplemented without any announcement, warning or notification.
EYFDM provides no guarantees of the proper functioning of the Website, and can not be held accountable for the malfunctioning or unavailability, or any form of harm, direct or indirect, resulting from lack of access to, or limited use of the Website or related services.
EYFFM cannot be held accountable, directly or indirectly, in any other way, for any damage or harm due to the use of the Website (including, but not limited to the use of links and hyperlinks), which includes, but is not limited to, all losses, work interruptions, damage to programmes or other information on computer systems, equipment, software or anything else of the user.
EYFDM does not control the content or any other characteristics of these third-party websites and that in no way can it be hold accountable for the content of the third-party websites and their characteristics nor for any harm by using these.
Governing law and competent courts
The Dutch law applies to the Website. Any and all disputes shall be referred to the Courts of the Netherlands having jurisdiction.
EYFDM Privacy Notice
Last updated: March 2026
1. Who we are
The European Young Family Doctors’ Movement (EYFDM) is a non-profit organisation registered in the Netherlands with the Dutch Chamber of Commerce (Kamer van Koophandel).
You can mail us to:
Landelijke Huisartsen Vereniging
Mercatorlaan 1200,
3528 BL Utrecht
Netherlands
Our website address is: https://eyfdm.eu
EYFDM is the data controller for the purposes of the EU General Data Protection Regulation (GDPR / AVG).
Contact:
Data protection queries may be addressed to the Secretary.
2. What personal data we collect
Depending on how you interact with EYFDM, we may collect and process:
- Name
- Email address
- Role, affiliation, or country
- Website user account information (if applicable)
- Electronic data (IP address, location, cookies, landing pages accessed, referring and exit pages, URLs, types of browser used, language of your browser, the amount of time spent on particular pages or parts of pages)
- Comments and associated metadata
- Photographs and short biographies (e.g. for council or officer profiles)
- Phone numbers (e.g. for WhatsApp groups, where relevant)
- Information submitted for elections, event bids, prizes, bursaries, or reimbursements
- Bank details (only where required for payments)
- EYFDM can use photos and videos taken during our and WONCA’s events for the promotion of future events.
We aim to collect only the minimum personal data necessary.
3. How we use your personal data
We use personal data for the following purposes:
- Operating and maintaining the EYFDM website
- Managing mailing lists and communications
- Administering governance, elections, and appointments
- Organising meetings, events, and evaluating bids
- Publishing agreed profiles and content
- Administering prizes, bursaries, and reimbursements
- Maintaining organisational records and continuity
These goals result of the execution of a relevant agreement or a legitimate interest for our services and internal business operations.
4. Lawful basis for processing
Under the GDPR / AVG, EYFDM relies on:
- Consent (e.g. newsletter sign-up, WhatsApp groups, website profiles)
- Legitimate interests (e.g. governance, communications, organisational memory)
- Legal or financial necessity (e.g. accounting and reimbursements)
You may withdraw consent at any time where consent is the lawful basis. In the event of withdrawal, collected data will be deleted unless legal grounds justify retaining the data.
5. Comments
When visitors leave comments on the site, we collect the data shown in the comments form, as well as the visitor’s IP address and browser user agent string, to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to check whether you use it. The Gravatar service privacy policy is available at:
https://automattic.com/privacy/
After approval of your comment, your profile picture may be visible to the public in the context of your comment.
Visitor comments may be checked through automated spam detection services.
6. Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS). Visitors to the website may be able to download and extract location data from images published on the site.
7. Cookies
If you leave a comment on our site, you may opt in to saving your name, email address, and website in cookies. These are for your convenience and last for one year.
If you visit our login page, a temporary cookie is set to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, cookies are set to save your login information and display preferences:
- Login cookies last two days
- Screen option cookies last one year
- “Remember Me” login lasts two weeks
If you log out, login cookies are removed.
If you edit or publish an article, an additional cookie is saved indicating the post ID. This cookie contains no personal data and expires after one day.
8. Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles). Embedded content behaves as if you have visited the external website directly. EYFDM also uses social media accounts on diverse platforms. Interacting with these platforms is subject to these websites’ privacy policies.
These external websites may:
- Collect data about you
- Use cookies
- Embed third-party tracking
- Monitor your interaction with embedded content
EYFDM is not responsible for the privacy practices of third-party websites.
9. Mailing lists and communications
EYFDM operates mailing lists for news and updates. These are managed using EmailOctopus, which acts as a data processor on EYFDM’s behalf.
- Subscription requires active opt-in
- Emails include an unsubscribe option
- A Data Processing Agreement is in place with EmailOctopus
10. Use of WhatsApp and meeting tools
EYFDM may use WhatsApp for operational group communication and may use AI-assisted tools (e.g. meeting transcription) to support minute-taking.
- Phone numbers are collected only where necessary
- Participation is explained in advance
- Recordings and transcripts are deleted once minutes are finalised
11. Who we share your data with
Personal data is shared only where necessary, for example:
- Website administrators
- Mailing list providers
- Meeting and communication tools
- Financial service providers (for payments)
If you request a password reset, your IP address will be included in the reset email.
We only provide data to other parties if this is necessary for the uses listed above, or if it is required by law.
Some service providers may process data outside the European Economic Area. Where this occurs, EYFDM ensures appropriate safeguards, such as Standard Contractual Clauses, are in place.
12. How long we retain your data
EYFDM retains personal data only for as long as necessary and relevant for our operations and/or to comply with legal, accounting, or reporting requirements:
- Website comments and metadata may be retained indefinitely to manage moderation
- Website user profiles can be edited or deleted by users at any time
- Mailing list data is retained until you unsubscribe
- Election materials and applications are deleted after a defined retention period
- Names and roles may be retained for organisational memory
The duration of retention varies by process and type of data.
In general, personal data will be stored for two years after the cessation of interaction between you and EYFDM, unless we have reasonable grounds to believe that your personal data should be retained to comply with legal and/or accounting obligations.
Tax data is kept for at least 7 years, as this is legally required in connection with the Tax and Customs Administration. If there is no clear legal obligation to keep data, we determine a period of time ourselves.
Further detail is set out in EYFDM’s Internal Data Protection & Retention Policy.
13. Your rights
Under the GDPR / AVG, you have the right to:
- Access your personal data
- Request correction or deletion
- Restrict or object to processing
- Withdraw consent
- Request data portability (where applicable)
We value your privacy. If you have questions or complaints please contact us. This can be done by sending an e-mail to Secretary.
You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority.
14. How EYFDM ensures the safety of your personal data
We do take reasonable measures to secure your personal data and to safeguard your privacy, including technical and organisational measures. However we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Where we have given (or where you have chosen) a password which enables you to access certain parts of the Website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
15. Changes to this Privacy Notice
This Privacy Notice may be updated from time to time. The most current version will always be published on the EYFDM website. We recommend that you visit this page regularly.