Last Updated: 24.10.2025

1. Data Controller
The data controller responsible for the processing of your personal data under the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz - BDSG) is:
Axion Munich
Arcisstraße 21 Munich, Germany, 80333
Email: axion.munich@gmail.com
If you have any questions about the collection, processing, or use of your personal data, or requests for information, correction, restriction, deletion, or wish to revoke a given consent, please contact us using the details above.

2. Data We Collect and How We Use It
a) When You Visit Our Website
When you visit our website for informational purposes only, we automatically collect the data that your browser transmits to our server. This includes:

• Your IP address
• Date and time of the request
• Time zone difference to Greenwich Mean Time (GMT)
• Content of the request (specific page visited)
• Access status/HTTP status code
• Amount of data transferred in each case
• Website from which the request originates (Referrer URL)
• Browser type and version
• Operating system and its interface
• Language and version of the browser software.

The legal basis for this processing is Art. 6(1)(f) GDPR (our legitimate interest). Our legitimate interest arises from the purposes listed above, specifically to ensure the stability and security of our website. This data is not combined with other data sources and is deleted after no more than 7 days.
We do not use non-essential cookies or tracking technologies without your explicit prior consent.
b) When You Use Our Application Form
When you submit an application via our form, we collect and process the following personal data:

• Name
• Surname
• University & Faculty
• Email Address
• Curriculum Vitae (CV)
• Answers to 5 specific questions

Purpose of Processing:
We process this data exclusively for the purpose of conducting the selection process for the Axion Munich Model United Nations (MUN) conference. This includes:

• Reviewing your application and assessing your suitability.
• Communicating with you regarding your application status, interviews, and next steps.
• The internal organization and delegation allocation for the conference.

Legal Basis:
The legal basis for processing your application data is Art. 6(1)(b) GDPR (processing is necessary for the performance of a contract or to take steps at your request prior to entering a contract). By submitting the form, you are initiating a process with the potential outcome of your participation in our conference. We also rely on your consent (Art. 6(1)(a) GDPR) for the specific data you provide voluntarily in your answers and CV.

3. Data Sharing and Transfers
We do not sell, rent, or otherwise share your personal data with third parties for their marketing purposes.
Your data may be shared with:

• Service Providers (Processors): We use trusted third-party service providers who assist us in operating our website and conducting our selection process (e.g., hosting providers, email service providers). These processors are strictly bound by our instructions under data processing agreements as required by Art. 28 GDPR.
• Legal Obligations: We may disclose your data if we are required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Your data is processed within the European Economic Area (EEA). We do not intend to transfer your personal data to countries outside the EEA ("third countries") without ensuring adequate levels of protection, such as through Standard Contractual Clauses.

4. Data Retention
We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected.

• Successful Applications: If your application is successful, your data will be retained for the duration of your participation in the conference and for a reasonable period thereafter for administrative purposes (e.g., issuing certificates, references for future conferences).
• Unsuccessful Applications: If your application is unsuccessful, your personal data will be deleted no later than 6 months after the final selection process is completed, unless you have provided explicit consent for us to keep it longer for future conference considerations.

5. Your Data Protection Rights
Under the GDPR, you have the following rights regarding your personal data:

• Right of Access (Art. 15 GDPR): You can request information about the personal data we hold about you.
• Right to Rectification (Art. 16 GDPR): You can request the correction of inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten") (Art. 17 GDPR): You can request the deletion of your personal data under certain conditions.
• Right to Restriction of Processing (Art. 18 GDPR): You can request that we temporarily or permanently stop processing all or some of your personal data.
• Right to Data Portability (Art. 20 GDPR): You can request a copy of your data in a structured, machine-readable format or have it transmitted to another controller.
• Right to Object (Art. 21 GDPR): You can object to the processing of your personal data based on our legitimate interests.
• Right to Withdraw Consent (Art. 7(3) GDPR): If processing is based on your consent, you can withdraw it at any time with future effect.

To exercise any of these rights, please contact us using the details provided in Section 1.
You also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work, or the place of the alleged infringement. The competent supervisory authority in Germany is typically the authority in the federal state where our organization is based.

6. Data Security
We implement appropriate technical and organizational security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. Our security measures are continuously improved in line with technological developments.

7. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The updated version will be indicated by a new "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.