ENQA maintains the following databases:
- Members and affiliates
- The database for members and affiliates includes information on the organisation, including its profile and activities, as well as contact details (name, email address, and position) of relevant personnel. The above-mentioned public information is available on the ENQA website. Further information pertaining to affiliates (including that which is collected during the application procedure, such as funding sources and motivations for seeking affiliation) is stored for internal use by the ENQA Secretariat, Board, and General Assembly.
- The database for contacts contains a record of ENQA’s working group members, main stakeholders, and the contact information for ENQA’s members and affiliates, which includes the contact details (name, email address, and position) of relevant personnel. Individuals included in this database authorise ENQA to contact them on matters relating to the association’s work.
- Pool of experts
- The pool of experts contains a record of current or potential reviewers for ENQA Agency Reviews. It includes the reviewer’s name, email address, professional profile, nationality, language competences, gender, expertise, nominating organisation, review history, and additional information submitted voluntarily by the reviewer and contained in the reviewer’s CV. Reviewers are contacted for matters relating to ENQA Agency Reviews.
For each of the above-mentioned databases, it is the responsibility of the contacts to inform the ENQA Secretariat (firstname.lastname@example.org) when the information should be updated or removed altogether.
- ENQA has separate mailing lists for members, affiliates, partners, the ENQA newsletter, and ENQA events. Mailing lists for members, affiliates, and partners include the contact details (name, email address, and position) of each organisation’s relevant personnel. These lists are stored and managed by the ENQA Secretariat and are used to send information that is targeted to ENQA members, affiliates, and/or partners.
The mailing lists for ENQA’s newsletter and events contain at least the name and email address of each subscriber. Subscribers of the ENQA newsletter and events mailing lists, when subscribing, may opt to include additional information such as their organisation and position therein. Subscribers of the newsletter and events mailing lists have the right and possibility to unsubscribe from the mailing lists through an “unsubscribe” link at the bottom of each email. Alternatively, users can email the ENQA Secretariat at: email@example.com to be removed from the lists. The newsletter and events mailing lists are stored and updated via Mail Chimp and used for those wishing to receive the ENQA newsletter, and for those wishing to be informed of upcoming ENQA events, respectively.
ENQA collects and stores information concerning the participants of its events, including – where relevant – the participant’s name, nationality, passport number, organisation, position, invoice address, email, phone number, fax number, VAT number, dietary information, IP address, and login information. This information is for internal use by staff of the ENQA Secretariat and the co-organisers of its events.
ENQA collects and stores information from participants engaging in survey research. This information includes – where relevant – the respondent’s name, organisation, position, email, phone number, IP address, and other free-form responses entered willingly by the respondent. This information is for internal use by staff of the ENQA Secretariat and, in some cases, by its Board and external funders (the European Commission). Information provided by survey respondents for use in ENQA’s research is reported anonymously unless indicated and agreed otherwise.
ENQA collects and stores statistics (including users’ IP addresses and website activity) on the use of the ENQA website. This information is for internal use by staff of the ENQA Secretariat and, in some cases, by its Board and external funders (the European Commission).
ENQA collects and stores information (including the name, address, and banking details) of individuals and organisations with whom it conducts financial transactions. This information is accessible only by staff of the ENQA Secretariat and its authorised personnel.
Any information transmitted by email to and from staff of the ENQA Secretariat will be stored on the Secretariat’s secured email server, accessible only by staff of the ENQA Secretariat and its authorised personnel.
Any of the above-mentioned data will not be transferred or shared with any unrelated third parties. Only authorised individuals have access to information collected and stored by ENQA. ENQA takes security measures to safeguard its databases, but if a breach of security is identified, ENQA will inform those affected as quickly as possible. Contacts have the right to ask for a copy of the information ENQA has about them.
For queries or complaints, ENQA may be contacted by email at firstname.lastname@example.org or by post at ENQA, Avenue de Tervuren 36-38, 1040 Brussels, Belgium.