Legal
Privacy policy
This policy explains what personal data we collect, why we need it, and the rights you have under the General Data Protection Regulation (GDPR).
Last updated: 22 October 2026
1. Who is responsible for your data
EU-UKRAINE ASSISTANCE FOUNDATION, W.A. Mozartlaan 2, 1620 Drogenbos, Belgium, is the controller of personal data processed through this website.
For privacy questions, use the contact form and select “General enquiry”, or write to the registered address above. Registration details will be added after verification.
2. What we collect
- Contact details you submit through our forms: name, email address, organisation, topic and message.
- Newsletter subscription: email address, consent record and date.
- Technical data needed to operate and secure the site: pages requested, time, browser type and a hashed form of your IP address.
- Any information you choose to include in a message, including sensitive details about your circumstances. Please share only what is necessary.
3. Why we use it
- To answer enquiries, partnership requests and donation questions.
- To send updates you have asked to receive.
- To protect the website, prevent abuse and maintain security.
- To meet legal, accounting and reporting obligations where applicable.
4. Legal bases
We rely on your consent for newsletter communications; on our legitimate interests in responding to enquiries and securing the website; on the performance of a contract or pre-contractual steps for partnership discussions; and on legal obligation where record-keeping is required.
Where we process sensitive information you volunteer, we do so on the basis of your explicit consent or another lawful basis that applies to the specific situation.
5. Cookies and analytics
This website does not use advertising cookies or third-party tracking. Language preference and interface choices are stored locally in your browser, not shared with us. Essential security cookies may be set by our hosting infrastructure.
If we introduce privacy-friendly analytics later, we will update this policy and, where required, ask for consent.
6. How long we keep data
- Contact messages: up to 24 months after the conversation ends, unless a longer period is needed for a legal claim or partnership record.
- Newsletter subscriptions: until you unsubscribe, plus a short suppression record to honour your choice.
- Technical logs: up to 90 days, unless needed to investigate abuse.
7. Who we share it with
We do not sell personal data. We may share it with service providers who host the website, manage email or provide professional advice, under contracts that require confidentiality and security. We may disclose information where required by law or to protect the safety of a person.
Where a transfer outside the European Economic Area is necessary, we use appropriate safeguards recognised under GDPR.
8. Your rights
- Access, correction and deletion of your personal data.
- Restriction of or objection to processing.
- Data portability where applicable.
- Withdrawal of consent at any time, without affecting prior processing.
- Complaint to a supervisory authority. In Belgium this is the Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données).
9. Security
We use technical and organisational measures appropriate to the risk, including encrypted connections, access controls, minimisation of data and restricted retention. No system is completely secure; if a breach affects your rights, we will notify you and the competent authority as required.
10. Children
We do not knowingly collect personal data from children through this website. Stories about children are published only with an appropriate legal basis and consent, and with safeguards for their safety and dignity.
11. Changes
We may update this policy as the foundation develops. The date at the top shows the latest version. Material changes will be communicated on this page.