Privacy Policy
Last updated: 8 August 2026
Ler em PortuguêsThis policy clearly explains what personal data we process through milvoz.pt, why we process it, how long we keep it and what rights you have.
1. Data controller
Milvoz — Associação de Protecção e Conservação da Natureza (“Milvoz”) is the controller of the personal data described in this policy.
Rua da Calçada Antiga, no. 1Assafarge, 3040-657 Coimbra, Portugal
Email: geral@milvoz.pt
2. Data, purposes, legal bases and retention
Fields marked as required are necessary for us to handle the relevant request. If you do not complete them, we may be unable to respond or complete the process.
| Activity | Data | Purpose and legal basis | Retention by Milvoz |
|---|---|---|---|
| General contact | Name, email, subject and message. | Responding to and following up the enquiry. Our legitimate interest in communicating with people who contact us and, where relevant, steps taken at the data subject's request (Article 6(1)(f) and (b) GDPR). | Up to 2 years after the last contact, unless required by law or for the establishment, exercise or defence of legal claims. |
| Partnerships | Company, contact name, email, phone number and message. | Reviewing and responding to partnership enquiries. Legitimate interest and steps before a possible contractual relationship (Article 6(1)(f) and (b)). | Up to 2 years after the enquiry is closed; if a partnership begins, for the relationship and applicable legal periods. |
| Volunteering | Name, email, phone number, areas of interest, availability and motivation. | Assessing applications, organising volunteering and contacting candidates. Legitimate interest in managing the association's activities (Article 6(1)(f)). | Unsuccessful applications: up to 2 years after the last contact. If volunteering begins, for the relationship and as needed for legal obligations or legal claims. |
| Membership | Full and card name, email, phone number, gender, date of birth, civil identification number, tax number, address, membership category and fee. | Processing the application and managing membership, fees, statutory duties and legal obligations (Article 6(1)(b) and (c)). | For the membership and then for applicable legal, accounting and limitation periods. Mandatory association records may be kept for longer. |
| Donations | Name, email, phone number, tax number, address, amount and optional message. | Identifying the donation, issuing the receipt, communicating with the donor and meeting tax and accounting obligations (Article 6(1)(c) and (f)). | For the statutory period applicable to accounting and tax records, which may be up to 10 years. |
| Newsletter | Name, email and subscription metadata such as the date and source page. | Sending Milvoz news and communications based on consent (Article 6(1)(a) GDPR and Portuguese Law 41/2004). | Until you unsubscribe. We may retain minimal records of consent and opt-out where needed to demonstrate compliance and prevent further messages. |
| Website security | IP address, browser and device data, technical requests and anti-abuse interaction signals. | Providing and protecting the website, preventing spam and investigating faults or misuse. Legitimate interest in service security (Article 6(1)(f)). | For short periods defined by configuration and the providers. Web3Forms states that its technical logs are deleted periodically, approximately every 2 months. |
3. How the forms work
The contact, partnership, volunteer, membership and donation forms are validated by the website and sent through Web3Forms to geral@milvoz.pt. Milvoz does not create its own database copy of these submissions through the website.
According to Web3Forms' public documentation, submissions on the free plan may be retained by the provider for up to 30 days, and technical logs that may contain personal data are deleted periodically, approximately every 2 months. Once delivered, the message remains in the Milvoz mailbox according to the periods stated above.
Please do not include sensitive information in free-text fields unless it is necessary for your request.
4. Newsletter
The newsletter is managed through Sender.net. By selecting “Subscribe”, you authorise Milvoz to use your name and email to send these communications. You can withdraw your consent at any time using the unsubscribe link in every message or by emailing geral@milvoz.pt. Withdrawal does not affect processing that took place before it.
Milvoz does not use information from the other forms to send the newsletter unless the person also subscribes specifically.
5. Cookies, local storage and hCaptcha
The website does not use advertising or audience-analytics cookies. We store only the confirmation that the technical privacy notice has been dismissed in the browser's local storage.
Forms use hCaptcha to distinguish people from automated traffic. This service may process IP address, device and browser characteristics, and interaction signals from the page. This information is used for security and abuse prevention, not for Milvoz advertising.
6. Providers, recipients and international transfers
Personal data may be handled by authorised Milvoz team members and by the following providers, only to the extent needed for their service:
- Web3Forms / Web3Creative — form forwarding; infrastructure in the United States and parent organisation in India.
- Milvoz's email provider — receipt and storage of messages sent to geral@milvoz.pt.
- Sender.net (UAB Sender.lt) — newsletter management and delivery; an organisation established in Lithuania.
- hCaptcha / Intuition Machines — spam and abuse prevention; processing in Europe and/or the United States.
- Cloudflare — website hosting, delivery and security through a global network.
Some providers may process data outside the European Economic Area. Where applicable, transfers must rely on an adequacy decision, the European Commission's Standard Contractual Clauses or another mechanism under Chapter V GDPR. You can request more information about the applicable safeguards by emailing geral@milvoz.pt.
Authorised editors manage website content through TinaCMS, with versions held in GitHub. These services do not receive information submitted through the public forms.
7. Your rights
Where applicable, you may request access to, correction or deletion of your data, restriction of processing and data portability, and you may object to processing. Where processing relies on consent, you may withdraw that consent at any time.
To exercise a right, email geral@milvoz.pt. We may request information needed to confirm your identity. We will normally respond within one month.
You also have the right to lodge a complaint with the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD).
8. Security and automated decisions
We use technical and organisational measures proportionate to the risk, including encrypted connections, access controls and anti-spam protection. No system is completely infallible; please contact us if you identify a security concern.
Milvoz does not use information collected on the website for profiling or automated decisions that produce legal or similarly significant effects. hCaptcha makes technical abuse-prevention decisions only and may request an additional check before submission.
9. Changes to this policy
We will update this page when our processing activities or providers change. The date at the top identifies the version in force. Where a change requires fresh consent, we will request it before the relevant processing begins.