Balkan Museum Network

Membership Terms & Conditions

Last updated: January 28, 2026

These Terms & Conditions (“Terms”) govern membership in the Balkan Museum Network (“BMN”, “the Network”, “we”, “us”). By applying for and maintaining membership as an Individual or Institutional Member, you agree to comply with these Terms.

1. Purpose of the Network

The Balkan Museum Network exists to foster cooperation, professional exchange, visibility, and collaboration among museum, gallery, library, archive, and heritage professionals and institutions across the Balkan region and beyond. The Network provides digital tools, including online member databases, to support communication, partnerships, and shared initiatives.

2. Membership Categories

2.1 Individual Members

Individual Members include professionals, researchers, students, consultants, and other individuals working or interested in the GLAM and cultural heritage sectors.

2.2 Institutional Members

Institutional Members include museums, galleries, libraries, archives, cultural centers, universities, NGOs, public institutions, and other organizations engaged in cultural, heritage, or related activities.

BMN reserves the right to approve, deny, suspend, or terminate membership at its sole discretion.

3. Membership Application & Approval

  • All applicants must submit accurate, complete, and up-to-date information.
  • Membership is subject to review and approval by BMN.
  • BMN may request additional documentation or clarification.
  • Submission of an application does not guarantee acceptance.

4. Online Member Databases

BMN maintains two separate online databases:

  • Individual Members Database
  • Institutional Members Database

Each database contains fields designated as either:

4.1 Public Information

Public fields are visible to all website visitors and may include (but are not limited to):

  • Name (individual or institution)
  • Country and city
  • Professional role or institutional type
  • Areas of expertise or activity
  • Public contact details (if provided)
  • Website and social media links
  • Public profile description

Public information is intended to promote visibility, networking, and collaboration.

4.2 Private Information

Private fields are visible only to logged-in BMN members and authorized BMN administrators and may include (but are not limited to):

  • Email address and direct contact details
  • Internal notes and collaboration interests
  • Member-only communication preferences
  • Additional profile data not intended for public display

Private information is intended solely to facilitate internal networking and cooperation within the Network.

5. Data Protection, Privacy & GDPR Compliance

BMN processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable EU and national data protection laws.

5.1 Data Controller

The Balkan Museum Network is the data controller responsible for processing personal data submitted through membership applications and member databases.

5.2 Lawful Basis for Processing

BMN processes personal data on one or more of the following lawful bases:

  • Performance of a contract (membership administration)
  • Legitimate interests (facilitating professional networking and cooperation)
  • Consent (for optional fields, communications, and public display of information)
  • Compliance with legal obligations

5.3 Categories of Data Processed

BMN may process, where applicable:

  • Identification and contact details
  • Professional and institutional information
  • Profile descriptions and areas of expertise
  • Login and account-related information
  • Communication preferences

5.4 Public vs. Private Data

Members explicitly acknowledge that:

  • Public fields will be visible to all website visitors
  • Private fields will be visible only to logged-in members and authorized BMN administrators
  • Members are responsible for selecting which information they make public

5.5 Data Sharing

  • BMN does not sell personal data.
  • Data may be shared with trusted service providers (processors) solely for operational purposes (e.g., hosting, email services), under appropriate data processing agreements.
  • Data may be shared with project partners only when necessary for Network activities and with appropriate safeguards.

5.6 International Transfers

If personal data is transferred outside the European Economic Area (EEA), BMN will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

5.7 Data Retention

Personal data will be retained only for as long as necessary to fulfill Network purposes, comply with legal obligations, and maintain membership records. Upon termination of membership, data will be deleted or anonymized unless retention is required by law.

5.8 Data Security

BMN implements appropriate technical and organizational measures to protect personal data against unauthorized access, loss, alteration, or disclosure.

5.9 Data Subject Rights

Under GDPR, members have the right to:

  • Access their personal data
  • Rectify inaccurate or incomplete data
  • Request erasure (“right to be forgotten”)
  • Restrict or object to processing
  • Data portability
  • Withdraw consent at any time (where processing is based on consent)

Requests may be submitted through BMN’s official contact channels.

5.10 Complaints

Members have the right to lodge a complaint with their local data protection supervisory authority if they believe their data has been processed unlawfully.

6. Member Responsibilities

All members agree to:

  • Provide accurate and truthful information.
  • Keep their profile information reasonably up to date.
  • Use the databases and member tools for professional, collaborative, and non-commercial purposes aligned with BMN’s mission.
  • Respect the privacy and confidentiality of other members.
  • Refrain from misuse, harvesting, scraping, or unauthorized distribution of member data.
  • Conduct themselves in a professional, respectful, and ethical manner.

7. Acceptable Use of Databases

Members may use the databases to:

  • Identify potential partners
  • Initiate professional contact
  • Explore collaboration opportunities
  • Share relevant professional information

Members may NOT:

  • Use database information for spam, mass marketing, or unsolicited commercial communication
  • Share login credentials
  • Export or redistribute member data without explicit permission
  • Use the databases for purposes unrelated to BMN’s mission

8. Communication & Consent

By joining BMN, members agree to receive:

  • Administrative communications
  • Network news and updates
  • Invitations to events, calls, and opportunities

Members may opt out of non-essential communications at any time.

9. Intellectual Property

  • Members retain ownership of all content they submit.
  • By submitting content, members grant BMN a non-exclusive, royalty-free right to display, reproduce, and distribute such content for Network-related purposes.
  • Members confirm they have the right to submit any materials they provide.

10. Membership Fees (If Applicable)

If membership fees apply:

  • Fees, payment terms, and renewal periods will be communicated separately.
  • Failure to pay applicable fees may result in suspension or termination of membership.

11. Suspension & Termination

BMN may suspend or terminate membership if a member:

  • Violates these Terms
  • Misuses the databases
  • Engages in unlawful, harmful, or unethical conduct
  • Acts in a manner that harms the Network or its members

Members may request to terminate their membership at any time.

12. Limitation of Liability

BMN provides the databases and services on an “as is” basis. BMN is not responsible for:

  • The accuracy of member-provided information
  • Outcomes of collaborations or partnerships
  • Any loss or damages arising from use of the Network or databases

13. Modifications to Terms

BMN may update these Terms from time to time. Continued membership constitutes acceptance of updated Terms. Members will be notified of significant changes.

14. Governing Law & Jurisdiction

These Terms shall be governed by and interpreted in accordance with the laws of the European Union and the national laws of the country in which Balkan Museum Network is legally registered, without prejudice to mandatory consumer and data protection rights under EU law.

15. Contact

For questions regarding these Terms, membership, or data protection, please contact the Balkan Museum Network administration through the official website or designated contact channels.

By applying for or continuing membership, you confirm that you have read, understood, and agreed to these Terms & Conditions.