Privacy Policy - Gezelschap Leeghwater

Privacy Policy Gezelschap Leeghwater

Version 1.0 15 june 2018, Delft

This Privacy Policy provides you with information about the purposes for which Gezelschap Leeghwater processes personal data. It is in accordance with the law, in particular the General Data Protection Regulation (GDPR).

The Privacy Policy consists of two parts: a general part, which applies to every member of Gezelschap Leeghwater and a part covering activities, operative when a member signs in for an activity.

General

Collection of personal data

Under the GDPR, Gezelschap Leeghwater is defined as the data controller and thus responsible for protection of data of her members as defined in this Privacy Policy. Here can be found what data is being stored, for how long and for what purposes. Furthermore members can find how to exercise their privacy rights and where to go to for more information or other questions.

Contact information

Gezelschap Leeghwater
Mekelweg 2
2628 CD Delft
+31 (0) 15 278 6501
info@leeghwater.nl

1. Overview of personal data

Gezelschap Leeghwater processes your personal data when you become a member for operational purposes. Members automatically agree to the Privacy Policy when they register as a member.

Below is an overview of all personal data that is collected and processed by Gezelschap Leeghwater.

Personal data	Reason	Storage Duration
Personal Details Name Initials Gender Nationality	To be a member of the study association, Gezelschap Leeghwater needs your personal details.	Duration of study + three years
Address Details Address Postal Code Residence	To be able to send publications, invites, cards and other mail.	Duration of study + three years
Contact Details E-mail address Telephone number	Gezelschap Leeghwater uses e-mail addresses to inform members of activities of the association and to provide information of companies related to Gezelschap Leeghwater. Telephone numbers are used to reach members when they participate in activities or committees.	Duration of study + three years
TU Delft Details Student number Study progress	Gezelschap Leeghwater uses student numbers to check whether members are still registered as student at Delft University of Technology. Information about the study progress is collected to check whether members are BSc. or MSc. students. Gezelschap Leeghwater uses this information to send only relevant e-mails and in that way reduce spam.	Duration of study
Financial Details* IBAN number* BIC code*	Financial details are only processed with explicit permission of members by filling in a SEPA authorisation form of by registering for a paid event. In that case, financial details can be shared with Exact to carry out debt collections or other transactions.	Duration of study
Parental Details* Name* Address* Telephone number*	Sharing parental details with Gezelschap Leeghwater is optional. In case a member agrees to shares this data, he or she automatically agrees to the storage of this data by Gezelschap Leeghwater. Parental details will only be used in case of emergency.	Duration of study
Photographs	By participating in activities or events of Gezelschap Leeghwater, members automatically agree to have the association take photographs and use these for promotional purposes. The photographs will not be linked to other personal data.	Photographs will be saved in the archives for an indefinite time

* This information is optional.

Next to this personal data Gezelschap Leeghwater processes remaining data members have given permission for this. Gezelschap Leeghwater reserves the right to collect more personal data when this is necessary for a specific event. More information about this can be found in the Privacy Policy part covering activities.

2. Particular and/or sensitive personal data

Gezelschap Leeghwater collects passport numbers, ID card numbers and allergies in particular cases. More information about this can be found in the Privacy Policy part covering activities.

Gezelschap Leeghwater does not intent to collect data of website visitors or members when they are younger than 16 years, unless the association has been given permission by a parent or legal guardian. However Gezelschap Leeghwater cannot check whether a website visitor is older than 16 years. We recommend parents or legal guardians to be involved in the online activities of their (foster)child to prevent unwanted data gathering without parental consent. If you think we have collected data of a minor, contact us via info@leeghwater.nl and we will delete this data.

3. Automated decision-making

Gezelschap Leeghwater will not make decisions based on automated processes about affairs that can have (considerable) effects on members or others.

4. Storage duration of personal data

Gezelschap Leeghwater only stores personal data for as long as necessary to achieve the goals where we collect the data for. The agreements concerning the storage duration can be found in section 1 of this chapter.

5. Sharing of data with third parties

Gezelschap Leeghwater will not sell your personal data to third parties and will only share this data if you yourself have given permission for this or if it is necessary to implement an agreement. Gezelschap Leeghwater makes agreements with third parties who process your data on behalf of Gezelschap Leeghwater to ensure confidential handling of personal data. A list of these third parties can be found in section 5.2. Gezelschap Leeghwater stays responsible for the confidential handling of your data unless stated otherwise in the agreement.

5.1 Access to information

The board of Gezelschap Leeghwater and the administrators of the website have access to the database on the servers of Genkgo where the data is stored.

5.2 Third parties

Mailchimp

Gezelschap Leegwhater uses Mailchimp to send company mails. Names and e-mail addresses of members are being shared with Mailchimp.

Genkgo

De website and database are hosted by Genkgo. Data is being stored on servers that belong to Gengo.

TU Delft

Gezelschap Leeghwater receives periodic updates from TU Delft to make sure the database stays up-to-date. We use these updates to check whether members are still students at TU Delft. Student numbers are shared with the Student Administration TU Delft.

Also data regarding the whole study association in stored on the ‘webdrive’, a storage in the cloud hosted by TU Delft.

Lix

Lix is an online bookplatform where it is possible for members of Gezelschap Leeghwater to buy e-books. Lix has access to our database to check whether a potential buyer is a member of Gezelschap Leeghwater and uses names and e-mail address of members who buy books.

Studystore

When registering, members automatically agree to have their data shared with Studystore.

6. Sharing of data with the alumni association

The alumni association, ‘Vereniging Oud Leeghwater’, is a committee of Gezelschap Leeghwater. When registering, members can indicate whether they want to automatically become a member of the alumni association after graduating. Data can be transferred from the database of Gezelschap Leeghwater to the database of ‘Vereniging Oud Leeghwater’ freely because the alumni association falls within Gezelschap Leeghwater.\

7. Consulting, correcting or deleting your data

Members have the right to consult, correct or delete their personal data. Members can do this themselves via ‘mijn gegevens’ once logged in on the website. When members have given Gezelschap Leeghwater permission to use personal data, they have the right to withdraw permission at a later stage. Members can also ask for a data transfer. The personal data of that particular member is then send to him/herself, somebody else or a company of organisation depending on the preference of the member.

If you wish to make use of your right to consult, correct or delete your personal data, request a data transfer or you have other questions, send an e-mail with a specified request or question to secretaris@leeghwater.nl. Make sure to add a copy of your identity card or passport to proof your identity. Cross out the MRZ (Machine Readable Zone), passport number and BSN (Social Security Number) on the copy to protect your own privacy. Gezelschap Leeghwater will respond as soon as possible, at least within four weeks.

Gezelschap Leeghwater also wishes you to point to the fact that it is possible to submit a complaint about the use of your personal data to the Dutch Data Protection Authority. This can be done via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons.

8. Confidential handling of personal data

Gezelschap Leeghwater handles personal data confidentially. Data in the database is protected by Genkgo. Gezelschap Leeghwater monitors this and if a data breach takes place, she is obliged to inform her members. If you are under the impression your data is not secured well enough or if there are signs of abuse of your data, contact us via secretaris@leeghwater.nl.

9. Changes in the Privacy Policy

Gezelschap Leeghwater reserves the right to change the Privacy Policy at any time without notice beforehand. Members will be notified of significant changes and are recommended to frequently check the Privacy Policy on the website.

10. Committees

A considerable amount of activities in the name of Gezelschap Leeghwater are being organised by committees. To carry out these extra services and events, extra personal data has to be processed. Extra services and events are divided into five categories:

Trips
Activities
Publications
Career
Education

When a member participates in events or makes use of extra services, permission to process extra personal data is needed. Gezelschap Leeghwater can only request, process or share this extra data when members meet the following two requirements:

The member has agreed to the general part of this Privacy Policy.
The member has registered for one of the services or events belonging to one of the five categories stated above.

10.1 Trips

A trip organised by Gezelschap Leeghwater may request and process the following extra personal data (besides the general personal data as seen in the general part of this Privacy Policy).

Personal data

Reason

Identification

Passport

Copy of passport

Document number

Nationality

Name

Surname

Date of birth

Place of birth

Gender

Length

Date of issue

Expiry date

Passport data can be shared with or processed by:

transport services (e.g. airlines, tour guides) to arrange transportation.

Accommodation organisations to arrange accommodation.

Intermediaries (e.g. travel agencies, ticket websites) to arrange transportation and accommodation.

Companies to arrange visits (e.g. offices, construction sites, labs, factories).

Third parties in case of emergency (e.g. loss of passport, injury).

Insurance

Health insurance card

Copy of health insurance card

Name

Surname

Date of birth

Insurance number

Card number

Expiry date

Health insurance card data can be shared with or processed by:

Third parties in case of emergency (e.g. injury).

Health Details

Health conditions

Allergies

Use of medication

Physical condition

Allergies can be shared with or process by accommodations, restaurants or catering.

Use of medication and physical conditions can be processed to insure the safety of the participant.

Financial Details

IBAN number

BIC number

Financial details can be shared with Exact to carry out debt collections or other transactions.

Registration Details

Motivational letter

Registration details can be shared or processed to implement selection procedures.

10.2 Activities

An activity organised by Gezelschap Leeghwater may request and process the following extra personal data (besides the general personal data as seen in the general part of this Privacy Policy).

Personal Data	Reason
Health Details *Health conditions* Allergies Use of medication Physical condition	Allergies can be shared with or process by accommodations, restaurants or catering. Use of medication and physical conditions can be processed to insure the safety of the participant.
General Details Clothing size	Clothing sizes can be processed to arrange fitting clothes.
Financial Details IBAN number BIC number	Financial details can be shared with Exact to carry out debt collections or other transactions.

10.3 Publications

Personal Data

Reason

Name

Name

Surname

Initials

Address Details

Address

Name and address details can be shared with third parties who are involved in publishing (e.g. pressman, shipping company)

10.4 Career

Personal Data

Reason

Registration Details

Curriculum Vitae

Motivational letter

Registration details can be shared or processed to implement selection procedures.

TU Delft Details

Year of registration

Study program

TU Delft details can be shared or processed to implement selection procedures.

10.5 Education

Personal Data

Reason

TU Delft Details

Year of registration

Study program

Study progress

TU Delft details can be processed to facilitate research on education of the Mechanical Engineering program, the faculty 3mE or Delft University of Technology.