Privacy policy VU Introduction days

Stichting VU is responsible for the data processing operations described in this privacy statement. Stichting VU maintains the Vrije Universiteit Amsterdam as a privately run university in accordance with the Higher Education and Research Act of The Netherlands (‘Wet op het hoger onderwijs en wetenschappelijk onderzoek’). Stichting VU has its registered office at De Boelelaan 1105 in (1081 HV) Amsterdam and is registered with the Chamber of Commerce under number 53815211. 

We will process the following personal data: 

• name; 
• email address;  
• telephone number; 
• gender; 
• date of birth;
• chosen study programme;
• bank details; and
• pictures and video footage.

The personal data will only be used for the following purposes: 

• to register you and put you in programmes; 
• to provide access to the online app and platform on which your programme will be shown; 
• to invite you and send reminders; 
• so that your mentors can contact you by email or phone to participate in a group;
• to compile user statistics to evaluate and improve the activities;
• to process your payment; and
• to show prospective students what the induction looks like.

We process your personal data based on legitimate interest (article 6.1 (f) AVG). The legitimate interest consists of being able to properly organise and carry out the VU Introduction Days, further improving them and being able to provide a good picture of how the Introduction Years are going via vu.nl (in the coming years). Your privacy is well protected in this respect. 

If you have given your consent to do so (article 6.1 (a) AVG), we may forward your e-mail address to your study association so that they can contact you for more information about their additional introduction activities and post photos or videos in which you are clearly visible on the VU's social media channels.

The personal data will only be accessed by employees of the VU who by reason of their function have a role in the processing of your personal data for the abovementioned purposes and for whom it is necessary that they have access to the personal data. 

When processing your personal data, we may use service providers (processors) who process your personal data on behalf of and under the responsibility of the VU. The VU concludes processing agreements with these service providers to ensure that your personal data is processed carefully, securely and in accordance with the General Data Protection Regulation (GDPR). We remain solely responsible for these processing activities. 

Your personal data will not be shared with other parties, unless you have given your consent. For example, only is you give consent, we may forward your e-mail address to your study association so that they can contact you for more information about their additional introduction activities. 

No, your personal data will not be transferred to international organisations or countries outside the European Economic Area (EEA).  

We will not retain your personal data longer than necessary to achieve the predetermined purposes or as long as required by law. Bank details related to your payment will be retained for seven years. All other data will be deleted within four months of the registration deadline for the VU Introduction Days.

Images in which people are recognizable will be retained for a maximum of seven years. Images may be used for promotional purposes up to four years after the date of retention, such as for the VU Introduction Days website and (digital) invitations.

The VU takes appropriate technical and organisational measures to protect your personal data against loss and any form of unlawful processing. 

You can ask questions about how we process your personal data via studentdesk@vu.nl.   

On the basis of the GDPR you have the right – under certain conditions – to access your personal data that we process, to correct your personal data if it contains factual inaccuracies, to delete your personal data, to limit the processing of your personal data, to portability of your personal data and to object to the processing of your personal data. 

If you wish to exercise any of these privacy rights, you can contact the Data Protection Officer of VU Amsterdam via: 

Data Protection Officer 
De Boelelaan 1105 
1081 HV AMSTERDAM  
functionarisgegevensbescherming@vu.nl  

To be able to deal with your request, you may be asked to identify yourself based on additional personal data that the VU has of you. If this method of identification is not possible, you may be asked to identify yourself with an identification card. In this way it will be verified that the request has been made by the right person. 

If you are not satisfied with the way in which we deal with your personal data, you always have the right to submit a complaint with a supervisory authority.