Privacy statement VU-NT2

All topics of the Privacy Statement VU-NT2

• How do we handle personal data?

  VU-NT2 treats the personal dataof its contacts with due care. Personal data is processed and protected in accordance with the General Data Protection Regulation (GDPR). We have issued this privacy statement to inform you about the use and processing of personal data collected by VU-NT2.

• Which personal data does VU Amsterdam process for VU-NT2?

  VU Amsterdam processes personal data as referred to in article 4, sub-paragraph 1 of the GDPR. Personal data encompasses all data that can provide information about an identified or identifiable natural person. The following personal data is processed.

  • Students of Dutch as a second language: name, personal public service number (only for civic integration under the Integration Act 2013), date of birth, gender, email address, telephone number, nationality, country of origin, native language, fluency in languages other than their native language, educational background, work experience, VU status (student, PhD student, employee or external relation), objective of the course (work, study or other), name and email address of employer’s contact person (if they are paying for the course) and how they know about VU-NT2. Within the electronic learning environment, data are recorded regarding attendance during classes, completed homework assignments, test results and exam results (diplomas Staatsexamen, signed participation statements, KNM exams and possibly TOEFL/ITP certificates).
  • Participants in programmes and educational activities: name, gender, address, email address, telephone number, date of birth, place of birth, educational background including verification.
  • Participants in assessments: name, gender, address, email address, telephone number, date of birth, place of birth, name and email address of employer’s contact person (if they are paying for the assessment).
  • Teachers of Dutch language courses, programmes and educational activities: name, gender, address, email address, telephone number, date of birth, CV, educational qualifications, sent invoices.
  • Developers: name, gender, address, email address, telephone number, date of birth.
  • Contacts and interested parties: name, gender, email address, the organization they work for, position within the organization and how they know VU-NT2.

• Who is responsible for processing?

  Within the scope of the GDPR, VU Amsterdam is the controller of all processing of personal data that is described in this privacy statement. This means that VU decides which personal data must be processed, the objectives of processing and the methods used for processing. VU bears responsibility for ensuring that your personal data is processed carefully and accurately.

• What are VU-NT2’s objectives for processing personal data?

  VU-NT2’s objectives for processing personal data vary per target group, as described below.
  

  Students of Dutch as a second language: 

  • VU-NT2 needs your name, address and town/city in order to enrol you and send you invoices for the programmes.
  • We need to know details regarding your nationality, native language, fluency in other languages, educational background and your reason for taking the course in order to assign you to a suitable group.
  • We need your email address and telephone number so that we can contact you if a class is cancelled, etc.
  • VU-NT2 registers data on your progress (attendance, completed homework assignments, test results) in Canvas, a digital learning environment, to decide whether you can progress to the next level. 
  • VU-NT2 wants to know how you found out about VU-NT2 in order to select the most effective communication channels. 
  • If you are a participant in a civic integration programme, VU-NT2 needs your personal public service number and date of birth so that it can send an invoice for your course to DUO.
  • If you are a participant of the Taalschakeltraject Amsterdam, VU-NT2 records your exam results and place of birth in connection with the issuance of the Taalschakeldiploma.

  Participants in programmes and educational activities: 

  • VU-NT2 needs your name, address and town/city in order to enrol you and send invoices for the services you are using.
  • Your date and place of birth will be included on your certificate.
  • VU-NT2 uses information on your educational background for the application of its admission procedure and admission.
  • VU-NT2 uses Canvas, a digital learning environment. In this environment, you are allocated, using your name and email address, into a group in which you can communicate with your teacher and fellow students. During the programme, data will be registered that is necessary for the successful completion of the programme/educational activity. Depending on the specific programme, this may include the following data: your attendance at lessons, completed assignments and homework and test results.    
    

  Participants in an assessment: 

  • VU-NT2 needs your name, address and town/city to enrol you and to send invoices for the assessment.
  • Your date and place of birth will be included on your certificate.
  • VU-NT2 wants to know your email address and telephone number so that we can contact you if, for example, an assessment must be rescheduled or if your portfolio gives us reason to do so.
    

  Teachers, trainers, refresher course leaders and developers: 

  • VU-NT2 needs your name, date of birth, address, town/city and email address to enter into a Contract for Services.
  • VU-NT2 uses your telephone number to contact you for occasional consultations.
    

  Contacts and interested parties: 

  • VU-NT2 needs your name and email address so that we can send you digital newsletters if you have given us permission to do so.
  • VU-NT2 also uses data on your job title, the organization you work for and how you found out about VU-NT2 to communicate effectively with its network of contacts.

• On what grounds is personal data processed?

  VU or VU-NT2 must base its use of your personal data on one of the grounds set out in article 6 of the GDPR.

  We process your personal data on the basis of the following legal grounds:

  • Processing is necessary to promote our justified interest in achieving the aforementioned objectives.
  • Processing is necessary in order to implement an agreement that VU has entered into with you, such as a Programme Agreement or a Contract for Services.
  • You have given us permission to process your personal data, for example, so that you can receive digital newsletters. In that case, you are entitled at all times to withdraw permission by contacting us at the contact details given below.
  • Processing is necessary in order to comply with a legal obligation that we are bound by.

• How is the processing and storage of personal data protected?

  VU guarantees that it will take appropriate technical and organizational measures to prevent the loss or unlawful processing of personal data. This means that we will encrypt any personal data we send and that personal data will be sent using a secure connection.

• Who has access to your personal data?

  Only VU Amsterdam employees who need access to your personal data for their work in order to achieve the aforementioned objectives will be able to view your personal data.

  VU may share your personal data with third parties. We share personal data with the following parties:

  • VASVU (foundation year for international students) in connection with the internal transfer of NT2 students to VASVU;
  • the VU International Office, in connection with programmes that VU-NT2 provides, commissioned by the IO;
  • VU faculties in connection with granting discounts on course fees for students and employees;
  • UAF, the foundation for refugee students, in connection with the mentorship of students who are being assisted by the UAF;
  • the supplier of Canvas, the digital learning environment in connection with communication between teachers and students;
  • suppliers of the online practice programme for the Code+ teaching method (ThiemeMeulenhoff Publishers), in connection with the programme's personalized didactics;
  • Blik op Werk for the survey on the quality of the services provided;
  • the Education Executive Agency (Dienst Uitvoering Onderwijs (DUO)) in connection with invoicing programmes to students whose tuition fees are paid from their civic participation loan. 
  • Municipality of Amsterdam and other municipalities that are clients of the Taalschakeltraject Amsterdam, in connection with progress reports and test results.
  • Other educational institutions that offer continuing education based on a preparation course and must be able to verify the preparation course obtained. 

  We will enter into a processor agreement with any third parties that we have commissioned to process your personal data to ensure that your personal data is processed carefully, safely and in conformity with the GDPR. We will remain as the controller of this processing.

  We may share your personal data with other parties, such as public institutions if, for example, it is necessary to do so in order to comply with a legal obligation or court order.

• Will your personal data be transferred to countries outside the European Economic Area (EEA)?

  No, your personal data will not be transferred to countries outside the European Economic Area (EEA). The EEA includes all EU countries plus Norway, Liechtenstein and Iceland. The GDPR does not stipulate any additional regulations for the transfer of personal data between these countries.

• For how long does VU store your personal data?

  • In conformity with the objectives and our continuing relationship with alumni, we store personal data for a maximum period of five years after students/participants have last completed a programme/educational course or have undergone an assessment. We do this because some of our former students must be able to show DUO that they made an effort to learn the Dutch language during this period.
  • For the Taalschakeltraject Amsterdam, we keep participants' name, address, phone number and email address even after five years in connection with maintaining an alumni network.
  • The Taalschakeldiploma is kept for fifty years after the last enrollment of a participant in the Taalschakeltraject Amsterdam.
  • If a former student/participant no longer wishes to remain in touch or if a contact has died, we will remove all of their contact and additional details.
  • Data of contacts stored for newsletters will be kept for a maximum of five years after the contact has provided the data. This data will be deleted if the contact in question requests us to do so, or indicates this wish by clicking on an opt-out, which will be made available in every newsletter.
  • Data provided upon registration on the basis of which admission to a course/training could not be offered will be kept for two years. 

• Your privacy rights

  Subject to certain conditions, you have the right to view your personal data, the right to correct or erase your personal data, the right to restrict the processing of your personal data and the right to object to the processing of your personal data.
  If you wish to exercise one of your privacy rights, please submit a request to VU’s Data Protection Officer. Requests must be addressed to:

  Functionaris voor de Gegevensbescherming
  De Boelelaan 1091
  1081 HV Amsterdam
  functionarisgegevensbescherming@vu.nl
  
  Before we can process your request, you will be asked to provide proof of your identity. This is to check that the request has been submitted by the right person. If you are not satisfied with the way in which we are handling your personal data, you are entitled to submit a complaint to the Dutch Data Protection Authority.

• Contact details for queries

  For questions related to the processing of your personal data, please contact us at:
  vu-nt2@vu.nl.