Privacy statement
CWI Privacy Statement CWI | 2 July 2018
CWI attaches great importance to the privacy of our contacts and visitors to our website. We therefore treat your data with care in compliance with the Dutch Data Protection Act and the General Data Protection Regulation.
CWI collects and uses information about you when, for example, you:
∘ Register for CWI events via our website
∘ Fill-in (web) forms via our website
∘ Register to receive newsletters and invitations to CWI events via e-mail
CWI considers careful use of your data to be of great importance. We process and secure your data with care. In this processing, CWI complies with the requirements of the privacy legislation. This means, among other things, that:
∘ We clearly state the purposes for which we process your data. We do this by
means of this privacy statement.
∘ We limit the collection of your data only to those that are necessary for legitimate
purposes.
∘ We take appropriate security measures to protect your data and require parties who process your data on our behalf to do the same.
∘ We respect your right to gain access to, correct or delete your data.
We encourage you to read this privacy statement carefully.
1 What Do We Use Your Data For?
1.1 Event Registration
When you register for CWI events via our website CWI collects and process the following data about you:
∘ First and last name (mandatory field)
∘ E-mail address (mandatory field)
∘ Employer or affiliation (mandatory field)
∘ Professional title
∘ Dietary preferences
∘ Any other information that you voluntarily fill in
1.1.1 Legal Basis
When you register for a CWI hosted event you implicitly give CWI permission to collect and process your data for that event (article 6 paragraph 1 sub-paragraph b AVG).
1.1.2 Storage Periods
When you register for a CWI hosted event via our website, CWI stores your data until 1 month after the event took place. If you register for a paid event, CWI stores your data for a period of 10 years, in accordance with the legal retention period.
1.2 Web Forms
Through our website you can fill in forms for varying purposes. For example, you can fill in a feedback form. When you fill out such a form via our website, CWI collects and processes the following data about you:
∘ First and last name
∘ Address
∘ E-mail address
∘ Telephone number
∘ Employer or affiliation
∘ Employer sector, e.g., educational, governmental, non-profit, commercial, etc
∘ Professional title
∘ Any other information that you voluntarily fill in
1.2.1 Legal Basis
When you fill in a CWI web-form you implicitly give CWI permission to collect and process your data for the service or services you requested (article 6 paragraph 1 sub-paragraph b AVG).
1.2.2 Storage Periods
When you fill in a website form, we will retain your data for as long as the nature of the form requires for the complete answering and/or processing of the form and for 1 month thereafter for any follow-up questions.
1.3 Invitations by Mail from CWI
CWI can send you invitations to relevant meetings at the CWI by e-mail. When you sign in, CWI collects and processes the following data about you:
∘ First and last name
∘ E-mail Address
∘ Employer
1.3.1 Legal Basis
When you request to receive e-mail invitations you implicitly give CWI permission to process your data for the purpose of sending you these invitations (article 6 paragraph 1 sub-paragraph b AVG). Every CWI email contains instructions at the bottom on how to unsubscribe.
1.3.2 Storage Periods
We do not retain your data for longer than is necessary for the above purpose. After you log out, your data will be deleted.
2 Recipients of Your Data
The data you provide will only be passed to third parties if they require it to provide a particular service.
Furthermore, CWI will not pass your data to other parties without your consent, unless required or permitted by law. For example, if the police request information from us as part of a fraud investigation, CWI is legally obliged to provide this information.
3 Security
Among other things, we have taken the following security measures to protect your data:
∘ Our system can only be accessed from the CWI network and via a secure VPN
connection.
∘ We use secure connections (HTTPS) to ensure the security of data transfers.
∘ We take organizational access measures.
∘ We take physical access measures.
4 Your Rights With Regard to Your Data
You have the following rights with regard to your data:
∘ You can submit a request to change, supplement or delete your data if it is incorrect or no longer relevant.
∘ You can submit a request for access to the data CWI possess about you.
∘ You can object to CWI processing your data on the basis of your own legitimate interest or when it is processed for a task in the public interest.
∘ You can submit a request to limit how CWI processes your data to concur with your objections when you consider the processing illegal, inaccurate or unnecessary.
∘ You can request an overview, in a structured and accessible form, of the data we possess about you, and you have the right to transfer this data to another service provider.
∘ You can withdraw your consent to process your data. For example, you can decline to receive electronic invitations by following the instructions in the relevant email.
However, rescinding your permission has no retroactive affect prior to its withdrawal. If you are of the opinion that CWI has not handled your data properly, you can file a complaint with CWI. However, if you find CWI’s response to your complaint unacceptable, you have the right to submit a complaint about CWI to the Personal Data Authority. More information about the Authority for Personal Data and the
submission of complaints can be found at www.autoriteitpersoonsgegevens.nl. To exercise these rights, please contact CWI using the contact information at the bottom of this Privacy Statement.
5 Third Party Sites
This privacy statement does not apply to third party websites that are linked to our website. CWI cannot guarantee that these third parties will handle your data in a reliable or secure manner. We recommend that you read the privacy statement(s) of this website(s) before using this (these) website(s).
6 Amendment to the Privacy Statement
CWI reserves the right to make changes to this privacy statement. It is recommended that you consult this privacy statement regularly, so that you are aware of these changes.
7 Contact Details
CWI
Science Park 123
1098 XG Amsterdam
communicatie@cwi.nl