What is the privacy statement of the EL CID-organisation?

Privacy statement EL CID-organisation 2018

The EL CID/Vademecum-committee (hereafter referred to as EL CID-organisation), housed at Plexus Student Centre, room 3.02 at Kaiserstraat 25, 2311 GN in Leiden, is deemed responsible for the processing of personal data as mentioned in this privacy statement. This privacy statement pertains to all participants, mentors, mentor trainers, crew, media crew, night watch, food crew and driving crew who are active during the EL CID-week.

Contact information

EL CID/Vademecum-committee
Student Centre Plexus, room 3.02
Kaiserstraat 25
2311 GN  Leiden

Irène Leibbrand is the data protection officer of the EL CID-week. She can be reached through i.d.leibbrand@sea.leidenuniv.nl.

Personal data which we process

The El Cid organisation processes your personal data if you make use of our services and /or if you provide them to us voluntarily. Below you find an overview of the personal data we process:

  • First name and last name
  • Gender
  • Nationality
  • Date of birth
  • Address
  • Telephone number
  • Email address
  • Bank account
  • Study
  • Emergency contact details
  • Other personal data actively offered to us voluntarily through correspondence with the  EL CID-organisation during the EL CID-week

Exceptional and/or sensitive data which we process

The EL CID-organisation processes the following exceptional and/or sensitive data that you might provide us with

  • Food allergies

To which avail on what basis do we process this personal data

The EL CID-organisation processes your personal data for the following reasons:

  • To complete your submission and process your registration to participate in the EL CID-week
  • To contact you if needed, and to optimize our services for the best possible results.
  • To send you information concerning the EL CID-week or partners of the EL CID-week.
  • To be able to inform you of changes in our services or changes to our programme
  • In case you permitted us to do so, to share your personal data  with partners of the EL CID-week.
  • To take your personal preferences into account during the EL CID-week.

How long will we save your personal data?

The EL CID-organisation saves your personal data no longer than strictly necessary and only to realize goals for which we hold this data indispensable. For the following personal data we maintain a retention period of one year:

  • Gender
  • Nationality
  • Date of birth
  • Address
  • Phone Number
  • Bank account
  • Study
  • Emergency contact details
  • Other personal data actively offered to us voluntarily through correspondence with the  EL CID-organisation during the EL CID-week

The information is used before, during and after the EL CID-week with the purpose of optimizing our services.

For the following personal data we maintain a retention period of three years:

  • First name and last name
  • Email address

This personal information is retained before, during and after the EL CID-week to keep you up to date about developments concerning the EL CID-organisation. If you object to this you can contact the commissioner participants of the EL CID-organisation after the EL CID-week to make your objections known via deelnemers@elcid.leidenuniv.nl.

Sharing personal details with other parties

The El CID-organisation does not sell your personal data to third parties and will only provide your personal data if it is required to fulfill our agreement to you or to comply to any legal obligations. We close a processing agreement with any third party who requires access to part of your personal data on our behalf, as to ensure the same level of safety and privacy in the handling of your personal data. The EL CID-organisation maintains responsible for the handling of your personal data.

View, edit or remove details with other parties

You have the right to view, edit or remove your personal data. Furthermore, you have the right to revoke your permission of the processing of your personal data or to object to the use of your personal data by the EL CID- organisation and you have the right to data portability.
If you revoke your permission to the use of your personal data by the EL CID organisation, this automatically means you will not be able to participate in the EL CID- week.
You can send us a request to send you or another party, specified by you,  the personal data we have of you in a digital file. You can send a request to view, edit or remove your personal data, a request for data portability or a revocation of your permission or objection to the processing of your personal data to deelnemers@elcid.leidenuniv.nl.

To confirm that the request for viewing was done by you, we ask that you add a copy of your identification with the request. In this copy of your passport please black out your photo, the MRZ (Machine Readable Zone- the line with numbers at the bottom of your passport), the passport number and your Social Security number. This protects your privacy. We will send a response to your request as soon as possible, within 4 weeks at the latest. The EL CID organisation also wishes to inform you that it is possible to lodge a complaint with the National Data Protection Supervisor. You can do so here

Mediacrew

During the EL CID week there will be media crew present, recognizable by their black polo shirts. The media crew will capture the EL CID-week through photographs and film. These pictures and video footage may be published during and after the EL CID-week on the social media channels of the EL CID organisation. The material may also be used in the following year for promotional ends. The media crew will ask for permission before shoorting close-up video or photos and they will give you a calling card with the contact information of the EL CID organisation. As a participant or volunteer you always have the right to revoke your permission. Would you like your image(s) to be taken down from the EL CID organisations’  social media channels? Send an email to elcid@elcid.leidenuniv.nl.

How we secure personal data

The EL CID organisation takes the protection of your personal data very serious and takes appropriate measures to prevent abuse, loss, unauthorized access, unwanted publication and unauthorized changes. If you feel that your data is not secure enough or there are indications of abuse, you can contact our commissioner participants via deelnemers@elcid.leidenuniv.nl.