Privacy Statement | Terms & Conditions HOPweek

Terms & Conditions

The Hague Orientation Programme, hereafter known as “The HOPweek”, is the official introduction week of Leiden University at their Campus The Hague. The HOPweek takes place between 23-27 August 2021. By participating in the event, participants and partners agree to follow the following terms and conditions.  This year we are dealing with an unprecedented situation where safety is a high priority. We are very glad to be able to organize this introduction week and we hope to do this safely together. Non-compliance with these terms and conditions can lead to expulsion from the event. The organization reserves the right to assess non-compliance on a case-by-case basis. By accepting the terms and conditions, you acknowledge that you have read and understood the following information.

 

Event programme & changes

  • The Hopweek has created multiple scenarios, exactly how the introduction week will look depends on the government, RIVM measures, The Hague municipality and Leiden University. The hopweek works closely together with these partners to ensure the safety of all participants, partners and volunteers in this event. 
  • In addition, these scenarios are carefully consulted within Leiden University with, among others, the head of student and education affairs.
  • The HOPweek reserves the right to change the event depending on the above-mentioned measures in August. All parties will be updated on changes in due time, so they can make the necessary changes. 

 

Covid-19 conditions 

  • Agreement to adhere to Hague Orientation Programme rules as well as Covid-19 measures set by the Dutch Government, The RIVM, Leiden University and Haaglanden safety Region. 
  • Agreement that before the start of the event is able to declare that the participant is free of symptoms. 
  • Agreement to adhere to the mandatory quarantine of 10 days after entering The Netherlands and are able to provide proof of date of arrival and quarantine if asked. 
  • Able to show a negative Covid-test / rapid antigen test if travelled to The Netherlands from abroad. 
  • At the first sign of Covid symptoms, agree to go home/to self-isolate and book an appointment to get tested according to the rules of the RIVM. Inform the organization of The HOPweek and only rejoin the event with proof of a negative test. 
  • Noncompliance to the above rules can result in expulsion from the event. The HOPweek organization reserves the right to judge the situation on a case by case basis. 
  • The HOPweek and its crew will monitor compliance of the Covid-19 measures at the locations. Hereby you agree to follow the instructions given by your mentors and the HOPweek organization. 
  • To ensure proper hygiene during the event, there will be disinfection locations spread over the location where participants and workshop partners can disinfect their hands. Sufficient waste options for face masks and disinfection equipment will be provided. The HOPweek instructs participants,volunteers and partners to bring a face mask themselves, but will also make it available if the person in question does not have one. At the entrance and exit of the event, people will be encouraged to disinfect their hands

Covid testing procedure

  • Should you experience symptoms that are related to Covid-19 such as coughing, sneezing, a fever, flu-like symptoms or general unwell feeling, report this to your mentors. Your mentors will contact Hopweek.
  • Under a national campaign, students can now request a package of 4 Covid-19 rapid tests for free at https://www.zelftestonderwijs.nl/ by logging in with their Leiden University student account. The organization is still investigating if prospective students can already request these tests with their new university login. You will be contacted with more information regarding this procedure. 
  • Participants and staff will then be instructed to go home and book an appointment to get tested on the Dutch government website: https://coronatest.nl/ and stay home until they get tested and again until they receive a negative test result. 
  • Test on the same day, do not participate that day/quarantine, make sure that your roommate is quarantining, contact your mentor, once you have a negative test from the GGD you can start participating again. 
  • Test on the same day, do not participate that day, contact your mentor, once you have a negative test from the GGD you can start participating again. 
  • When the participant receives a negative result, they can contact the HOP organization with proof of the negative test result to rejoin the hopweek. 
  • Participants will be further instructed about the up to date Covid-19 measures before the introduction week.

 

Safety conditions

  • As the organizer of this event, we are primarily responsible for the safety of the participants and the orderly progress of the event.
  • Agreement to cooperate in case of emergency and follow the instructions of the hopweek organization on site. 

 

Cancellation & refund 

  • Participants will be contacted about the refund process as soon as it becomes necessary to refund the participant fee.
  • The same terms apply for the cancellation of participation. 

Privacy Statement 

The Hague Orientation Programme (hereafter referred to as the HOP), the organiser of the official introduction programme of Leiden University in The Hague, is deemed responsible for the processing of personal data as mentioned in this privacy statement. This privacy statement pertains to participants and all (paid and unpaid) volunteers active during the Leiden University HOPweek.

Contact information:
The Hague Orientation Programme (HOPweek)
Turfmarkt 99,
2511 DP  Den Haag

The Netherlands

Email: info@HOP.leidenuniv.nl

 

Personal data which we process
The HOP 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
  • Email Address
  • Phone Number
  • Study/Study Phase
  • Emergency contact information
  • Any other information you voluntarily provided us with through correspondence with the HOP organisation pertaining to the HOPweek.

 

Exceptional and/or sensitive data which we process

The HOP organisation processes the following exceptional and/or sensitive data that you might provide us with:

  • Dietary wishes and/or food allergies
  • Any disabilities that might influence participation in the HOPweek programme
  • Shirt size or shoe size (if activities organised by the HOP require these)

 

To which avail and on what basis do we process this personal data
The HOP processes your personal data for the following reasons:

  • To complete your submission and process your registration to participate in the HOPweek programme
  • To be able to inform you of changes in our services or changes to our programme
  • To send you information concerning the HOPweek or partners of the HOP
  • To take your personal preferences into account during the HOPweek
  • To be able to contact you if needed
  • To provide you with access to our digital payment system

 

How long will we save your personal data?
The HOP 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 three years:

  • First name and last name
  • Gender
  • Nationality
  • Date of Birth
  • Email Address
  • Phone Number
  • Study/Study Phase

This data is retained for HOP recruitment purposes, evaluation and statistical use with the purpose to optimize our services

The following information is only used for the duration of the HOPweek with a maximum retention period of one year:

  • Any other information you voluntarily provided us with through correspondence with the HOP organisation pertaining to the HOPweek.

If you have objections against being included in the recruitment activities for future HOPweeks or the use of your data for anything other than the anonymous statistics, you can convey this to the HOP organisation by emailing participants@HOP.leidenuniv.nl

 

Sharing of your personal details with other parties
The HOP will only share your personal data with third parties if it is required to fulfil our services to you or to comply to any legal obligations. We do not share your personal data with commercial third parties. We have strict processing agreements with any third party that requires access to your personal data on our behalf, to ensure the same level of safety and privacy in the handling of your personal data. The HOP maintains responsible for the handling of your personal data.

 

View, edit or remove personal data
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 HOP organisation and you have the right to data portability.
If you revoke your permission to the use of your personal data by the HOP, this automatically means you will not be able to participate in the HOPweek.
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 revocation of your permission or objection to the processing of your personal data to participants@HOP.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 HOP also wishes to inform you that it is possible to lodge a complaint with the National Data Protection Supervisor. You can do so here.