Privacy Statement The Hague Orientation Programme 2018

The The Hague Orientation Programme (hereafter referred to as the HOP), 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
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

 

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 fulfill 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 a 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.