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 19-23 August 2024. By participating in the event, participants and partners agree to follow the following terms and conditions. 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.
Conduct
- For safety purposes and legal constrictions which the HOP organisation is required to adhere to, the participant is obligated to follow the instructions of crew, guides and organisation and comply to the rules as set by the HOPweek organisation. This includes any and all rules set in place by the government. For all parties involved disregard of these rules or any misconduct like violence or sexual misconduct (such as unwanted advances) can lead to severe consequences; Exclusion from further participation/ involvement in the HOPweek and legal actions in case of serious misconduct may follow.
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.
- Only under exceptional circumstances will a refund be guaranteed to students (such as not attending Leiden University anymore, or in cases of serious health issues)
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.
Threatening (sexual) or other unacceptable behavior policy
Are you mentor or crew, and do you want advice from university staff about a situation in which threatening sexual behavior or other unacceptable behavior has taken place? You can contact the Advisors for Concerning or Threatening Behavior. They can advise you on how to act in the event of (sexual) threatening or otherwise concerning or unacceptable behavior by students. You can call 071-527 8025 or send an email to advicepuntzg@sea.leidenuniv.nl .
In acute cases, students (participants and mentors) can contact the Sexual Assault Center. The Sexual Assault Center helps you after an unwanted sexual experience. Call: 0800 0188 or chat via https://centrumseksueelgeweld.nl/csg-en/.
Drugs & alcohol policy
During the HOP all use of drugs is prohibited. If participants or anyone involved in the HOP week (mentors, crew, student organisations etc.) is caught holding or using drugs there will be severe consequences: they will be excluded from further participation/involvement in the HOP.
Alcohol is prohibited for everyone under 18. Participants who are under 18 will receive a special participants wristband which clearly marks them as minors. If participants under 18 are caught in possession of or drinking alcohol, or if anyone involved in the HOP week is caught providing alcohol to minors, there will be severe consequences; they will be excluded from further participation/ involvement in the HOP.
During the HOP, alcohol provided at our own HOP bars is allowed for people who are of legal drinking age.
All the mentors will receive an instruction for responsible alcohol use during the mentors & crew training before the start of the HOP week and are responsible for the welfare of participants in their group. The abuse of alcohol might have consequences for both the responsible mentors and the offending participant(s).
Although we serve alcohol during the HOP week, we always have non-alcoholic drinks available at any and all events.
Self-brought alcohol will be refused on and during HOPweek activities and in association buildings. This must be handed in to the location manager on site.
Use of photographs and video
The HOP may take photographs and video footage during the HOP week to make an impression of the week for recruitment purposes, to be posted on the HOP facebook page, HOP instagram page, the HOP website and in the HOP app. HOP reserves the right to use any photograph/video taken at any event organised by HOP, without the expressed written permission of those included within the photograph/video. A person attending an HOP event who does not wish to have their image recorded for use should make their wishes known to the HOP-photographer or videographer, and/or the event organizers.
If a person wants their image removed from social media or other promotional material , they can contact the HOP board to do so.
Collaboration with partners
The organization of the introduction week reserves the right to make a decision regarding (future) collaborations with third parties in accordance with existing internal guidelines.
