Privacy

Privacy Statement Netherlands Institute for Biology (NIBI)

The NIBI processes privacy-sensitive data, also known as personal data. The NIBI considers the careful handling of personal data to be of great importance. Personal data is processed and secured by us with care. In our processing activities, we comply with the requirements of the General Data Protection Regulation (GDPR). The NIBI is the data controller.

Reading Guide
In this privacy statement, we explain which personal data we collect and use and for what purpose. Furthermore, we indicate on what legal basis we process the personal data, who has access to this data, and how long we retain this data. Finally, we explain what rights you have as a data subject and how you can exercise these rights.

This privacy statement was last modified in July 2018.

1) Wat zijn persoonsgegevens?
Personal data is any piece of information about a person that can be traced back to that person directly or indirectly. This includes name, address, postal code, or place of residence, but also employment sector, employer, or field of study.

Which personal data does the NIBI process and why do we need your data? The NIBI collects and processes personal data of the members, donors, and interested parties of the NIBI. The NIBI only processes personal data that is adequate in view of the purposes for which the personal data is collected. These purposes are:

  • managing the membership administration;
  • organizing conferences and training;
  • managing the financial administration;
  • sending Bionieuws;
  • (anonymized) labor market research;
  • membership and fundraising;
  • targeted information about various activities and meetings;
  • career advice;

The personal data processed by the NIBI can be divided into three categories:

  • Personal and contact details (name, year of birth, address details, etc.);
  • Financial data (IBAN, payment details, etc.);
  • Membership details (membership number, type of membership, etc.)

Further elaboration on personal data
Members
The NIBI processes various data of its members:

  • Personal details: First name (optional), surname, initials, gender, title (optional), year of birth, address, postal code, city, email address, mobile phone number and/or other phone number.
  • Financial details: IBAN number and payment details.
  • Membership details: Membership number and type of membership.

We use this data to enable you to become and remain a member of the NIBI, but also to allow you to exercise your rights as an NIBI member. Furthermore, we use your data to collect membership fees, send you information, and invite you to NIBI conferences, training courses, or other activities.
NIBI Conferences and training courses
If you attend one of our conferences or participate in a training course, the NIBI processes additional personal data:

  • Personal details: First name, last name, address, postal code, city, email address, dietary requirements (optional)
  • Financial details: IBAN number and payment details.
  • Membership details: Membership number, unless you register as a non-NIBI member.

We use this data to enable you to attend the conference, to adapt your lunch and/or dinner to your dietary requirements, and to invite you to future conferences and training sessions.

NIBI Career Advice
If you make use of the option to receive career advice as a member, NIBI processes additional personal data:

  • Personal data: Email address, (mobile) telephone number;
  • Membership details: Membership number;
  • Other details: Curriculum vitae.

Newsletter recipients
The NIBI processes the personal data of people who receive a newsletter from us and are not members:

  • Personal data: Email address.
  • Other data: Reading and clicking behavior in the newsletter.

When people subscribe to the newsletter, the data is shared with Mailchimp. Mailchimp is the tool we use to send newsletters. Mailchimp tracks click behavior when images are loaded in the email client to provide insight into how often the newsletter is read and which parts of the newsletter are read (clicked) the most. We use this information to see which topics and articles are popular and which are less popular. Unsubscribing from Mailchimp newsletters is easy; simply click “unsubscribe” at the bottom of the newsletter.

2) How long does the NIBI retain your data?
The NIBI does not retain personal data for longer than is necessary to achieve the purposes for which the data were collected and processed. As soon as we no longer need your personal data for a specific purpose, we delete your data. The retention period for personal data varies. The retention period depends on the type of personal data and the purpose for which the data is processed.

3) How does the NIBI handle the security of your data, confidentiality, and third parties?
The NIBI always treats your personal data confidentially. We do not share this with third parties without your explicit consent. Furthermore, we have taken appropriate technical and organizational measures to always secure your personal data as well as possible and to prevent loss or any form of unlawful processing. For the mailing of our publication Bionieuws, the NIBI provides your name and address details to the printer. To facilitate direct debit, the NIBI provides your initials, surname, place of residence, and IBAN number to the bank, provided you have authorized the NIBI to do so in writing. The NIBI may provide your data to other parties if we are required to do so by law. We may also provide your data to other parties if this is necessary as a result of legal proceedings or if this is necessary for the protection of our rights.

4) Who has access to your personal data?
Within the NIBI, only employees of the NIBI office are authorized to view your data.
The employees are aware of the proper and confidential manner in which they must handle your personal data.

5) What rights do you have?
If your personal data is processed by us, you have various rights. This ensures that you can gain better insight into the personal data that NIBI has stored about you. Moreover, you can gain better control over how companies handle your personal data.
The various rights are:

  • Right of access

This right enables you to ask what data we hold about you.

  • Right to correction

If it turns out that we have incorrect personal data about you, we must correct this.

  • Right to be forgotten
  • This right entails that we must delete your data if you request it. Upon termination of membership, we will delete your data at the end of the calendar year specified by the termination provisions in the statutes.
  • Right to restriction of processing that we carry out

In certain cases, you may indicate that we should stop processing your data. This is, for example, if your data may be incorrect or if the data is no longer needed.

  • Right to object

In some cases, you may object to the way in which we process your personal data.

  • Right to transfer your data (at your request) to another institution

This right is also known as the right to data portability. If you exercise this right, we must transfer your data to another institution.

Do you wish to exercise one of these rights? In that case, you can contact the membership administration. You will find the contact details further down in this privacy statement. We aim to respond to your request within one month. This depends on the complexity of your request.
NB! At the moment we process your personal data based on your consent (you have previously given explicit consent for us to process your personal data), you may withdraw that consent at any time. Upon termination of membership, your consent expires at the end of the calendar year specified by the termination provisions in the articles of association.

6) How do we handle cookies and social media?
The NIBI is active on Facebook, Twitter, and LinkedIn. These social media platforms are separate from our website www.nibi.nl. Members active on these social media platforms may occasionally see paid posts alongside unpaid messages.

  • We do not use advertisement pixels.
  • We do not use cookies to store preferences
  • We do not use web beacons

The only cookies we use are:

  • Cookies for members to log in, and to display content intended only for members.
  • Cookies for Google Analytics to track anonymized data about website usage.
  • We do not offer a choice for these cookies.

How far does the NIBI’s responsibility extend?
Hyperlinks may be included on the NIBI website. It is possible that you leave our website via a hyperlink and land on someone else’s website. The NIBI has no control over the websites to which it links. A different privacy policy applies to that website. The NIBI accepts no responsibility or liability for (the operation and/or content of) websites of others.

To ask?

If you have any questions or complaints about our privacy policy, you can contact Tycho Malmberg, our Data Protection Officer (DPO). Our DPO can be reached by email at malmberg@nibi.nl, by telephone at (030) 2369244 or by post at Franz Lisztplantsoen 200, 3533 JG Utrecht.

If you have general questions, for example about your membership, or if you wish to exercise a specific right, you can contact the NIBI office by email at info@nibi.nl, by telephone at (030) 2369244 or by post at Franz Lisztplantsoen 200, 3533 JG Utrecht.

Are you not satisfied with the way we handle your personal data, or do you have other complaints regarding privacy? Then you have the right to file a complaint with the Dutch Data Protection Authority.

Finally…

We strive to make and keep the privacy policy as up-to-date as possible. For this reason, NIBI may amend the privacy policy. The changes will be announced via the website and via Bionieuws.