Privacy statement National Program Open Science

National Program Open Science (hereafter: NPOS) values the privacy of its website visitors. When we ask you for your personal details, we handle them with care. We always comply with the General Data Protection Regulation (GDPR). You can read all about this in our privacy statement.

SURF conducts the NPOS-secretary on behalf of the steering committee and advisory board of NPOS. For more information about the processing of personal data by SURF, we refer to the privacy statement of SURF.

How do we handle your personal data?

If NPOS requests and processes your personal data, then your privacy is our prime concern. This means, among other things, that:

  • we clearly state for what purposes we are processing your personal data; we do this by means of this privacy statement;
  • we ask for only the personal data that is needed for legitimate purposes;
  • we keep your personal data very safe and also demand the same from the parties, which process your personal data on our behalf;
  • you may view, correct or delete your personal data at any time.

Security measures

Among other things, we have applied the following security measures to protect your personal data:

  • Our system is accessible only over the SURF-network, using a secure VPN connection;
  • We use secure (HTTPS) connections to guarantee the security of data transfers; and
  • We apply organizational and physical access controls.

For what purposes do we use your data?

Registration for events

If you register for an event via our website(s), we shall ask you to provide the following personal details:

  • first name and surname (mandatory)
  • e-mail address (mandatory)
  • organisation in which you work (mandatory)
  • sector of the organisation in which you work
  • job
  • payment details
  • dietary preferences
  • any other information you voluntarily provide 

Why do we ask for this personal data?

We need your personal data in order to process your registration (legal basis for processing: performance of an agreement). In addition, we can carry out (statistical) research using this information in order to improve our services (legal basis for processing: legitimate interest of NPOS).

Where do we process your personal data?

NPOS mainly processes your personal data in countries based within the European Economic Area (EEA), however in some cases an exception is possible. An example is if a certain system is only available through a party based in the United States. In that case your personal data can be processed outside the EEA. In these cases, NPOS always ensures that proper agreements are made with third parties and NPOS always acts according to the applicable law. When it is necessary to form specific agreements with such a party, for example by applying the EU Standard Contractual Clauses, the NPOS will act accordingly. 

How long do we retain these personal details?

NPOS may use the data that you have provided to us for your registration for research purposes up to 18 months after the event at the latest. This research is aimed at improving the events that we offer to the target group. For the purpose of this research NPOS pseudonymises the data so that it can no longer be directly traced back to individuals, by removing your name and e-mail address. After 18 months your personal details will be completely anonymized, so that they are no longer traceable, either directly or indirectly. NPOS will then only be able to use the anonymized data for statistical research purposes.

Submitting a session proposal  

You may submit a session proposal for a NPOS event via our website. If you register via our website to present a session at an event, NPOS may process your following personal details:

  • first name and surname (mandatory)
  • mobile telephone number (mandatory)
  • e-mail address (mandatory)
  • gender
  • job
  • organisation or institution in which you work
  • address
  • sector of the organisation in which you work
  • fellow speakers

Why do we ask for these personal details?

NPOS has to process your personal details in order to process your session proposal. By sending us an e-mail, you give consent to us for processing your personal details (legal basis for processing: consent).

How long do we retain these personal details?

If you submit a session proposal via our website, NPOS will retain these personal details until the event takes place and then for a further 2 months for any follow-up questions and in order to send you the evaluation of your session.q

Video of plenary and/or parallel sessions

Image and sound recordings of plenary and/or parallel sessions may be made during NPOS events for the purpose of knowledge transfer. Speakers will be clearly visible in these videos; visitors will generally not be recognisable and will only be visible from the rear. However, we cannot guarantee this. If you do not wish to be recognisable in the video, you may take a seat at the back of the room. Usually only the front rows of visitors will be visible from the rear. As there are also sound recordings, any questions and comments will also be recorded. We shall publish the videos on (one of) our website(s) for the period set out below.

Why do we ask for this information?

The processing of speakers’ personal details occurs in consultation on the basis of consent or on the basis of performance of the agreement. The processing of personal details of visitors who may be visible in the video is based on the legitimate interest of NPOS and its targeted group (legal basis for processing: legitimate interest). NPOS and its targeted group have an interest in the transfer of knowledge that takes place through the publication of these videos. Before each session, it is clearly mentioned that image and sound recordings will be made and how to ensure that you do not appear in the video.

The content of these videos fall within the scope of ‘journalistic/academic expression’ in the applicable privacy legislation (Article 85 GDPR) and are published on the Internet only for as long as they have journalistic or academic value. Consequently, it is generally not possible to submit a removal request as long as the images still have journalistic or academic value.

How long do we retain these personal details?

We retain the videos as long as they are of journalistic, academic or scientific value. NPOS checks this every year. This value can be demonstrated, for example, by the fact that videos are frequently viewed.

Images of events

During NPOS events, professional photographers, camera people and NPOS may take photos and record videos and/or vlogs. We may use these atmospheric images on Twitter, on (one of) our website(s), in the newsletter or a mailing from NPOS about the event in question. We may also retain a small and carefully selected part of the visual material in an archive for the purpose of historical awareness.

Why do we ask for these personal details?

We process these images on the basis of the legitimate interest of NPOS. NPOS has an interest in recording visual material of its events to raise awareness for the event.

You may indicate that you would rather not be visible in the images. We use a colour system for this. Based on your preference, you will receive a lanyard in a specific colour at the event. That way photographers, camera people and NPOS can take your preference into account. NPOS always takes the privacy of its visitors into account and carefully assesses the visual material to be used in publicity for the event.

How long do we retain these personal details?

In principle, NPOS does not store visual material for longer than 5 years after the event. After 5 years at the latest, the visual material is permanently deleted.

In exceptional cases, NPOS may retain a small and carefully selected part of the visual material for a longer period of time for the purpose of historical awareness. This visual material can be used later, such as for an anniversary. To the extent possible, we select visual material in which visitors are not clearly visible.

Interviews

NPOS may interview visitors during events. A video is made of the interview, which may, for example, be published on the website. 

Why do we ask for these personal details?

NPOS may ask visitors whether they wish to participate in an interview (legal basis for processing: consent). The interview will be made into a video, which NPOS may use for public relations purposes (for example by publishing the video on the website or incorporating it in a review video). 

How long do we retain these personal details?

If you agree to processing of the interview, we do not retain the video of the interview for longer than 5 years after the event in question. In exceptional cases, NPOS may apply a different time limit. If this is the case, we will clearly indicate this in a written statement of consent which we will submit to you before the interview is conducted. 

The interviews may fall within the scope of ‘journalistic/academic expression’ in the applicable privacy legislation (Article 85 GDPR). In that case, it is generally not possible to submit a removal request as long as the legal retention period has not yet expired.

Contact by e-mail

If you contact us by e-mail for questions or support, NPOS may process the following personal details you provide:

  • name
  • e-mail address
  • any other personal data you send us by e-mail

Why do we ask for this information?

We need to process these personal details to be able to deal with and answer your question (legal basis for processing: consent). By sending us an e-mail, you consent to the processing of your personal details.

How long do we retain these personal details?

If you contact us by e-mail, we will retain your personal details for as long as necessary, based on the content of the e-mail, in order to deal with and answer your question and for any follow-up questions.

Webforms

On (one of) our website(s), you can fill out forms for a variety of reasons. For example, you may register as a speaker for an event or fill out a feedback form. When you fill out a web form, NPOS may ask you for the following personal details:

  • first name and surname;
  • address;
  • e-mail address;
  • telephone number;
  • area of interest;
  • organization for which you work;
  • sector of the organization where you work;
  • job-title;
  • other information that you can provide optionally.

Why do we ask for this information?

We need your personal details in order to process your registration or request (legal basis for processing: performance of an agreement).

How long do we retain your personal details?

We retain your data up to 1 year after your request or registration has been fully processed, so that we can still answer any follow-up questions. 

(Online) Meetings

NPOS can process your data in order to organize an online or offline meeting. The following data can be processed:

  • first name and surname;
  • address;
  • e-mail address;
  • telephone number;
  • organization for which you work;
  • sector of the organization where you work;
  • job-title;
  • personal data that is recorded in minutes of a meeting;
  • personal data that you share with NPOS before, during or after a meeting.

Why do we ask for this information?

We need your personal details in order to facilitate your attendance in the meeting (legal basis for processing: performance of an agreement).

How long do we retain your personal details?

We retain the minutes of the meeting for as long as this is necessary for research purposes. The other personal data will be retained until you unsubscribe for participation of NPOS. 

Execution of agreements (with third parties) 

NPOS can process your data in order to execute agreements with third parties. The following data can be processed:

  • first name and surname;
  • address;
  • e-mail address;
  • telephone number;
  • organization for which you work;
  • sector of the organization where you work;
  • job-title;
  • bank account number
  • Chamber of commerce number;
  • other information that you can provide optionally.

Why do we ask for this information?

We need your personal details in order to comply with the execution of the agreement between you and NPOS, (legal basis for processing: performance of an agreement).

How long do we retain your personal details?

We retain your data up to 2 years after the termination of our agreement, unless NPOS is obligated to retain your data longer due to a legal retention period.

To whom do we transfer your data?

We only pass on the data you provided us to third parties when this is necessary to be able to provide you with the respective services.

We will only supply your data to other parties with your consent, unless it is legally required of us or permitted to transfer your data. For example, the police may require us to provide data as part of a fraud investigation. NPOS is then legally required to provide these data.

What rights do you have in relation to your data?

We process your personal data and you can therefore decide what is done with them. To do so, you can contact NPOS; see the contact personal details at the foot of this page. What exactly can you do with the data provided to us?

  • You may request to see your data that we are processing.
  • You may ask us to amend your data, to complete them, or to remove them if they are incorrect or not (no longer) relevant.
  • You may ask us to restrict the processing of your data.
  • You may request a digital copy of your data that we process and you have the right to transfer these data to a different service provider.
  • You may withdraw your consent to the processing of your personal data, for example by unsubscribing from a newsletter. Note: the processing of your personal data before you withdrew your consent remains legal.
  • You may object to processing that is based upon legitimate interest of NPOS or of a third party. To do so you can contact us, see the contact details at the foot of this page.
  • If NPOS uses automated decision-making or profiling, you have the right to a human look. If this is the case, this is mentioned in each specific data processing.
  • You may file a complaint with NPOS if you believe that NPOS is not handling your personal data correctly. If you and NPOS are unable to resolve the issue, then you can submit a complaint about NPOS to the Personal Data Authority. 
Check the website of the Personal Data Authority

Third-party websites

This privacy statement does not apply to third-party websites to which we have links on (one of) our website(s). NPOS is unable to guarantee that these third parties will handle your data in a trustworthy or secure manner. We recommend that you read the privacy statement(s) on those websites before you make use of such websites.

Amendments to privacy statement

NPOS may amend this privacy statement. We therefore recommend that you review this privacy statement regularly.

Cookie policy

Also read our cookie statement, where we explain what cookies we use on our website and why.

This privacy statement was last revised on the 4th of January 2021.