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Privacy statement of the Royal Netherlands Academy of Arts and Sciences

The Netherlands Interdisciplinary Demographic Institute (NIDI) is an institute of the Royal Netherlands Academy of Arts and Sciences. The Royal Netherlands Academy of Arts and Sciences (the Academy) thinks that your privacy is important. This privacy statement explains which personal data are collected by the Academy, how these data are processed and for what purpose.

The Royal Netherlands Academy of Arts and Sciences

The Academy fulfils three statutory tasks:

  • to serve as a learned society representing the full spectrum of scientific and scholarly disciplines
  • to act as a management body for national research institutes and
  • to advise the Dutch Government on matters related to scientific pursuit.

The Academy promotes the exchange of ideas and information amongst its members and between these members and other researchers and academic organisations.

The Young Academy and the Society of Arts are part of the Royal Netherlands Academy of Arts and Sciences, as are the following institutes:

  • Data Archiving and Networked Services (DANS)
  • Hubrecht Institute for Developmental Biology and Stem Cell Research
  • Huygens ING
  • International Institute of Social History (IISH)
  • Royal Netherlands Institute of Southeast Asian and Caribbean Studies (KITLV)
  • Meertens Institute
  • Netherlands Institute for Advanced Study in the Humanities and Social Sciences (NIAS)
  • Netherlands Interdisciplinary Demographic Institute (NIDI)
  • Netherlands Institute for Neuroscience
  • NIOD Institute for War, Holocaust and Genocide Studies
  • Netherlands Institute of Ecology (NIOO)
  • Rathenau Institute
  • Spinoza Centre for Neuroimaging
  • Westerdijk Fungal Biodiversity Institute.

Privacy policy

The Royal Netherlands Academy of Arts and Sciences is aware of its responsibility when processing personal data. The Academy wants every person whose personal data it processes to be confident that this is done in a careful and lawful manner. The Academy processes personal data in accordance with the General Data Protection Regulation (GDPR) and the privacy rules arising from it.

Which personal data is recorded by the Academy?

The Academy only processes personal data if this is necessary for a specific purpose. The purpose determines which personal data have to be processed and no more data will be asked for than is essential for that purpose.

Depending on the purpose, the following personal data may be processed: name, address, town/city, e-mail address, company data, gender, date of birth, account number, and curriculum vitae.

For our newsletters, for example, your e-mail address is requested when you wish to subscribe. We will subsequently use your e-mail address only for the services that you have subscribed to.

On what basis does the Academy process personal data?

The Academy only processes your personal data if there is a legitimate basis for doing so. Depending on the purpose, personal data are processed because:

  • you give your consent for this to be done
  • it is essential for implementing an agreement that has been made with you
  • it is essential in order to fulfil a legal obligation
  • it is essential in order to protect your vital interests
  • a public interest task is concerned
  • the Academy has a legitimate interest in doing so.

If the Academy processes personal data on the basis of your having given consent, you have the opportunity to withdraw your consent at any time. From that moment on, the Academy will no longer process any of your personal data.

Purposes

The Academy processes your personal data in the first instance for the purpose of fulfilling its statutory tasks (Section 1.5 Dutch Higher Education and Research Act):

  • to serve as a learned society representing the full spectrum of scientific and scholarly disciplines
  • to act as a management body for national research institutes
  • to advise the Dutch Government on matters related to scientific pursuit.

For this purpose, the Academy collects personal data so that the following activities can take place:

  • providing a forum for academic debate and the exchange of academic information so as to be able to function as the voice and the conscience of academia
  • providing a forum for the Young Academy and the Society of Arts
  • advising the government on science policy and on using science for policy
  • implementing policy and management tasks in relation to the Academy institutes that do research in the humanities, social sciences and life sciences
  • maintaining international academic relationships and participating in international academic organisations
  • awarding prizes and establishing and implementing incentive programmes, whether or not as part of the Academy’s management of the foundations and funds entrusted to it.

The Academy also processes one or more of your personal details for the following purposes (depending on the activities that apply to you):

  • to be able to help you and inform you regarding specific research and/or collection issues
  • to perform its role as employer
  • to collect relevant data for the purposes of well-defined academic research
  • to communicate with you by sending electronic newsletters and e-mails, and/or by post
  • to be able to meet financial obligations
  • to answer your questions through social media, e-mail, by post or by telephone
  • to improve our website.

Securing your personal data

The Academy secures your personal data to prevent misuse or unauthorised access to your personal data.

Retention period for your personal data

In principle, personal data are not retained any longer than is necessary to achieve the purpose for which the personal data are collected. Personal data in documents that come under the 1995 Public Records Act shall be stored in the manner in which and for as long as is stipulated by this Act.

Retention periods for documents established by the Academy can be found in this selection list.

In cases where documents are archived in the public interest, for scientific or historical research, or for statistical purposes, personal data can be stored for a longer period. If this is the case, the Academy, in accordance with the GDPR, will take appropriate technical and organisational measures to protect your rights.

Disclosure to third parties

The Academy will only disclose your personal data to third parties if there is a legal obligation or basis to do so as referred to in Section 6 GDPR.

When the Academy discloses your data to a third party, it will safeguard your rights to privacy, among other things by concluding a processing agreement in which arrangements are made as to how your personal data must be dealt with.

Third-party websites

This statement is not applicable to websites of third parties that are connected to our website by means of links. The Academy advises you to go through the privacy policy of these third parties thoroughly. Exercising your privacy rights

You can submit a request to the Academy to exercise the following rights:

  • Right to access your personal data
  • Right to rectify and/or add to your personal data
  • Right to erasure of your personal data
  • Right to restrict the processing of your personal data
  • Right to data portability
  • Right of objection
  • Right not to be subjected to a decision based exclusively on automated processing, including profiling.

If your personal data are processed with a view to archiving in the public interest, scientific or historical research, or for statistical purposes, legislation places restrictions on, among other things, your right to access, rectification, restriction of processing, and your right of objection. Furthermore, if data are processed with a view to archiving in the public interest, your right to the portability of your personal data is also restricted. In addition, in this context the Academy’s requirement to notify data subjects does not apply in all cases. Data protection officer

Should you have any questions and/or complaints about the safeguarding of your privacy within the Academy, please contact the KNAW Data Protection Officer (DPO):

Name: Hans Alfons

Telephone/e-mail: +31 (0)20 551 0843 / fg@knaw.nl

Personal Data Authority

The Academy will work with you to find a solution if you have a complaint regarding the processing of your personal data. If this does not lead to a satisfactory result, you have the right under the GDPR to submit a complaint to the Personal Data Authority.

Changes to this privacy statement

The Royal Netherlands Academy of Arts and Sciences may change this privacy statement. Any changes will be published on the Academy’s website. Changes made to this privacy statement will never be in violation of the GDPR and the privacy rules arising from it.

Cookies

The Academy makes use of cookies in so far as these are necessary for the operation of the website and to monitor the quality or effectiveness of the website.

Entry into force

This privacy statement entered into force on 16 May 2018.

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