Last update: November 10, 2020

This privacy policy explains how the Groningen Declaration Network (GDN) uses the personal data we collect from you when you use our website and provide data for the GDN contact database.

Topics:

• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Marketing
• What are your data protection right?
• What are cookies?
• How do we use cookies?
• What type of cookies do we use?
• How to manage your cookies
• Privacy policies of other websites
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

What data do we collect?

The Groningen Declaration Network collects the following data when you apply to become a signatory.

• Organization name
• Characterization of organization
• Main activities of organization
• Reason of organization’s interest in GDN
• Envisaged organization’s contribution to network
• Address
• Name of representative
• Photo of representative
• Job title
• Department
• Email addresses
• Work phone and cell number
• Gender
• Curriculum
• Personal requests for the Annual Meeting like dietary restrictions

How do we collect your data?

You directly provide the Groningen Declaration Network with most of the data we collect. We collect data and process data when you:

• Register online to become a GDN signatory.
• Voluntarily complete a survey or provide feedback via e-mail.
• Use or view our website via your browsers cookies
• Are added manually to our database by one of our Directors (only with your permission)

How will we use your data?

The Groningen Declaration Network collects your data so that we can

• Populate the GDN contact database
• Manage your account when necessary
• Email you the periodical GDN newsletter and GDN updates

When providing GDN with your data you will be given the opportunity to manage your own account in the GDN database. If you agree GDN will share your data with other members of the Groningen Declaration Networks through the GDN contact-database. You can update your preference at any time. You can also indicate if you want to receive the GDN newsletters and opt-out if you want to.

GDN will not share your data with any other party without your specific consent.

How do we store your data?

GDN stores your personal data in an EU-based Caspio infrastructure that meets strict security and regulatory requirements including HIPAA, FERPA ,FIPS-140, ISO 27001 and SAS70 type II. All data is encrypted in rest, and in transfer and all access to data is logged on a separate enviroment and kept for three years.

A small amount of (non-personal) data is stored on a ISO 27001 certified private server.

GDN will keep your data for the period you are a signatory of the GDN. Once you indicate that you want to leave the GDN or at the moment you request GDN to do so, GDN will remove your data from the database permanently.

Marketing

GDN will only use your data for marketing purposes of GDN itself. If you agreed to receive the GDN newsletter, you may always opt-out at a later date. GDN will not share your data with third parties for marketing purposes.

What are your data protection rights?

GDN would like to make sure you are fully aware of your data protection rights. Every user is entitled to the following:

The right to access– You have the right to request GDN for copies of your personal data. You can access the personal data GDN has collected by using your GDN account. If you don’t have an account you can contact GDN with a request.

The right to rectification– You have the right to request that GDN correct any information you believe is inaccurate. You also have the right to request GDN to complete information you believe is incomplete. If you have a GDN account you can use this to rectify or complete your data.

The right to erasure– You have the right to request that GDN erase your personal data, under certain conditions.

The right to restrict processing– You have the right to request that GDN restrict the processing of your personal data, under certain conditions.

The right to object to processing– You have the right to object to GDN’s processing of your personal data, under certain conditions.

The right to data portability– You have the right to request that GDN transfers the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these right and are not able to use your GDN account to do so, please contact us at our email: [email protected]

What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies and similar technology.

For further information visit: allaboutcookies.org

How do we use cookies?

GDN uses cookies in a range of ways to improve your experience on our website.

Including:

• Keeping you signed in
• Understanding how you use our website

What kind of cookies do we use?

There are a number of different types of cookies, however, our website uses:

• Functionality- GDN uses these cookies so that we recognize you on our website and remember your previously selected preferences. A mix of third-party and third-party cookies are used.
• Google analytics
• Caspio, for functionality and security of our log in system and database.

How to manage cookies?

You can set your browser not to accept cookies and remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policy of other websites

The GDN website may contain links to other websites. Our privacy policy applies only to our website. So if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

GDN keeps its privacy policy under regular review and places any updates on this webpage. This privacy policy was last updated on 1 October 2020.

How to contact us

If you have any questions about GDN’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: [email protected]

Write to us at: Nolenslaan 13, 9722NK Groningen, the Netherlands

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that GDN has not addressed your concern in a satisfactory manner, you may contact the Dutch Data Protection Authority (DPA).