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**The privacy policy of the VSV ‘Leonardo da Vinci’**
Last updated on 15/06/2018


VSV ‘Leonardo da Vinci’ located at Kluyverweg 1, is responsible for the processing personal data of her members as depicted in this privacy statement. In this document can be found what data is being processed and for what purposes it will be stored. Furthermore, the member can see his/her rights and to whom the member can ask her questions.

**Contact details**
VSV ‘Leonardo da Vinci’
Kluyverweg 1 k1.08
2629 HS Delft
VSV@tudelft.nl 
015-2785366

**1 Overview of the personal data**
VSV ‘Leonardo da Vinci’ processes personal data because you are a member of the society and/or you are utilising her services. By being a member of the society or by participating in her activities you agree to this privacy policy.

Below you can find an overview of what data we collect.
^ Personal data                                                                       | **Reason**                                                                                                                                                                                                                                                                                                                                        ^ Storage period         ^
| Basic personal data\\ •	Name\\ •	Initials\\ •	Gender\\ •	Nationality                | To be a member, the society needs to have your basic personal data. For example, to correctly address her members.                                                                                                                                                                                                                                | Study time + 3 years.  |
| Address information\\ •	Address\\ •	Postal code\\ •	Place of residence\\ •	Country  | To be a member, the society needs to have your address information. For example to send periodic publications, postcards or further correspondence via mail.                                                                                                                                                                                      | Study time + 3 years.  |
| Contact details\\ •	Email address\\ •	Telephone number\\ •	Mobile number            | De society uses your email address to familiarise her members with her activities via mailings and to spread information regarding an associated company or events from a company. This will be done at most once a month (seen over an entire academic year). After your study time an email with information regarding the alumni association.  | Study time + 3 years.  |
| TU Delft\\ •	Study number\\ •	Study phase                                           | The VSV ‘Leonardo da Vinci’ uses study numbers to monitor whether her members are still registered at the TU Delft. The VSV ‘Leonardo da Vinci’ uses the study phases (BSc., MSc. or graduated) to send relevant information to reduce the number of emails.                                                                                      | Study time             |
|                                                                                     |                                                                                                                                                                                                                                                                                                                                                   |                        |

Besides these personal data the VSV ‘Leonardo da Vinci’ processes other data that have been given to us with consent. The VSV ‘Leonardo da Vinci’ remains the right to ask for more personal data when activities or services require these. These rules are stated in the privacy policy for services, which can be found below.

**2 Special and/or sensitive data we collect**
The VSV ‘Leonardo da Vinci’ processes passport numbers, id-card numbers and allergies in special cases. These can be found in the privacy policy for events.

The VSV ‘Leonardo da Vinci’ has no intent to collect data about website visitors or members that are younger than the age of 16, unless they have permission from a parent or guardian. However, we cannot check if a visitor is older than 16. We, therefore, advise parents to be involved in the online activities of their children, in order to prevent data about children being collected without parental consent. If you are convinced that we have collected personal information about a minor without permission, please contact us via VSV@tudelft.nl then we will delete this information.

**3 Automatic decision-making**
The VSV ‘Leonardo da Vinci’ does not make decisions based on automatic processing on matters that can have (significant) consequences for people.

**4 Storage periods for personal information**
VSV ‘Leonardo da Vinci’ does not retain your personal data longer than is strictly necessary to realize the goals for which your data is collected. The retention periods can be found in section 1. Names and contact details will be used up to 3 years after the cancellation of the membership (or graduating) to send information regarding the alumni association, the Delft Aerospace Alumni.

By law it is stated that financial data form the VSV ‘Leonardo da Vinci’ has to be stored for 7 years. To comply we will store data regarding administration or finances for 7 years.

**5 Sharing of personal data with third parties**
VSV ‘Leonardo da Vinci’ does not sell your information to third parties and only provides this information if this is necessary for the execution of our agreement with you or to comply with a legal obligation. With companies that process your data in our order, we conclude a processor agreement, of which an example is given in section 5.2. To ensure the same level of security and confidentiality of your data, VSV ‘Leonardo da Vinci’ remains responsible for these processing operations.

__5.1	Access to information__

Only the board of the VSV ‘Leonardo da Vinci’ and the administrators of the website have access to the database where the personal data are stored. De database is stored on the servers of the TU Delft. The servers are maintained by members of the society.

__5.2 Third parties where information is shared with__

• MailChimp

We use mailchimp for the distribution of the activity mailing. To do so, your email address is shared with mailchimp.

• TU Delft

The website and database are hosted by TU Delft. Data is therefore stored on the servers of TU Delft.
To update our database we periodically interact with the TU Delft. By doing so we can check whether our members are still studying at the TU Delft. 
We also use the ‘webdrive’ or ‘webdata’ of the TU Delft to store information. This is a cloud storage hosted by the TU Delft.

**6 View, adjust or delete data**
The member has the right to see, correct or delete the members the data. This is possible via the personal settings of your account. The member also has the right to retract permission given for the processing of information or to object to the processing of his/her personal data by VSV ‘Leonardo da Vinci’. The member also has the right of data portability. This means that the user can send a request to transmit the personal data the society has collected about the member, to the member or some other organisation, by means of a computer file.

If the member wants to utilise his right to object and/or right of data portability or has questions/remarks about the processing of data, the member can send a specified request to VSV@tudelft.nl.
In order to ensure that the request for access has been made by you, we ask you to send a copy of your identity document with the request. Make your passport photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), passport number and citizen service number (BSN) black in this copy. This is to protect your privacy. VSV ‘Leonardo da Vinci’ will respond to your request as soon as possible, but in any case within four weeks.

VSV ‘Leonardo da Vinci’ would also like to point out that you have the opportunity to submit a complaint to the national supervisory authority, the Dutch Data Protection Authority. This can be done via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons 

**7 How we secure personal data**
VSV ‘Leonardo da Vinci’ takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you have the impression that your details are not properly secured or if there are indications of abuse, please contact us via VSV@tudelft.nl

**8 Photos**
The VSV ‘Leonardo da Vinci’ takes pictures for promotional goals of recurring events. Photos can be taken of you during events of the VSV ‘Leonardo da Vinci’. If you want to have it removed, please contact the VSV 'Leonardo da Vinci'. This is easiest via VSV@tudelft.nl.

**9 Changes to the privacy policy** 
The VSV ‘Leonardo da Vinci’ retains the right to change the privacy policy at any given time, without giving notice. We, therefore, advise people to check the privacy policy regularly.
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