Privacy Statement Volunteers & Mentors

This privacy statement applies to all volunteers and mentors working at the UAF. 

From May 25, 2018, the General Data Protection Regulation (hereinafter: the GDPR) applies to the processing of personal data. This means that we as an organization must be accountable for the way in which and for what reason we collect, process, store and/or share your personal data.  

Preface 

In the context of the work carried out by volunteers and mentors (hereinafter referred to as volunteers) of UAF, UAF processes various personal data. By personal data we mean all information that tells us something about you or that we can link to you. This includes, for example, your name, address, date of birth and account number. By processing we mean all operations that we can perform with this personal data, such as collecting, recording, storing, adapting, organizing, using, disclosing, transmitting and deleting personal data. 

In this privacy statement we explain which personal data we process, why we do this, with whom we share the personal data and how long we keep the personal data.  

Processing controller 

Under privacy legislation, UAF is the controller of your personal data. This means that we have determined for what purposes we process certain of your personal data and which resources (e.g. software systems from external suppliers) we use for this. Our contact details are as follows: 

Name: Refugee Foundation – Students UAF 

Visitor address: Newtonlaan 71 (2nd floor), 3584 BP Utrecht 

Postal address: PO Box 14300, 3508 SK Utrecht 

Chamber of Commerce: 41177131 

General telephone number: 030-252 08 35 

General e-mail address: info@uaf.nl. 

Specific email address for privacy-related questions: privacy@uaf.nl  

What personal data do we collect? 

The UAF collects the following personal data from you: 

• Identification data, such as your name, surname, date of birth, gender, place of birth, current address, email address, nationality, telephone number and email address;
• Financial details; such as account number;
• Other necessary data required for the implementation of mentoring activities, such as a Certificate of Good Conduct, CV, motivation and skills regarding the type of volunteer work;

Sharing of personal data 

For each processing it is indicated with whom the personal data can be shared. We only share your personal data when necessary. This also means that these parties only receive the personal data they need to perform their activities (“need-to-know” basis). Within UAF we work with an authorization system to prevent unauthorized access to personal data. 

Retention periods 

UAF does not store personal data in an identifiable form for longer than necessary for the purposes for which the personal data are processed. For all processing, personal data may be stored if this is necessary to comply with legal obligations or when this is necessary to settle a legal dispute. For example, all personal data that it is necessary to keep in order to comply with the fiscal retention period of Article 52 of the General State Taxes Act (AWR) will be retained for 7 years from the end of the year in which the data in question no longer belongs to the annual administration. belong, preserved. Where relevant, more specific information about the applicable retention periods is provided per processing. 

Basis for data processing 

UAF processes your personal data when: 

• Is necessary for the execution of an agreement concluded with or on behalf of you (e.g. your volunteer agreement);
• To comply with legal obligations (e.g. providing certain information to the tax authorities); or
• When the processing of personal data is necessary to promote the legitimate interest of UAF or a third party. The interests of UAF (or the third party) are always weighed against the possible infringement of your privacy. For processing operations based on UAF's legitimate interest, we have briefly described this interest. If you would like more information here, you can always do so here privacy@uaf.nl for questions.

In exceptional cases, we may process your personal data based on your consent. e.g. for posting photos on intra- and internet. If we do this, we will ask you separately. We would like to point out that you may withdraw your consent at any time, but that the data we have processed up to that point has been lawfully processed by UAF. 

Transfer outside the European Economic Area 

We may share personal data with a party located outside the European Economic Area (EEA), for example because a party from which we purchase a software application stores the personal data that we process via this application outside the EEA. In that case, we ensure that we take additional measures to ensure that the personal data is just as secure as when the personal data is processed within the EEA. If you would like more information about this for a specific processing, you can always request this via privacy@uaf.nl. 

Rights 

You have the right to view your personal data, have it corrected and in certain cases delete it or limit the processing of your data. You also have the right to object to certain processing of your personal data and you can exercise your right to data portability under certain circumstances. If you wish to exercise these rights, you can submit a request via privacy@uaf.nl.  

More information about these rights and the handling of requests to exercise the above rights can be found below: 

You have the following rights with regard to the processing of your personal data by the UAF: 

• the right to request whether we process your personal data and, if this is the case, to inspect your personal data;
• the right to rectification of your personal data if it is incorrect or incomplete;
• the right to have your personal data erased ('right to be forgotten');
• the right to object to the processing of your personal data or to restrict the processing of your personal data;
• the right to withdraw consent to the processing of your personal data, if the processing is based on your consent;
• the right to receive or issue your personal data to a third party designated by you in a structured, commonly used and machine-readable form ('right to data portability').

 To exercise your rights, you can contact us at privacy@uaf.nl or by mail at: 

Foundation for Refugee Students UAF 
71 Newton Avenue 
3584 BP Utrecht 

To prevent us from providing information to the wrong person, we may ask you for additional information to verify your identity. In principle, we will inform you within one month of receipt of your request whether we can comply with your request. This period can be extended by two months in specific cases, e.g. when there is a complex request. We will inform you about such an extension within one month of receiving your request. Based on privacy legislation, we can refuse your request under certain circumstances. If this is the case, we will explain why. If you object to the processing of your personal data for direct marketing purposes, we will always respect this request. More information about your privacy rights can be found on the website of the Dutch Data Protection Authority. 

Questions and complaints 

If you have any questions about this privacy statement or specific processing, you can email: privacy@uaf.nl or contact the UAF by telephone and ask for the privacy officer. If you have a complaint about the way in which UAF handles your personal data, we will be happy to resolve it with you. If we cannot resolve it, you can file a complaint with the privacy supervisor, the Dutch Data Protection Authority.  

modifications 

We believe it is important that you are well informed about the various processing of your personal data. We may start working with new systems that require us to process your personal data or we may discontinue certain processing operations. We may therefore adjust this Privacy Statement from time to time. The most recent version of this Privacy Statement can always be found on the internet.