Privacy statement UvA Intreeweek

The UvA is the party responsible for processing your personal data within the meaning of the General Data Protection Regulation (‘GDPR’). The UvA is located at Spui 21, 1012 WX Amsterdam. Our postal address is PO Box 19268, 1000 GG Amsterdam.

Any questions you might have can be emailed to avg@uva.nl. The UvA has appointed a Data Protection Officer (‘DPO’). The DPO’s email address is fg@uva.nl.

When registering for Intreeweek (as participant, mentor or crew member), the following data will be requested and used:

• Name

• Email address

• Phone number

• Date of birth

• Gender

• Preferred language

• IBAN (when needed for Direct Debit)

• Profile picture

• Specific event related questions (e.g. dietary preferences, requested workshops)

• Study

• Emergency contact

We process this data in Tactile, where you, as participant, mentor or crew member, receive an account in the Intreeweek App. We also place necessary cookies to provide a functional website experience.

The UvA will process your personal data for the following purposes:

• Forming groups based on people with the same study and/or primary language AND

• Communication between you and Intreeweek AND

• Possibly providing personal data to third parties (on a voluntary basis) AND

• Displaying your data (such as name, profile picture) on interactive games of Intreeweek AND

• Guaranteeing the safety of (fellow) participants, mentors and/or crew members.

The UvA processes your personal data based on a contract and vital interest.

Contract: to participate in Intreeweek, it is necessary that you are registered in our event system (Tactile). This allows us to give you access to our events and our mobile app. Furthermore, this allows you to pay with your Intreeweek wristband.

Vital interest: in exceptional cases we may process your personal data when this is necessary to protect your vital interests. This only occurs when there is an urgent medical need. In such a case we are talking about issues of life and death, or at least threats that entail the risk of injury or other damage to the health of you or another person

The UvA will not share your personal data with third parties, unless you allow it on a voluntary basis. This happens when you scan your Intreeweek wristband at an information pod provided by Tactile. The UvA has written agreements with Tactile about the processing and security of your personal data.

No, your personal data will not be transferred to countries outside the European Union.

The UvA takes appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, and any form of unlawful processing. Your data is stored and protected by Tactile. Read more on how Tactile stores and protects your data here: https://www.tactile.events/privacy-policy

We will not keep your personal data for longer than is necessary for the purposes for which we use it. Three months after Intreeweek, we will anonymize your data in our event system. After this happens, we will no longer be able to link our data back to you. We are required by law to keep some data for a certain period of time. Where possible, we will pseudonymize or anonymize the data.

On the basis of the GDPR, you have the right to access the personal data that we process, to correct your personal data if it contains factual inaccuracies, to have your personal data deleted, to limit the processing of your personal data, and – subject to certain conditions – to object to the processing of your personal data and the right to data portability.

If you wish to exercise any of these privacy rights, you can contact avg@uva.nl.

If you are not satisfied with how the UvA dealt with your personal data, you can submit a complaint with the Data Protection Officer of the UvA, at fg@uva.nl.

If you have questions regarding Intreeweek and/or how your personal data will be processed with regards to Intreeweek, you can contact the organization of Intreeweek via intree@uva.nl.