Privacy Statement der L.P.S.V. „Aesculapius”
Last modified on: 23-05-2018
The Leidsche Pharmaceutische Studenten-Vereeniging „Aesculapius” (hereinafter L.P.S.V. „Aesculapius”) takes great care for good security and careful processing of your personal data. In doing so, we adhere to the conditions set out in the European Privacy Act, better known as the "General Data Protection Regulation" (GDPR). If you have any questions after reading the information below, please contact the person responsible within the board at email@example.com.
Data capture and security
The L.P.S.V. „Aesculapius” processes several personal data of its members and website visitors. We are obliged by law to handle this data properly.
All online data is encrypted so that only authorised persons can access the data. Who these are is described below. In some cases, the L.P.S.V. „Aesculapius” stores data in one or more of its own files. When this is the case, these files are again strictly encrypted by means of a password. Papers containing personal data are always stored in locked cabinets.
What data do we collect?
The L.P.S.V. „Aesculapius” collects data about the click behaviour of website visitors, as well as information about the equipment used and information about the stay on the site. The information is anonymised and cannot be traced back to the identity of the website visitor. The data collected are plotted in statistics that assess the effectiveness of information offered, as well as the navigation structure. The purpose of this is to optimise the set-up of the website so that the L.P.S.V. „Aesculapius” can optimise its services.
When someone registers as a member, alumnus, Friend or Donor of the L.P.S.V. „Aesculapius”, the following personal data must be provided: first name, initials, surname, address, postal code, place of residence, nationality, e-mail address, date of birth, gender and IBAN. These data are used for our membership administration, collection of membership fees/voluntary contributions, sending the association magazine and digital newsletter, online registrations for activities, to provide access to the web shop and for sending other mail.
When a member registers for an activity, again the aforementioned data is collected. This is firstly for being able to carry out any direct debits, sending updates about the event and possibly classifying participating people into groups. The second purpose is membership verification. By re-entering the data, it can be verified that the person in question is actually a member. On each registration form, a person gives permission for the data to be processed.
Who has access to your data?
A processing agreement has been signed with external parties who process personal data coming from „Aesculapius” regarding the processing of these personal data. This allows these parties to use the data only for the intended purposes and must then be deleted. The main parties are:
The board of the L.P.S.V. „Aesculapius” has access to all entered personal data and statistics. This is done in order to keep a good overview of the membership population, performing collections, approaching individuals for committees, registration for activities, verification of membership and sending (digital) mail.
When a committee organises activities that require registrations, in addition to the board, the committee also has access to the personal data needed to register participants, create group layouts, send information and verify membership.
Members of the L.P.S.V. „Aesculapius” are automatically also members of the Royal Dutch Pharmaceutical Student Association (K.N.P.S.V.). Once a year, the L.P.S.V. „Aesculapius” provides the name the e-mail address of all members to the K.N.P.S.V. so that it too can maintain proper membership records.
MailChimp is the programme used for our digital mailings, such as the weekly mail. Non-anonymous click data is collected here, so that insight can be gained into the response to certain links in the mailings.
We use an online membership database which is therefore also accessible by our web host (JABS Internet Solutions). This is necessary so that this party can resolve any problems with members' accounts. In addition, the web host has access to the website statistics to monitor and possibly improve the functioning of the website.
Conscribo is an accounting program used to keep track of our finances. It is an application of an external company, which has access to the system in case of failure. To resolve any problems, they can gain insight into the name and IBAN linked to transactions.
For individual activities, parties other than those described above may be involved. When these parties receive personal data, permission for this will be requested from the participant on the registration form. In addition, a processing agreement will be signed, as is the case with permanent partners.
How long do we keep your data?
We will keep all data submitted by a member for up to two years after the membership is terminated. Paper authorisations will be kept for a maximum of ten years, as stipulated by law.
What are your rights?
You have the right at all times to inspect the data kept by the L.P.S.V. „Aesculapius” and to request rectification when something is incorrect in the records. You can request an overview of your data from the board via firstname.lastname@example.org or you can come to the boardroom (Einsteinweg 55, 2333 CC Leiden) to see it.
You have the right under the law to object to the collection of data and to lodge a complaint with the Personal Data Authority if you consider it necessary. If you disagree with the collection of essential data for membership, you can approach the board at email@example.com. If the situation cannot be resolved, membership will be terminated with immediate effect.
Under the new GDPR, every person has the right to be forgotten. The original source of the data will remain, but information that identifies an individual will be deleted. This way, there is no longer a link between the individual and certain information. Also in this case, any membership will be terminated immediately .
You also have the right to transfer data. If you register with another body, you can request a body that already holds this data to provide necessary data. This way, you will not have to transfer all the data again. In this case, you will receive an Excel file with your data known to the party providing the data.
Provision of data
If a person does not agree to provide data needed for membership administration, this person cannot obtain membership. The L.P.S.V. „Aesculapius” reserves the right to refuse a registration if the necessary data is not provided.