Privacy statement

Privacy statement DWARS, GroenLinkse Youth

DWARS, GroenLinkse Jongeren, located at Sint Jacobsstraat 12, 3511 BS Utrecht, is responsible for the processing of personal data as reflected in this privacy statement.

Contact details:
https://dwars.org/
St Jacobsstraat 12,

3511 BS Utrecht
030-2399900

Lieke Ruijmschoot is the Data Protection Officer for DWARS, GroenLinkse Youth. Lieke can be reached at lruijmschoot@groenlinks.nl and 06-34343543

Personal data we process

DWARS, GroenLinkse Youth process your personal data because you use our services and/or because you provide these data to us yourself. Below is an overview of the personal data we process:

  • First name and surname
  • Date of birth
    • You can join DWARS between the ages of 14 and 28. To know whether you fall into this age category, we need your date of birth. We also need to report to the ministry how many people between the ages of 14 and 27 are members of ours, this is what the amount of subsidy we receive is based on. Furthermore, we do not want members under 18 to drink. To monitor this, we also need your age.
  • Address details
    • We need your address details to send the welcome pack. We also use your address details to determine which department you belong to so we can approach you for activities in that department. You also share your address details when you order something in the web shop. This is so we can deliver your order.
  • Phone number
    • We very occasionally use your phone number, for example, to welcome you to the association or to approach you for a (departmental) activity.
  • Email address
    • We use your e-mail address to invite you to the congress, general department meetings and to keep you informed of DWARS's activities. The latter is done via the newsletter to which you can unsubscribe.
  • Communication history (letters, mailings, etc.)
    • In order to prove that you have registered yourself as a member of DWARS, we save your registration, the same goes for your deregistration.
  • Bank account number
    • We need your bank account number to debit membership fees from your account by direct debit.
  • Payment of membership fees, donations and subscriptions over the statutory period of 7 years
    • This is for the purpose of financial records.
  • The method of payment
    • This is for the purpose of financial records.
  • Administrative functions within DWARS
    • We track this to give you appropriate access rights in certain systems and to send certain emails.

Concerning the employee of DWARS, we process the following personal data:

  • Contact details
  • Phone number
  • Email address
  • BSN
  • CV
  • Date of birth
  • Marital status
  • Financial data

Special and/or sensitive personal data we process

DWARS, GroenLinkse Youth processes the following special and/or sensitive personal data of members:

  • Political affiliation
  • Data of persons under 16 years of age. Our website and/or service does not intend to collect data from website visitors under 16 years of age. Unless they have parental or guardian consent. However, we cannot verify whether a visitor is older than 16. We therefore advise parents to be involved in their children's online activities to avoid collecting data on children without parental consent. If you are convinced that we have collected personal data about a minor without such consent, please contact us at secretaris@dwars.org, we will delete this information.

For what purpose and on what basis we process personal data

DWARS, GroenLinkse Youth process your personal data for the following purposes, based on the following bases:

Target Personal data Basis Mandatory yes/no Consequences of not providing data
Handling your payment
  • Billing address
  • Account number
  • First name and surname
  • Email address
 Agreement Mandatory when placing an order Non-delivery of goods/services
Send newsletter
  • First name and surname
  • Email address
 Agreement No Do not receive newsletter
Informing members about the activities of DWARS
  • First name and surname
  • Email address
  • Phone number
 Agreement Yes No informative emails or phone calls received
Collection of contribution
  • Account number
  • First name and surname
  • Email address
 Agreement Yes Unable to vote and deregistration after several years
Calling members to national and departmental meetings
  • First name and surname
  • Email address
  • Phone number sometimes
 Agreement Yes Unable to be called to national and departmental meetings
Establish voting rights
  • First name and surname
  • Entry date
  • Payment of contribution
 Agreement Yes No right to vote
Delivery of goods/service
  • Billing address
  • Account number
  • First name and surname
  • Email address
 Agreement Obligatory when ordering Unable to deliver goods or service
Member administration
  • Date of birth
  • Account number
  • Payment of contribution/donation
  • First name and surname
  • Email address
  • Address details
  • Phone number
  • Entry date
  • Type of membership
  • Administrative functions within DWARS
  • Method of payment
  • Communications history
 Legal obligation Yes Unable to become a member
Declarations
  • First name and surname
  • Email address
  • Account number
 Agreement Yes Unable to submit a claim
Personnel and payroll administration
  • Contact details
  • Phone number
  • Email address
  • BSN
  • CV
  • Date of birth
  • Marital status
  • Financial data
 Legal obligation Yes Entry into service not possible

 

Automated decision-making

DWARS, GroenLinkse Jongeren does not make decisions about matters that could (significantly) affect individuals on the basis of automated processing. These are decisions made by computer programmes or systems, without any human being (e.g. an employee of DWARS, GroenLinkse Jongeren) being involved.

How long we keep personal data

DWARS, GroenLinkse Youth will not retain your personal data for longer than is strictly necessary to fulfil the purposes for which your data is collected.

Processing Minimum retention period Effective date of retention period Motivation or law
Member administration 10 years From date of administration To meet legal obligation around grant application
Newsletter During received newsletter During received newsletter After unsubscribing to newsletter these data are no longer needed
Financial administration related to grant 7 years From date of administration Legal obligation, Article 4:69 General Administrative Law Act
Financial statements 7 years As of drafting date BW art. 2: 394 BW
General ledger, accounts receivable and accounts payable 7 years From 1 January after drafting art. 52 State Tax Act art. 8 Customs Act
Profit and loss account 7 years As of drafting date art. 2: 10 and 3:

15a BW
Human Resources Retention period Effective date of retention period Motivation or law
Employment contract and amendments Maximum 2 years End of employment Art. 52 State Tax Act
Performance review reports Minimum 2 years End of employment Based on former WBP exemption decree
Agreements on salary and working conditions Minimum 7 years End of employment Based on former WBP exemption decree
Marital status employee Minimum 7 years End of employment Based on former WBP exemption decree
Copy of proof of identity Minimum of 5 years End of employment art. 66(4)

LB Implementation Regulation
Cover letters and CVs Maximum 4 weeks without consent and 1 year with consent After completion of application procedure Based on former WBP exemption decree

Sharing personal data with third parties

DWARS, GroenLinkse Youth does not sell your data to third parties. DWARS, GroenLinkse Jongeren shares your personal data with various third parties if this is necessary for the performance of the agreement and to comply with any legal obligation. We conclude a processing agreement with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data. DWARS, GroenLinkse Youth remains responsible for this processing.

Category Name Jurisdiction Target Which data
Processor Mail.one.com Agreement Communication with and between members
  • Contact details
  • Financial data
  • Date of birth
  • Email address
  • Phone number
Processor LaPosta Agreement Send newsletter
  • Name
  • Email address
Processor Slack Agreement Disclosure and internal communication
  • Name
  • Email address
Processor Procurios (CRM) Legal provision Member administration
  • Name
  • Address details
  • Date of birth
  • Email address
  • Phone number
  • Membership
  • Invoices
Processor Stack Agreement File sharing
  • Name
  • Address details
  • Date of birth
  • Email address
  • Phone number
  • Membership
  • Finance
Processor Thus Agreement Providing information, enabling orders in webshop, enabling subscription and deregistration as a member, registering for events
  • Name
  • Address details
  • Date of birth
  • Email address
  • Phone number
  • Account number
Processor EB Portal Legal provision Personnel and payroll administration
  • Contact details
  • Phone number
  • Email address
  • BSN
  • CV
  • Date of birth
  • Marital status
  • Financial data

Departments
Members' personal data is shared, apart from with the national secretary and office assistant, with one board member of the department to which the member belongs. This board member signs a privacy agreement. The data is shared to keep members informed of the department's activities, including through the newsletter and to invite them to departmental meetings and other activities.

Cookies, or similar techniques, that we use

DWARS, GroenLinkse Youth uses only technical, functional cookies and analytical cookies that do not invade your privacy. A cookie is a small text file that is stored on your computer, tablet or smartphone the first time you visit this website. The cookies we use are necessary for the technical operation of the website and your ease of use. They ensure that the website works properly and, for example, remember your preferences. They also allow us to optimise our website. You can opt out of cookies by configuring your internet browser to stop storing cookies. You can also delete any information previously stored via your browser settings.

View, modify or delete data

You have the right to access, correct or delete your personal data. In addition, you have the right to withdraw your possible consent to data processing or object to the processing of your personal data by DWARS, GroenLinkse Youth and you have the right to data portability. This means that you can submit a request to us to send the personal data we hold on you in a computer file to you or another organisation named by you. You can send a request to inspect, correct, delete or transfer your personal data or a request to withdraw your consent or object to the processing of your personal data to secretaris@dwars.org. To make sure that the request for inspection is made by you, we ask you to send a copy of your identity document with the request. In this copy, black out your passport photo, MRZ (machine readable zone, the strip of numbers at the bottom of the passport), passport number and Citizen Service Number (BSN). This is to protect your privacy. We will respond to your request as soon as possible, but within four weeks. DWARS, GroenLinkse Young People would also like to inform you that you have the option to file a complaint with the national regulator, the Personal Data Authority. You can do so via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons.

How we secure personal data

DWARS, GroenLinkse Youth takes the protection of your data seriously and takes appropriate measures to counter abuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. If you feel that your data is nevertheless not properly secured or there are indications of misuse, please contact secretaris@dwars.org.