personal data means any information relating to an identified or identifiable natural person;

Transcription

1 The Hague Academy Privacy Statement The Hague Academy f Internatinal Law prcesses persnal infrmatin and ther data in accrdance with applicable legislatin. With effect frm 25 May 2018, the General Data Prtectin Regulatin (GDPR) is being actively enfrced. This means that the same privacy legislatin will apply acrss the whle f the Eurpean Unin (EU). Yur privacy matters a lt t us and we handle yur persnal data with care. Belw, yu will find details f exactly what yu can expect frm us and the rules we apply. 1. Definitins persnal data means any infrmatin relating t an identified r identifiable natural persn; prcessing in the sense f prcessing f persnal data means any peratin r set f peratins which is perfrmed n persnal data r n sets f persnal data, whether r nt by autmated means, such as cllectin, recrding, rganisatin, structuring, strage, adaptatin r alteratin, retrieval, cnsultatin, use, disclsure by transmissin, disseminatin r therwise making available, alignment r cmbinatin, restrictin, erasure r destructin. 2. Applicability This Privacy Statement applies t the prcessing f persnal infrmatin (hereinafter referred t as persnal data) prvided by students, prfessrs, alumni, visitrs, guests, dnrs, assciates and ther cntacts as well as data btained thrugh visits t and the use f the website 3. Cntrller The cntrller respnsible fr prcessing data is Stichting (Fndatin) Academie De Drit Internatinal de La Haye / the Hague Academy f Internatinal Law Carnegie Fundatin (Carnegie- Stichting), Carnegieplein 2, 2517 KJ, The Hague, registered in the trade register f the Haaglanden Chamber f Cmmerce under number We will be happy t answer any questins yu may have. Fr this, please cntact ur privacy fficer by at privacy@hagueacademy.nl. 4. What persnal data des the Hague Academy f Internatinal Law prcess? Gender First name Surname Date f birth Cuntry f birth Natinality r secnd natinality Passprt id Crrespndence address Phne

2 Pht (ptinal) Wrking language Native language Banking details (ptinal) IP-address Psitin 5. Why d we prcess this persnal data? We need certain persnal data t implement an agreement. Fr instance when yu register fr a curse at the Hague Academy f Internatinal Law, yu enter int an agreement with the Hague Academy f Internatinal Law and certain persnal data needs t be recrded s that it is clear wh is taking the curse. Sme data is recrded s that we can prvide services. This applies fr example t signing up fr a newsletter, dnating t a cause, expressing an interest in smething r wanting t cntact the Hague Academy f Internatinal Law fr any ther reasn. We als prcess persnal data in rder t ptimise the design f the website based n infrmatin that we btain frm the use f and visits t ur website. We prcess persnal data fr the fllwing specific purpses: Statutry bligatins A small prtin f the data prcessing is the result f statutry bligatins. This primarily cncerns persnal data that we need in rder t meet ur bligatins t pay tax. Students sectin Persnal prfile The Hague Academy f Internatinal Law website allws ptential students t create a persnal prfile. This is yur wn respnsibility and yu will need t add sme f the persnal data mentined earlier. Yu manage and update the prfile data yurself. Once yu have created a prfile, yu can register fr a curse r prgramme at the Hague Academy f Internatinal Law using yur lgin cde. Students persnal data is needed t rganise the curse activities at the Hague Academy f Internatinal Law. In this respect, with the student s permissin, persnal data fr example may be shared fr the purpses f visiting an internatinal rganisatin r an embassy the participants wish t visit. Persnal data is als shared with the security department f the Carnegie Fundatin, s that an access pass can be made fr the duratin f yur curse and fr guided turs f the Peace Palace. This is because the Hague Academy f Internatinal Law is lcated in the grunds f the Peace Palace, which is wned and managed by the Carnegie Fundatin. With the student s cnsent, persnal data is shared with third parties fr the purpses the accmmdatin. In additin, and again with the student's cnsent, data can be shared with ther students and invited prfessrs (name, cuntry f rigin, ).

3 Library membership Everyne registered n a curse will autmatically becme a member f the Peace Palace library. Persnal data is used t make the library passes. This enables the library t prvide the best pssible service, fr example by supplying any infrmatin yu request r prcessing any infrmatin yu prvide. Alumni list When registering, all students can state whether they wish t remain in the Hague Academy f Internatinal Law CRM system after the curse s that they can receive relevant infrmatin (newsletters, curses, events, lectures etc.) Services Yu can cntact us via varius channels such as telephne, pst, , Twitter, Facebk, LinkedIn r by using the feedback link. We als prcess persnal data in rder t make that pssible. Newsletters Yu can register fr varius newsletters, such as the newsletter f the Hague Academy f Internatinal Law r the Peace Palace library newsletter. The newsletters cntain infrmatin abut activities, services and ther infrmatin f interest. If yu n lnger wish t receive a newsletter, yu can unsubscribe in any . Visitr recrds Certain persnal data may be used t cntact yu abut an event yu wish t attend, if yu have visited r therwise cntacted us in the past. Visitr details are als recrded fr safety reasns. The safety f all visitrs and emplyees f the institutins hused in the Peace Palace is ur respnsibility and is f great imprtance t everyne n the Peace Palace grunds. Persnal data that can be prcessed fr this purpse includes camera images r vehicle registratin details if yu have been permitted t drive nt the site by car. There are cameras in varius places n the Peace Palace site and in the buildings in rder t prtect access t the building and Carnegie Fundatin prperty. Fundraising and dnatins If yu make a financial cntributin t ur bjectives as a dnr r spnsr, the Hague Academy f Internatinal Law cllects cntact details, such as name r cmpany name, address, telephne number, address, jb descriptin, areas f interest and bank details. This is dne in rder t maintain cntact with everyne and prvide relevant infrmatin. Imprving the Hague Academy f Internatinal Law website We als keep recrds f yur persnal data t imprve ur services via the website. This cncerns general infrmatin abut website visits, withut identifying the visitrs, such as IP addresses, the time that yu visit us and the tpics yu view when clicking n them.

4 The Hague Academy f Internatinal Law can annymise the persnal data and then use it at aggregated and annymised level fr research purpses and t ptimise its services and activities. The aggregated and annymised data cannt be traced back t yu as an individual. Basis fr prcessing As explained abve, we prcess data in rder t meet a statutry bligatin, t execute an agreement and therwise in the justified interests f the Hague Academy f Internatinal Law. Finally, we prcess certain data with yur permissin. 6. Yur persnal data and third parties The Hague Academy f Internatinal Law never sells yur persnal data t third parties. Hwever, the Hague Academy f Internatinal Law des make use f the services f ther parties. This happens nly after security and privacy screening and after the cmpany cncerned has signed an agreement regarding the use and prtectin f persnal data. See pint 8 fr further infrmatin. 7. Yur rights The GDPR gives yu certain rights. We d ur utmst t meet this requirement. T exercise yur rights, yu can cntact ur privacy fficer via privacy@hagueacademy.nl. Yu can als use this address if yu have questins abut the way in which the Hague Academy f Internatinal Law handles yur data r any ther questins r cmments abut this privacy plicy. Yu have the fllwing rights: Infrmatin and access: Of curse, yu can btain infrmatin at n charge abut yur data that is prcessed by the Hague Academy f Internatinal Law. Right t rectificatin: If yu believe that we have inaccurate infrmatin abut yu, yu can arrange t have yur data changed by ntifying us abut this. Right t be frgtten: Yu are als permitted t ask us t erase yur data frm ur database. Hwever, yu must realise that we cannt always cmply. Fr example, if yu are r have been a dnr, the Tax and Custms Administratin requires us t retain agreements fr seven years. In additin, if yu ask us t stp appraching yu with fundraising requests, we need t keep yur name in rder t be able t exclude yu frm ur future campaigns. Of curse, if we cannt hnur yur request, we will ntify yu as t the reasns. Right t restrictin f prcessing: If yu believe that we are prcessing yur persnal data unlawfully r imprperly, yu can als have this prcessing restricted. We will handle any f the abve requests t cnsult, adapt, restrict r delete persnal data immediately and yu will be ntified abut the actin taken in respnse at the latest within a mnth f receiving yur request. Right t bject: If yu wish t bject t the (cntinued) prcessing f yur persnal data, yu can cntact us. The Hague Academy f Internatinal Law will handle yur bjectin immediately, at the latest within ne mnth, and will delete any relevant persnal data, unless we are bliged t retain it as a result f a statutry bligatin. If this is the case, we will ntify yu f this.

5 Right t data prtability: If yu wish, yu can btain yur persnal data frm us in a machine-readable frmat, fr example if yu wuld like t transfer it t anther rganisatin. T d this, please cntact us. In additin, yu can als withdraw yur permissin, fr example t receive ings. If yu have any cmplaints abut the way in which the Hague Academy f Internatinal Law prcesses yur persnal data r handles yur requests, yu can cntact ur privacy fficer. If this still des nt reslve the issue, yu can always make use f yur right t submit a cmplaint t the Dutch Data Prtectin Authrity (Autriteit Persnsgegevens). 8. Hw des the Hague Academy f Internatinal Law prtect yur persnal data? a. The Hague Academy f Internatinal Law has taken apprpriate technical and rganisatinal measures t prtect yur persnal data. This prtects yur persnal data against unauthrised r unlawful prcessing as well as deliberate lss, destructin r damage. b. In prviding ur services, we enlist third parties t prcess persnal data. If these third parties prcess persnal data in prviding their services, they d this in the capacity f what is knwn as prcessr fr the Hague Academy f Internatinal Law. The service prvider cncerned receives nly the necessary data frm us and is bliged t prtect yur persnal data. An SSL certificate has been installed n all webfrms. In additin, the data is stred in a secured database. We enter int agreements with all ur prcessrs that blige the prcessr t bserve all f the bligatins in the GDPR and in this privacy plicy. Links The Hague Academy f Internatinal Law website include a number f links t ther rganisatins websites. The Hague Academy f Internatinal Law is nt respnsible fr the way in which these parties prcess persnal data. Fr this, yu can read the privacy statement f the rganisatin cncerned. 9. Retentin perids We retain yur data insfar as this is necessary t achieve the purpses fr which we are prcessing yur data and fr n lnger than is permitted by law. The ultimate retentin perid depends n the type f persnal data. Immediately after a curse r prgram f the Hague Academy f Internatinal Law, the Hague Academy f Internatinal Law will erase and/r annymise the persnal data unless bliged by law t retain certain persnal data fr lnger r unless yu have given permissin. 10. Ckies In ffering its services, the Hague Academy f Internatinal Law uses ckies. A ckie is a small, simple file cntaining data that is stred n the hard drive f yur cmputer r is in yur brwser sessin. The Ckie statement prvides yu with all yu need t knw abut the use f ckies by the Hague Academy f Internatinal Law.

6 11. Changes The Hague Academy f Internatinal Law reserves the right t make changes t this privacy statement. T be sure f the current privacy plicy, yu shuld regularly check this privacy statement.

7 Ckie statement In ffering its services, the Hague Academy f Internatinal Law uses ckies. What is a ckie? Ckies are small, simple text files that yur cmputer receives when yu visit ur website. Ckies are used n practically all websites. The use f ckies is imprtant fr the service prvided by the Hague Academy f Internatinal Law via the website and we wuld therefre like t infrm yu as fully as pssible abut ur use f ckies. With the help f ckies, the Hague Academy f Internatinal Law can ensure, fr example, that yu d nt repeatedly receive r have t enter the same infrmatin when yu visit ur website. This makes using ur website easier fr yu. Thanks t ckies, we can als see hw the website is being used and where we can still make imprvements. The ckie statement explains which ckies the Hague Academy f Internatinal Law uses t make its nline services pssible. Types f ckies The ckies used by the Hague Academy f Internatinal Law can be divided int different types: 1. Necessary ckies and ckies fr requested services Sme ckies are essential t ensure ur website wrks effectively r in rder t prvide yu with a service yu have requested, such as an autmatic lg-in r the autmatic cmpletin f yur details. 2. Optimisatin ckies One f the reasns we use these ckies is t cllect infrmatin. This infrmatin shws us which pages are visited the mst, which pages are effective and which result in errr messages. We use this infrmatin t ptimise user cnvenience n the website and the Hague Academy f Internatinal Law des nt track individual visitrs. The Hague Academy f Internatinal Law website uses Ggle Analytics, a third party. Ggle Analytics is a Ggle service fr cllecting statistics and data frm a website and prviding a detailed summary f it. Using Ggle Analytics, we can view data abut visitrs behaviur, hw many there are, where they cme frm and which pages are visited. This enables us t respnd mre effectively t users needs. The infrmatin cllected by Ggle Analytics is used nly t prvide the Hague Academy f Internatinal Law with infrmatin abut the use f the website and is nt shared with third parties. 3. Scial media ckies If yu are lgged n t yur scial media websites (Facebk, Ggle, etc.) and have given permissin n the Hague Academy f Internatinal Law website fr this categry f ckie, yu can make use f additinal features. This includes sharing infrmatin simply by using Facebk Like, Ggle+, Twitter, etc. Fr details f the ckies used by scial media parties and any data they may cllect using them, we refer yu t the statements these parties prvide abut this n their wn websites. Please nte that these statements may change regularly. The Hague Academy f Internatinal Law has n influence n this.

8 Hw can yu refuse ckies? Yu are always entitled t refuse ckies. T d this, yu can adjust the settings n yur web brwser (fr example, Internet Explrer, Ggle Chrme r Mzilla Firefx) t refuse all ckies r nly specific ckies (fr this, cnsult yur web brwser guide). If yu refuse ckies, it is pssible that yu will nt be able t use certain services n the website prperly r they may nt be available t yu.