Last updated: February 2021
Name: Leiden Sinology Student Association (SVS)
Postal adress: Matthias de Vrieshof 2, 2311 BZ, Leiden
Visiting address: Cleveringaplaats 1, Lipsius building room 2.09
Chamber of Commerce: 40445309
2.1. We are committed to safeguarding the privacy of our website visitors and SVS members.
2.2. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and SVS members in our members database; in other words, where we determine the purposes and means of the processing of that personal data.
2.4. In this policy, “we”, “us” and “our” refer to the current board, who is responsible for keeping and handling the personal data. For more information about us, see Section
How we use your personal data
3.1. In this Section 3 we have set out:
(a) the general categories of personal data that we may process;
(b) the purposes for which we may process personal data; and
(c) the legal bases of the processing.
3.2. We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analyzing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
3.3. We may process your account data (“account data“). The account data may include your name or nickname, residential address and email address. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent.
(this section refers to members being able to login in to our website, and a. update information through the Content Management System or b. retain access to pages reserved to SVS members only).
3.4. We may process your information included in your personal profile or the registration form on our website or in our members database (“profile data“). The profile data may include your full name, date of birth, residential address, postal address, phone number and email address. The profile data may be processed for the purposes of enabling your use of our website and services. The legal basis for this processing is consent and the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract
(this section refers to sales of products and being able to sign up as a SVS member via our website).
3.5. We may process information that you post for publication on our website or through our services (“publication data“). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is consent and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract
(this section refers to the inclusion of data or texts of external parties for marketing purposes or as stipulated in partnership contracts).
3.6. We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data“). The enquiry data may be processed for the purposes of answering your questions by sending you an email. The legal basis for this processing is consent
(this section refers to the website visitors filling out the contact form).
3.7. We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your contact details, and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our website and business
(this section refers to the information needed to process your online payment. Our payment merchants require us to process this information).
3.8. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent
(this section refers to the newsletters and/or updates you did or not agree to when you signed up).
3.9. We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
3.10. Please do not supply any other person’s personal data to us, unless we prompt you to do so.
Providing your personal data to others
4.1. We may disclose your personal data to any member of our group of companies insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
4.2. We may disclose your e-mail address to our suppliers or subcontractors insofar as reasonably necessary for providing our members with discounts and/or perks. External parties may only use this data to offer you discounts and/or perks, not to contact you for promotional and/or marketing ends.
4.5. In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
International transfers of your personal data
5.1. In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
5.2. We do not have offices and facilities in outside the Netherlands. Transfers of personal information to other countries, as such, will not occur.
5.3. The hosting facilities for our website are situated in Europe. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to a European country will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
5.4. You acknowledge that content (note, not personal data; but content publicly available on our website) that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
Retaining and deleting personal data
6.1. This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3. We will retain your personal data as follows:
(a) Usage data will be retained for a maximum period of 30 days following the date of your visit to our website.
(b) Profile data, in case of product sales on our website, will be retained for a minimum period of 2 months following a purchase and for a maximum period of 1 year following your purchase
Profile data, in case of registering as a member, will be retained for a minimum period of 1 year following the start of the academic year you became a SVS member in and for a maximum period of 3 months following the termination of your membership or the end of the academic year you were a SVS member in.
Profile data, in case you are no longer a member or you have graduated from Leiden University (Alumni) will be retained for a minimum period of 1 year following the termination of your membership or graduation from Leiden University and until you withdraw your consent. This section refers to alumni events that we would like to notify you about per e-mail.
(c) Publication data will be retained as long as you request us to publish this data on our website and for a maximum period of 1 years following the removal of this data from our website on your request.
(d) Enquiry data will be retained for a minimum period of 1 day and a maximum period of 1 year following the date your enquiry has been solved, answered or otherwise resolved.
(e) Transaction data will be retained for a minimum period of 2 months and for a maximum period of 1 year following a payments through our website.
(f) Notification data will be retained, in case of a SVS membership, for a minimum period of 1 year following the start of the academic year you became a SVS member in and for a maximum period of 3 months following the termination of your membership or the end of the academic year you were a SVS member in; or, as long as you do not unsubscribe from our newsletters by using the unsubscribe button at the bottom of every email.
6.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
7.1. We may update this policy from time to time by publishing a new version on our website.
7.2. We may notify you of changes to this policy by email.
8.1. In this Section 8, we have summarized the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
8.2. Principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3. You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
8.4. You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5. In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for compliance with a legal obligation; or for the establishment, exercise or defense of legal claims.
8.6. In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defense of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7. You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defense of legal claims.
8.8. You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
8.9. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
8.10. To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
8.11. If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.12. To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
8.13. You may exercise any of your rights in relation to your personal data by written notice to us or by contacting us via firstname.lastname@example.org.
9.1. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
9.2. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
9.3. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Cookies that we use
Cookies used by our service providers
12.1. Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/kb/PH21411 (Safari); and
12.2. Blocking all cookies will have a negative impact upon the usability of many websites.
12.3. If you block cookies, you will not be able to use all the features on our website.