The Dutch Crystallographic Society (Nederlandse Vereniging voor Kristallografie, NVK) attaches great importance to the protection of the personal data of its members. Personal data is therefore treated and secured by The Dutch Crystallographic Society with the utmost care. The Dutch Crystallographic Society therefore complies in all cases with the requirements of the General Data Protection Regulation (GDPR). The AVG sets requirements for organizations that manage data files, such as a membership administration. These requirements are:

consent of the member for processing of the data
correct and accurate keeping of the member data
securing the member data
grant access to your own stored member data on request
exclusive use of the member data for the purpose for which it was collected

In this privacy statement we indicate how the Dutch Crystallographic Society (NVK) handles your personal data, why we collect these data and what we do with them. We consider it important that your data is handled carefully and ensure that the personal information you provide to us is treated confidentially.

As NVK we are responsible for processing your personal data.
If, after reading our privacy statement, or in a more general sense, you have questions about this or if you wish to contact us, you can do so via the contact details at the Contact page of our website.

Processing of personal data of NVK members

Personal data of members are processed by the NVK for the following purpose(s):

Administrative purposes
Communication about your membership of the NVK
Sending our newsletter

Basis for these personal data is Membership of the NVK.
For the above purpose(s), the NVK may request the following personal data from you:

Title
First name
Last name
(Business) Telephone number
(Business) E-mail address
Address and Residence
Date of Birth
Employed at organization
Bank account number (for possible direct debit of membership fees)

Your personal data will be stored by the NVK for the purpose of the aforementioned processing(s) for the duration of the membership of the NVK and/or its sections and thereafter only in the financial administration for up to 7 years.

Communication

When you send us e-mail or other messages, these are recorded in our systems and stored in accordance with the legal retention obligation. Sometimes we ask you for personal data relevant to the situation at hand. This enables us to process your questions and answer your requests.

In the future, users can subscribe to the NVK Newsletter, through which we inform interested parties about relevant developments. Your e-mail address will be added to the list of subscribers with your explicit consent. Each newsletter contains a link to unsubscribe. The newsletter subscriber file will not be provided to third parties.

Events and meetings

During events and meetings organized by the NVK, photographs and/or video recordings may be made. These photos or videos may be published on dutchcrystallographicsociety.nl and/or social media. By attending an event, you agree that photos or videos will be taken and may be published on the website and social media.

Social media and links to other websites

The website includes buttons to follow NVK on social media. These buttons are realized by code provided by the various social media companies themselves. Among other things, this code can place a cookie. We have no influence on this and refer you to the privacy statements of the relevant social media organizations to read what they do with your (personal) data that they process via these cookies.

The website may also contain links to third-party websites. Although these website(s) have been selected with care, the NVK bears no responsibility with regard to these third parties and the way in which they handle (personal) data.

Retention period

The NVK does not retain personal data longer than is necessary for the purpose for which it is provided or required by law.

Security

We have taken appropriate technical and organizational measures to protect your personal data against unlawful processing. For example, we have taken the following measures:

All persons who may have access to your data on behalf of the NVK are bound to secrecy
We maintain a username and password policy on all our systems
We make backups of personal data in order to recover them in case of physical or technical incidents
We regularly test and evaluate our measures
Our boardmembers, coworkers and other volunteers are informed of the importance of protecting personal data

Rights regarding your data

You have the right to access, rectify or delete personal data that we have received from you. You can also object to the processing of your personal data (or part thereof) by us or one of our processors.

Complaints

If you have a complaint about the processing of your personal data, please contact us directly. If we cannot work it out with you, which we hope will not be the case, you will have the right to lodge a complaint with the Personal Data Authority, the supervisory authority in the field of privacy protection.

Questions

If you have any questions or comments as a result of this privacy statement, please contact us!

Contact details

The board of the Dutch Society for Crystallography can be reached by email at: bestuur@dutchcrystallographicsociety.nl.

Our complete contact information can be found on our Contact page.

This privacy statement was last updated on February 3, 2023

Privacy statement