This website has been compiled with the utmost care. It is for informational purposes only, and no rights can be derived from its contents. This privacy statement is specifically intended for participants of Utrecht Summer School. 

 

General Conditions 

See: Utrecht Summer School Terms and Conditions 

 

Your Privacy 

Utrecht Summer School (USS) is part of Utrecht University (UU). Utrecht University handles personal data with care and acts within the limits of the law, i.e. the General Data Protection Regulation (GDPR). All personal information provided by visitors to the USS and the UU website is treated with the utmost care, and is carefully processed and protected. 

 

Data protection 

In the context of the provision of its services, Utrecht University stores personal information in one or more data files. The exact files are identified at https://www.uu.nl/en/organisation/privacy-statement-utrecht-university. The personal data collected from you is used by the USS for operational management and for the proper performance of its legal tasks and duties for education and research. 

To optimally protect your personal data against unauthorised access or unauthorised use, the University applies appropriate security technology. Any apparent or actual misuse of data will be reported to the relevant law enforcement authorities. In addition, the University takes organisational measures to protect personal data against unauthorised access. The University treats personal data as confidential and we take appropriate technical and organisational measures to protect personal data. The University will only share personal data in accordance with this Privacy Statement and only with third parties if this is lawful and done with care. 

 

Personal data we collect and why we use it 

During the registration and application process for USS, Utrecht University processes the following personal data: 

  • Name and contact details: to process your registration, communicate with you, issue invoices where necessary, and provide documents such as grade reports and certificates.  
  • Passport information: to verify your identity and create a guest Solis ID, which provides access to UU systems. If you already have an activated Solis ID, you do not need to provide a copy of your passport. Please upload a copy of your campus card or UU registration instead, for us to make sure the information on the Utrecht Summer School website corresponds with the Solis-ID database. Passport copies are only accessible to authorised USS and IT staff and will be deleted after verification, within one year at the latest.  
  • Solis ID: to create or, where applicable, update your account and provide access to UU systems, such as UU WiFi.  
  • Gender, nationality and date of birth: for administrative and educational purposes and, where relevant, to organise suitable and diverse study groups and housing arrangements. Date of birth may also be included on official documents, such as certificate of attendance after completing your course, where required.  
  • Emergency contact details: to contact your family, friends or other designated contact person in case of an emergency.  
  • Academic and professional background and application documents: to allow instructors to assess your application and make an informed decision about admission to a course.  
  • Health information relevant to housing: to arrange suitable housing where necessary.  
  • Course grades: to record your academic performance and provide relevant academic documents.  
  • Information used for promotional purposes: to promote Utrecht Summer School, where applicable.  

If you prefer not to provide information about your gender or nationality, or if you have specific educational or housing requests, you can contact us. 

 

With whom will my personal data be shared?  

The UU may commission other organisations to provide certain parts of our services on our behalf. If such organisations process personal data as part of that assignment, we call them Processors. UU makes arrangements with these Processors to ensure confidential and careful handling of personal data. These agreements are laid down contractually in so-called Processor Agreements.  

The categories of third parties with which the UU shares personal data are:  

  • IO: Website Management  
  • Sendgrid: E-mail service  
  • TransIP (Twilio): Hosting  
  • Maileon: Newsletter 
  • Worldline: Payment service 
  • Zendesk: Ticket system 
  • Course directors 

 

Sharing and retention of personal data 

Your personal data will not be rented, sold or otherwise shared with or provided to third parties. The University may share your (personal) data with third parties if you have given permission for this yourself or if this is necessary for the performance of the agreement. The  

University provides personal data to enforcement authorities or anti-fraud organisations when this is necessary for complying with a legal obligation.  

Utrecht University stores your personal data in accordance with the GDPR. The data will not be stored longer than is strictly necessary to achieve the purposes for which the data have been collected. 

 

What rights do I have under the GDPR and how can I exercise them?  

The GDPR gives you a number of rights with regard to your personal data. You have the right to access your data and to have it corrected or deleted. 

If you want to exercise one or more of the above rights, you can submit a request using the privacy request form. 

 

Data collection 

USS also collects technical visitor information, such as information about the hardware and software used by visitors and information about their actual visit to the site. This information is not linked to individuals and cannot be used to trace the identity of a visitor. The data collected are used to provide statistics for the assessment of the effectiveness and effects of the information provided on the site and the navigation structure. This enables Utrecht University to optimise the website, thereby further improving its service provision. 

General visitor data are stored on our website, such as the most requested pages. The purpose of collecting these general visitor data is to optimise the layout of the website for you. Various tools are used to make the website function optimally, improve user-friendliness and actively collect feedback from users. The University's electronic services make use of cookies. A cookie is a small information file stored on the hard drive of the computer used to access a website. These cookies do not contain any personal information and serve only to make it easier for visitors to use the site. Most Internet browsers accept cookies, unless the user has disabled this function. 

Important: By using this website, you agree to the terms of the statement as outlined above. 

Do you have any specific questions or comments about our Privacy Statement based on this information? If so, do not hesitate to get in touch with us. 

 

Questions? Complaints?  

Do you have any specific questions or comments about this privacy statement? Please feel free to contact us via privacy@uu.nl.  

The UU has appointed a Data Protection Officer (DPO). This is an internal advisor and supervisor on the application of the GDPR. When you have questions about the processing of your personal data or when you want to file a complaint, you can contact our DPO via fg@uu.nl.  

We would like to point out that you also have the right to file a complaint with the supervisory authority, the Dutch Data Protection Authority.  

 

Colophon 

This platform is compiled and edited by Utrecht Summer School and others within Utrecht University. Further information can be obtained at: 

Utrecht Summer School 
PO BOX 80148 
3508 TC Utrecht 
The Netherlands 
T: + 31 30 2534400