Terms and conditions
Terms and conditions
DATA PROTECTION POLICY FOUNDATION INTERNATIONAL AWARD FOR YOUNG PEOPLE, THE NETHERLANDS.
Award Netherlands attaches great importance to protecting the personal data of its participants, volunteers and other relations. Award Netherlands adheres in all cases to the requirements of the Data Protection Act. This data protection policy describes how we register, process and store personal data and data files.
General introduction and frameworks
Personal data processing requirements for foundations
The Personal Data Protection Act imposes requirements on organizations that manage data files, such as a participant administration and volunteer administration. These requirements are;
Consent of participants and volunteers to process the data;
Correct and accurate record keeping;
Securing the data;
Granting access to one's own stored data upon request;
Using the data only for the purpose for which it was collected.
In accordance with the Personal Data Protection Act, Award Netherlands is allowed to process personal data; category Special requirements, exempt categories of processing (paragraph 1): foundations, foundations and public law professional organizations.
1.2 Systems.
Award Nederland processes personal data in the following systems. The systems are hosted on internet servers of Award Nederland and by the International Award Foundation in London.
ORB: participants log on to this online platform and register their data and progress in the Award program there. This is a tool developed by the Foundation in London and is used by all levels of the organization. For details, please refer to its description.
Award.co.uk is our website and the Foundation's information and news portal. The information is publicly accessible.
On Award.nl, participants sign up to participate in the Award. In the final step, payment for participation takes place via iDeal, and this is how we collect data.
The virtual office (Office365) of Award Netherlands is specifically intended for board members and volunteers of the core team Award NL. This contains a number of documents, including personal data of volunteers and partners.
Award.nl email addresses are available for Award board members, national volunteers and the director.
For research purposes and evaluation of projects and activities, Award NL can use Survey Monkey. Raw research data are stored therein. Evaluation reports are archived in the virtual office. Participants in surveys have the option to do so anonymously.
For national activities such as trainings, study days or awards, the teams working on these have the possibility to access data.
We process personal data in the debtor and creditor records of the foundation; this includes: participants, participating schools and organizations and individual volunteers.
1.3 Privacy policy
Award Nederland processes personal data and wishes to communicate clearly and transparently about this. The privacy policy answers the most important questions regarding the processing of personal data by Award Nederland. The privacy policy can be found on the website.
We reserve the right to make changes to this privacy policy. It is recommended that you consult this privacy policy regularly so that you are and remain aware of any changes.
Registration and visibility of personal data
2.1 Data in the virtual office/Office365
The following personal data of volunteers and other partners are registered by Award Netherlands in our virtual office.
Basic data: first name, last name, address, zip code, city, phone number, mobile number, email address, gender, date of birth, positions, terminate position, VOG (only volunteers of Award Netherlands), Award.nl email (only volunteers core team Award Netherlands).
2.2 Data in the Online Record Book
The ORB is a digital tool where participants record their activities, report progress, and where supervisors and Award supervisors can provide feedback and approval. For more information, please refer to the description of the ORB.
Award supervisors fill in:
First name, last name, address, zip code, city, phone number, mobile number, email address, gender, date of birth, position, school or organization where they work.
Participants fill in:
First name, last name, address, zip code, city, phone number, mobile number, email address, gender, date of birth, position, school or organization where they participate.
Name of parent 1, phone number parent 1, email address parent 1.
2.3 Registration information.
Participants register through our registration form, in order to participate in the Award program. Through a mollie payment, they pay the participant fee.
The following information is requested:
Award level and Award unit
First and last name
Address
Postal code and city
Country
Phone number
E-mail address
Date of birth
2.4 Data on paper
Although we are currently digitizing many documents, a paper archive of VOGs, volunteer contracts and cooperation agreements still exists. All these documents involve information and personal data. The documents are stored in the office.
2.5 Special data
Special data, including medication use, may only be recorded if there is a need for it. Only if it is necessary, for example if an Award companion from Award Netherlands goes on Expedition with a group, the Award companion collects this information. This medical data may not be registered for longer than the purpose for which the data was provided.
Persons authorized to register and consult personal data (both general and special data) are obliged to maintain confidentiality (Volunteer Agreement, point 8) unless there is a legal or reasonable need to provide data.
Special data may only be recorded for a predetermined and communicated period and must be deleted after this period.
2.6 Monitoring
System and data management.
The data and applications used within Award Nederland are subject to maintenance.
The IT coordinator manages various systems, both hardware and software, on behalf of Award Nederland.
The ORB team manages the ORB in close cooperation with the Foundation's IT team.
The website is managed by a working group, the virtual office/Office 365 by the ICT coordinator.
Because the volunteers of the core team of Award Netherlands have access to the virtual office/Office365, they also have direct or indirect access to the data of participants and other volunteers. This access is limited as much as possible and provided only to those people who actually need access to this data. In accordance with the internal regulations, they are required to submit a Certificate of Good Conduct (VOG) and sign an integrity and confidentiality declaration. These documents are managed by the HR employee. This agreement legally safeguards the privacy of participants and volunteers.
The assignment of permissions within the developed applications is included in the permissions model. Usually the press permissions are linked to the function a person fulfills within Award Netherlands. When a function changes, the permissions are also included. Within the applications it is customary that the granting of permissions is done at the parent level and therefore can never be done by the user himself (appropriation of permissions).
Provision, exchange and use of personal data
In addition to strict privacy laws, the following agreements around providing data apply.
3.1 General agreements
Participants
With a personal account in the ORB, participants can view, edit and add to their own data. Through the ORB they can communicate with their Award supervisor and other supervisors. They do not have access to the webshop or virtual office.
Award supervisors
An Award supervisor can view data of participants and fellow Award supervisors from their own Award unit. A coordinator can admit a new participant or Award companion to the ORB and have contact through the ORB (e.g. feedback or comments). Award supervisors from Award Netherlands have access to specific folders of the virtual office. Other Award supervisors do not.
Volunteers and Director of Award Netherlands.
The Treasurer manages the contribution and accounts receivable records of all participants and volunteers. In this there is cooperation (administration) with the secretary of the board and with director.
The secretary of Award Netherlands, the director of Award Netherlands and the ICT coordinator of Award Netherlands may perform mutations in the ORB for all participants and volunteers to the extent that these volunteers have access to the ORB (both Award supervisors and volunteers of Award Netherlands).
The ICT coordinator of Award Netherlands may modify permissions for the virtual office in consultation with secretary and director and appropriate to the permissions model.
3.2 Conditions of use of personal data
The use of data should meet the following conditions:
There should be a clear purpose for which the data will be used, making clear who has access to what data for what period of time;
Only relevant data should be used. In other words, no unnecessary or excessive data should be collected or used;
A permissions model has been established which defines which persons are allowed access to which data. Sound security has also been put in place on the use of the data;
Data may not be provided to third parties unless explicit permission is given by the member or there is a legal obligation to do so;
Data may only be used for a set period of time and must then be deleted. In the interim, data must be removable at the member's request. Longer use than the predetermined period (for example, for the duration of an event) can only be done with the explicit consent of the member;
Special data, including religion, health or criminal data, may only be collected if there is a strict need for it and with explicit consensus of the member. This data must be completely deleted after the end of the set period;
The use of the data is done in accordance with the privacy policy and the Personal Data Protection Act.
3.3 Sharing information with teams for specific activities.
Providing personal data, address information and e-mail addresses of participants and volunteers to a specific team of Award Nederland is permitted provided there is relevance to the recipients/potential participants of the activity.
Sending a mailing by mail is possible to selected target groups in consultation with the director or board member Communication of Award Nederland. .
Sending a mailing by e-mail is allowed, in consultation with the director or board member Communication of Award Netherlands. Preferably, the information is bundled and offered digitally via the director or board member Communication of Award Netherlands. If possible this will be linked to news item on the website www.award.nl, inclusion in the events calendar of Award Nederland and through the social media channels of Award Nederland.
The national organization can and may use participant and volunteer data, provided:
The participant and employee terms and conditions describe that the data will only be used for Award-related events and activities.
There is an option to unsubscribe from the mailing by phone number and/or email address.
Data provided by participants or volunteers to register for the event or activity may only be used for the event for which it is registered.
3.4 Sharing information with external parties
Providing personal data, address information and e-mail addresses of participants and volunteers of Award Nederland to an organization or External organization (both commercial and non-profit) not affiliated with Award Nederland or contracted by Award Nederland is not permitted under any circumstances.
Award Nederland offers external organizations the opportunity to advertise in various communications. Please refer to: communicatie@award.nl. For non-profit organizations, the communications team of Award Nederland will examine on a case-by-case basis whether a podium can be offered in one of the existing communications.
If a region or support point receives the request for the dissemination of information from an external organization, through the region or support point, this can be implemented within the existing means of communication of the support point or region. On a case-by-case basis at the discretion of the region or support point. Providing data is never permitted and the agreements mentioned under ad. relating to the organizational component below apply. If in doubt, contact team Communication Award Netherlands.
Mutation of personal data
The basic personal data in ORB of a participant can only be changed by a young person himself, the ICT coordinator or secretary (at any level).
In addition to the data stored in ORB, data are also temporarily stored in the backend of the Award Nederland website. This data can be modified by the ICT coordinator and by the Secretary of the board.
The secretary, ICT coordinator and the director can modify all personal data of all participants and volunteers in both the ORB as website backend and in the virtual office/Office 365. They will only do this after receiving permission from the participant or volunteer themselves.
Retention of personal data
5.1 Systems.
The ORB, the virtual office/Office 365 and the backend of the website are the systems in which all data are collected and stored of the Award program participants. Import and export capabilities are provided, for example, to create a list of participants of Award units or of all Gold Award participants.
For all systems, it is explicitly not the intention to export lists and store them for an extended period of time, or pass them on to people who would not normally have access to that data. It is expressly forbidden to multiply or copy the exported data in any way. The export is strictly personal and this should be handled with care.
An export should be kept as short as possible. The person making the export is personally responsible for deleting it in such a way that it cannot be recovered by unauthorized persons.
5.2 Retention of data
All data that we collect will remain in there as long as the participant participates or the volunteer is active. This includes personal data as well as, for example, registrations and bank details.
After termination of participation or volunteer work, the data are kept for statistical purposes, organizing a reunion and to ensure that this person does not have to enter all data again when re-registering within 2 years.
Sending messages
6.1 General
Award Nederland can and may send participants and volunteers information relevant to their participation in activities, unsolicited. This can be by mail, post or other forms of communication. For all these messages there is a 'possibility to unsubscribe' and this possibility is actively offered by the sender.
Exceptions: system messages and messages that are essential for membership (for example, a membership invoice or a notification from the ORB) do not have an unsubscribe option.
6.2 Mail messages/target group mail
All forms of mail are effective means of reaching target groups within Award Nederland in a direct way. To protect participants and volunteers of Award Netherlands from large amounts of mail from different projects, activities and organizational units, the director (or if active the coordinator PR and Communication) decides which target group mail may be sent and when. The target group mail always contains the following information: target group in which the recipient is located, the sender (part of Award Netherlands) and the option 'unsubscribe by mail'.
Messages with less than 20 unique recipients are not target group mail. In addition, system messages and functional emails (messages that are essential for participation or activities for Award Netherlands) are excluded from the group email protocol.
Online media Award Netherlands
Online communication can no longer be missed within Award Netherlands either. Besides the many advantages of online media, there are also points of interest, including legislation in the field of cookies. In addition, a disclaimer applies to the online channels of Award Netherlands. The statements and disclaimer are included below.
8.4 Disclaimer Award.co.uk website and the ORB
The content of www.award.nl has been compiled with the utmost care. Although Award Netherlands attempts to provide accurate, complete and up-to-date information from sources deemed reliable, Award Netherlands makes no warranty, either explicit or implicit, that the information provided on or through this Internet site is accurate, complete or current. Decisions based on this information are at your own expense and risk. Award Nederland does not warrant that this internet site and the ORB will function without error or interruption.
8.5 Third-party information, products and services.
Where Award Nederland provides hyperlinks to other Internet sites of third parties, including, for example, Scouting or Outward Bound Nederland, sites of Award organizations in other countries, or any links to individual Award Nederland groups, foundations and support centers, this does not imply that Award Nederland recommends or vouches for any products or services offered on or through such Internet sites. The use of such hyperlinks is entirely at your own risk. Award Nederland accepts no responsibility or liability whatsoever with regard to the content, use or availability of such internet sites. The veracity, accuracy, reasonability, reliability and completeness of information on such internet sites, has not been verified by Award Nederland.
Data owners are responsible for recording accurate and current information. The veracity, accuracy, reasonableness, reliability and completeness of information has not been verified by Award Nederland. Under no circumstances does Award Nederland provide this data to third parties.
8.6 Placing links
No links to Award Nederland's site may be provided without the prior written consent of Award Nederland.
8.7 Exclusion of liability
Award Nederland accepts no liability whatsoever in respect of any direct, indirect, special, incidental, immaterial or consequential damages, whether or not Award Nederland has been advised of the possibility of such damages, arising in any way from, but not necessarily limited to, (i) any defects, viruses or other malfunctions of equipment and other software in connection with access to or use of this Internet site, (ii) the information provided on or via this internet site, (iii) the interception, modification or improper use of information sent to Award Netherlands or to you, (iv) the operation or unavailability of this internet site, (v) misuse of this internet site, (vi) loss of data, (vii) the downloading or use of software made available via this internet site or (viii) claims from third parties in connection with the use of this internet site.
The exclusion of liability also extends to directors and (volunteer) employees of Award Netherlands.
8.8 Applicable law
This internet site and the disclaimer are governed by Dutch law.
8.9 Changes
Award Nederland reserves the right to change the information provided on or via this website, including the text of this disclaimer, at any time and without notice. It is recommended to periodically check whether the information provided on or via this website, including the text of this disclaimer, has changed.
8.10 Trademark Use.
The use of the Award Nederland trademark, in word or image is excluded for third parties. Award units that have entered into a cooperation agreement (including Brandingpack) with Award Nederland will receive a specific logo.
8.11 Documents, illustrations (Photo) material and content.
All content, documents, illustrations, logos, photo material and other content of this website are ©Award Nederland and various illustrators, photographers or partners. If you would like to use any of this (photo) material, illustrations, logos or texts, downloads and other media, please contact info@award.nl.
Misuse of personal data
10.1 Preventing misuse
When personal data is used in a manner other than that permitted by law and policy, it is unauthorized use. The unauthorized use may be unintentional, due to ignorance of the rules. It may also be intentional. For the purposes of this policy, the term “misuse” means both intentional and unintentional unauthorized use. Abuse can result in harm to individuals or the organization.
10.2 By control
In our participant and volunteer records, individuals have limited access to data. Only in certain positions can you look beyond yourself or the team in which you are active. The secretary, ICT coordinator and director have the most broad access.
10.3 Integrity and confidentiality statements.
Individuals who have broad access to data must sign an integrity and confidentiality statement at the start of their role as part of their Volunteer Contract. The director has that clause in the employment contract. That statement describes the need for careful handling of data, including personal data.
10.4 Certificate of Good Conduct
Volunteers and professionals must apply for a Certificate of Good Conduct before becoming active at Award Netherlands. The application includes a check on the handling of information.
10.5 Registration list
Access to data cannot be given to persons who have been expressly denied access and are on the registration list.
10.6 Reporting abuse
If anyone suspects misuse of personal data within Award Nederland, this should be reported to Award Nederland so that action can be taken where necessary. For contact information and procedure, please see chapter 11.
10.7 Measures
Misuse of data will - depending on its severity - lead to one of the following measures: warning, denial of access to data, termination of function or task and possibly even termination of membership or employment. In addition, we will always examine whether this misuse can be prevented.
Questions and complaints
Questions about privacy and data protection at Award Netherlands can be directed by e-mail to privacy@award.nl.
You can also report complaints here. Of each report we will register the necessary data. This enables us to maintain the necessary contact with the person who contacted us while we are processing the report. With every report we will try to find out:
Where the data used came from
What happened to the data
Who is involved
Whether damage has occurred and how it can be repaired as far as possible
Whether steps are needed to prevent recurrence.
If it is a complaint or question that you would rather not communicate with the director, the contact details of all Award Netherlands board members can be found on the website: https://www.award.nl