ict:privacy:details
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ict:privacy:details [2018/09/11 21:59] – Sentry x.vanbruxvoort | ict:privacy:details [2020/06/16 21:49] – New Analytics URL jonathan | ||
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This document will provide you with a detailed view of the various kinds of information S.A. Proto processes, how this is acquired, where it can be reviewed and how it can be modified and/or deleted. | This document will provide you with a detailed view of the various kinds of information S.A. Proto processes, how this is acquired, where it can be reviewed and how it can be modified and/or deleted. | ||
- | The intention of this overview is to be complete and exhaustive, and the [[https:// | + | The intention of this overview is to be complete and exhaustive, and the [[https:// |
This section should be viewed as an appendix to the [[ict: | This section should be viewed as an appendix to the [[ict: | ||
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===== Who has access to your data ===== | ===== Who has access to your data ===== | ||
- | Throughout this document several groups will frequently been named as having access to your data. These groups will be outlined below for quick reference. In addition sometimes names of committees of S.A. Proto will make an appearance. If this is the case a link will be included to that committee' | + | Throughout this document several groups will frequently been named as having access to your data. These groups will be outlined below for quick reference. In addition sometimes names of committees |
==== Common groups ==== | ==== Common groups ==== | ||
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Common groups that will be repeated throughout this document are: | Common groups that will be repeated throughout this document are: | ||
- | * **System Administrators** -- The people responsible for the most technical IT support in the association. This includes all members listed on the [[https:// | + | * **System Administrators** -- The people responsible for the most technical IT support in the association. This includes all members listed on the [[https:// |
* **Administrators** -- This group consists of three groups: the //System Administrators//, | * **Administrators** -- This group consists of three groups: the //System Administrators//, | ||
- | * **OmNomCom** -- This group consists of people that have access to a specific part of the association administration related to the stock, management, purchases and other related aspects of the OmNomCom, the system that keeps a tally of all purchases made within the association and sees that they are being paid for. This group consists of three groups: the // | + | * **OmNomCom** -- This group consists of people that have access to a specific part of the association administration related to the stock, management, purchases and other related aspects of the OmNomCom, the system that keeps a tally of all purchases made within the association and sees that they are being paid for. This group consists of three groups: the // |
* **Members** -- This group consists of all people that have a user account on the website and an active association membership tied to that user account. | * **Members** -- This group consists of all people that have a user account on the website and an active association membership tied to that user account. | ||
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S.A. Proto exclusively stores data on Dutch soil and with Dutch companies, except where specifically mentioned otherwise. | S.A. Proto exclusively stores data on Dutch soil and with Dutch companies, except where specifically mentioned otherwise. | ||
- | Most of the data related to the website and e-mail is stored on a virtual server provided by the Dutch company | + | Most of the data related to the website and e-mail |
+ | |||
+ | Our website will soon be hosted at Antagonist because of maintainability over future years. Data centers used at Antagonist are located at Enschede and Hengelo, via Equinix and Previder. We have a data processing agreement with Antagonist, of which the content can be viewed [[https:// | ||
+ | |||
+ | |||
+ | The domain names are arranged with TransIP. Their privacy policy can be found [[https:// | ||
Most of the file storage, part of the e-mail and some secondary data is stored on a physical server on the University of Twente campus. This server is located in a locked room that is only accessible to //System Administrators// | Most of the file storage, part of the e-mail and some secondary data is stored on a physical server on the University of Twente campus. This server is located in a locked room that is only accessible to //System Administrators// | ||
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Your age may be shown to other members. If it is your birthday, you will be displayed on the homepage of the site. We think this improves the feel of a community, but the user can opt-out for this via their dashboard. | Your age may be shown to other members. If it is your birthday, you will be displayed on the homepage of the site. We think this improves the feel of a community, but the user can opt-out for this via their dashboard. | ||
- | The page where you can authorize S.A. Proto for a SEPA direct withdrawal processes your IBAN. To improve usability your IBAN is sent to [[https:// | + | The page where you can authorize S.A. Proto for a SEPA direct withdrawal processes your IBAN. To improve usability your IBAN is sent to [[https:// |
**Additionally, | **Additionally, | ||
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* RFID tag | * RFID tag | ||
- | Dietary or allergy information is only visible to // | + | Dietary or allergy information is only visible to // |
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The mailinglist subscriptions are saved to see which mail you want to receive such that you only have to receive mail you are interested in. RFID code can added by the user to simplify OmNomCom purchases and can be deleted at all times. | The mailinglist subscriptions are saved to see which mail you want to receive such that you only have to receive mail you are interested in. RFID code can added by the user to simplify OmNomCom purchases and can be deleted at all times. | ||
- | Finally, if you choose to become active by joining | + | Finally, if you choose to become active by joining a committee |
**Data S.A. Proto automatically stores the following data about you:** | **Data S.A. Proto automatically stores the following data about you:** | ||
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Every member receives a unique user id for anonymization in case of statistical operations and for the layout of the database. | Every member receives a unique user id for anonymization in case of statistical operations and for the layout of the database. | ||
- | When becoming a member, the type of member | + | When becoming a member, the type of member can be one (or more) of the following: Regular member, honorary member, life-long member and donator. This is because there is a difference in contribution fee to receive between these types. |
===== Purchases and payments ===== | ===== Purchases and payments ===== | ||
- | In the course of your S.A. Proto membership, you can make purchases at various points. These purchases can include food and consumables at the OmNomCom, participant' | + | In the course of your S.A. Proto membership, you can make purchases at various points. These purchases can include food and consumables at the OmNomCom, participant' |
// | // | ||
- | Purchase history may be used to present you with your favorite purchases in the OmNomCom, and to generate (anonymized) statistics that can help the // | + | Purchase history may be used to present you with your favorite purchases in the OmNomCom, and to generate (anonymized) statistics that can help the // |
You can pay for your purchases either via an automatic withdrawal or using our online payment provider. As a member, paying via automatic withdrawal is the default option. See also the notes in withdrawal authorizations earlier in this document. If you pay using automatic withdrawal, the details of your withdrawal authorization (including your name and bank account number) are shared with the bank of S.A. Proto in order to perform the automatic withdrawal. | You can pay for your purchases either via an automatic withdrawal or using our online payment provider. As a member, paying via automatic withdrawal is the default option. See also the notes in withdrawal authorizations earlier in this document. If you pay using automatic withdrawal, the details of your withdrawal authorization (including your name and bank account number) are shared with the bank of S.A. Proto in order to perform the automatic withdrawal. | ||
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==== Profile photo ==== | ==== Profile photo ==== | ||
- | You can add, edit or remove a profile photo via your dashboard. This is completely voluntarily. As a rule of thumb, assume that your profile photo is visible wherever your name is. Your profile photo is retained till you delete or change it. Your photo can also be visible during drinks when you are under 18. | + | You can add, edit or remove a profile photo via your dashboard. This is completely voluntarily. As a rule of thumb, assume that your profile photo is visible wherever your name is. Your profile photo is retained till you delete or change it. Your photo can also be visible during drinks when you are under 18. If you wish to receive a membership card, your profile picture will be used on this card. |
==== Achievements ==== | ==== Achievements ==== | ||
- | You can receive achievements (virtual ' | + | You can receive achievements (virtual ' |
==== Activities ==== | ==== Activities ==== | ||
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==== Your student or employee number ==== | ==== Your student or employee number ==== | ||
- | Although S.A. Proto stores your student or employee number if you choose to link your UT account to your S.A. Proto account, it does not make this number searchable for other users, also not via the UT address book. Only the // | + | Although S.A. Proto stores your student or employee number if you choose to link your UT account to your S.A. Proto account, it does not make this number searchable for other users, also not via the UT address book. Only the // |
==== Determining membership fees and UT grands ==== | ==== Determining membership fees and UT grands ==== | ||
- | S.A. Proto performs automated and periodical checks against UT records to decide whether a member is currently a Creative Technology student. This check is performed to establish whether this member needs to pay the regular or reduced membership fee. S.A. Proto does not keep a record that indicates directly whether a user is a Creative Technology student, although this can be inferred from the membership fee charged to that member. The UT cannot learn anything about non Creative Technology students from this check. | + | S.A. Proto performs automated and periodical checks against UT records to decide whether a member is currently a Creative |
If you believe you were charged the wrong membership fee, you can contact the [[treasurer@proto.utwente.nl|treasurer of S.A. Proto]] for rectification. | If you believe you were charged the wrong membership fee, you can contact the [[treasurer@proto.utwente.nl|treasurer of S.A. Proto]] for rectification. | ||
- | S.A. Proto is entitled a grand from the faculty of EEMCS at the University of Twente because of its status as the study association of Creative Technology. To qualify for this grand, S.A. Proto needs to show how many of its members are a student at the faculty of EEMCS. To do this, S.A. Proto sends a list with the names, e-mail addresses and student numbers (if applicable) of its members to the faculty of EEMCS, so the faculty of EEMCS can determine the correct height of the grand. S.A. Proto and the UT agree to treat this list confidential and to destroy the list after use. The UT is not allowed to retain any of the details on this list for its own use. | + | S.A. Proto is entitled a grant from the faculty of EEMCS at the University of Twente because of its status as the study association of Creative |
==== Verifying valid UT account ==== | ==== Verifying valid UT account ==== | ||
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S.A. Proto periodically and automatically checks whether the UT accounts users have linked to their S.A. Proto account are still valid and active in the administration of the UT. If this automated check determines a UT account is deactivated by the UT, it will be removed from the S.A. Proto account. The user is not informed of this. If you believe the check to have incorrectly removed your UT account from your S.A. Proto account, you can always contact the [[haveyoutriedturningitoffandonagain@proto.utwente.nl|website developers]]. | S.A. Proto periodically and automatically checks whether the UT accounts users have linked to their S.A. Proto account are still valid and active in the administration of the UT. If this automated check determines a UT account is deactivated by the UT, it will be removed from the S.A. Proto account. The user is not informed of this. If you believe the check to have incorrectly removed your UT account from your S.A. Proto account, you can always contact the [[haveyoutriedturningitoffandonagain@proto.utwente.nl|website developers]]. | ||
- | ===== Informing | + | ===== Committee specific information ===== |
+ | |||
+ | There are two committees with which you personal data might be shared. | ||
+ | |||
+ | ==== Guild of Drafters ==== | ||
+ | First of all, if you join the drafting committee, your data might be stored on [[https:// | ||
+ | * Name | ||
+ | * IVA certificate | ||
+ | |||
+ | Your name is stored | ||
+ | |||
+ | ==== Protopeners | ||
+ | Second, if you join the ProtOpeners committee, your name will be displayed on the screen in and nearby the Protopolis when you have Protopener duty. This is to show members who is responsible for the Protopolis at that very moment and who members can ask question and/or information. Next to this, you should get a Proto membership card displaying your profile picture which is used for identification. | ||
- | S.A. Proto receives a subsidy from the faculty every year. This subsidy is based on the amount of members and to check this, we send a list with names and student numbers of all Creative Technology students to the faculty. | ||
===== Photos and portrait right ===== | ===== Photos and portrait right ===== | ||
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At activities organized by or together with S.A. Proto, photographers or film crew may be present at the activity and they may take a picture and/or video of you that may later be published. If this makes you feel uncomfortable, | At activities organized by or together with S.A. Proto, photographers or film crew may be present at the activity and they may take a picture and/or video of you that may later be published. If this makes you feel uncomfortable, | ||
- | In the case of photographers/ | + | In the case of photographers/ |
In the case of external parties (press, for example), please ask that party or the association board for their policy regarding portrait rights. | In the case of external parties (press, for example), please ask that party or the association board for their policy regarding portrait rights. | ||
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Check [[https:// | Check [[https:// | ||
- | You can opt-out for web analytics on the websites operated by S.A. Proto as described in this section [[https://metis.proto.utwente.nl/analytics/ | + | You can opt-out for web analytics on the websites operated by S.A. Proto as described in this section [[https://analytics.saproto.nl/ |
All // | All // | ||
=== Sentry, error tracking software === | === Sentry, error tracking software === | ||
- | If something goes wrong on our website, (meta) information about the problem will be send to Sentry. This information | + | If something goes wrong on our website, (meta) information about the problem will be send to Sentry. This information |
All // | All // | ||
- | ===== Your information in other systems ===== | ||
- | |||
- | As of now, there is only one other system where your data might be stored, which is [[https:// | ||
- | * Name | ||
- | * IVA certificate | ||
- | |||
- | Your name is stored to see who is or was scheduled to draft beer. Your IVA (if applicable) is stored, because that always needs to be present when drafting. To know more about Alex.ia, please check their privacy policy or contact them directly. |
ict/privacy/details.txt · Last modified: 2023/12/19 22:06 by w.ysbrandburgsted