ict:privacy:start
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ict:privacy:start [2017/09/18 19:17] – Add missing statements from rules and regulations jonathan | ict:privacy:start [2019/03/05 21:28] – [Usage] ITech x.vanbruxvoort | ||
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====== Privacy Policy of Study Association Proto ====== | ====== Privacy Policy of Study Association Proto ====== | ||
- | |||
- | //This is a draft document and has no official status yet.// | ||
This is the privacy policy of Study Association Proto (hereafter just "S.A. Proto" | This is the privacy policy of Study Association Proto (hereafter just "S.A. Proto" | ||
- | This document | + | This document |
- | The privacy policy | + | You can also read the privacy policy [[https:// |
- | This document is written on a //best effort// basis and its aim is to provide | + | The privacy policy should be viewed as a dynamic document with transparent revision history. Everybody can see [[https://wiki.proto.utwente.nl/ict/privacy/ |
- | ====== | + | ====== |
- | + | ||
- | These general provisions describe how the association handles privacy and your personal information in general. This section should give you a short overview on how S.A. Proto handles your data in general. This section serves as a replacement to the chapter //Personal information// | + | |
- | + | ||
- | This section does not go into exact detail. If you wish to have a more specific insight in the information S.A. Proto has about you, please see the section // | + | |
- | + | ||
- | ===== Collection | + | |
In general, your personal data is collected by S.A. Proto in one of the following ways: | In general, your personal data is collected by S.A. Proto in one of the following ways: | ||
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If data is acquired in any way other than those above, it will be specifically mentioned in this document. | If data is acquired in any way other than those above, it will be specifically mentioned in this document. | ||
- | ===== Insight ===== | + | ====== Insight |
Almost all of the information S.A. Proto has accumulated about you can be reviewed by you on the website of S.A. Proto on your dashboard, your profile page or on the relevant part of the S.A. Proto website. It should be explicitly stated that it is always the intent of S.A. Proto to be transparent about the information the association has about you. If you wish to receive an overview of information S.A. Proto has about you that cannot be found on the website, please send an e-mail to [[privacy@proto.utwente.nl|privacy@proto.utwente.nl]] with your request. We aim to reply to your request within one week, but reserve the right to take up to four weeks for our reply. | Almost all of the information S.A. Proto has accumulated about you can be reviewed by you on the website of S.A. Proto on your dashboard, your profile page or on the relevant part of the S.A. Proto website. It should be explicitly stated that it is always the intent of S.A. Proto to be transparent about the information the association has about you. If you wish to receive an overview of information S.A. Proto has about you that cannot be found on the website, please send an e-mail to [[privacy@proto.utwente.nl|privacy@proto.utwente.nl]] with your request. We aim to reply to your request within one week, but reserve the right to take up to four weeks for our reply. | ||
+ | |||
+ | You will receive an e-mail once a year reminding you that you still haven account at the website and that we thus process your personal information. In this e-mail, we will include the most important data we process of you and ask you to visit the dashboard to review your personal information for correctness. | ||
In general, only the board of the association, | In general, only the board of the association, | ||
- | **Any personal data supplied to S.A. Proto is never shared with third parties, | + | **Any personal data supplied to S.A. Proto is never shared with or sold to third parties |
- | ===== Usage ===== | + | ====== Usage ====== |
How exactly S.A. Proto uses your data is explained further on in this document. In general, your data may be used to: | How exactly S.A. Proto uses your data is explained further on in this document. In general, your data may be used to: | ||
* Facilitate services you request (including attending activities and purchasing consumables from the OmNomCom) | * Facilitate services you request (including attending activities and purchasing consumables from the OmNomCom) | ||
- | * Facilitate services to support your study or Creative Technology in general | + | * Facilitate services to support your study or Creative |
* Provide information to the university in order to fix grants and other financial support | * Provide information to the university in order to fix grants and other financial support | ||
* Generate statistics or knowledge that help committees, the board or the General Member Meeting to make well informed decisions | * Generate statistics or knowledge that help committees, the board or the General Member Meeting to make well informed decisions | ||
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* Invitations for the General Member Meeting | * Invitations for the General Member Meeting | ||
* Information important to your membership | * Information important to your membership | ||
- | * Information in the name of external parties | + | * Information in the name of external parties |
* Information to which you subscribed | * Information to which you subscribed | ||
* Invitations to activities and other events | * Invitations to activities and other events | ||
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S.A. Proto will primarily contact you via e-mail. Only in exceptional occasions will you be contacted by regular mail. | S.A. Proto will primarily contact you via e-mail. Only in exceptional occasions will you be contacted by regular mail. | ||
- | ===== Objection ===== | + | ====== Objection |
You can object to S.A. Proto sending you information, | You can object to S.A. Proto sending you information, | ||
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If you wish to object to S.A. Proto sending you information, | If you wish to object to S.A. Proto sending you information, | ||
- | For information on how to object to usage of other personal data, please refer to the second part of this document. | + | For information on how to object to usage of other personal data, please refer to the page on [[ict: |
- | + | ||
- | ===== Third parties ===== | + | |
- | + | ||
- | If S.A. Proto wishes to outsource processing of personal information of members of S.A. Proto to a third party, an agreement needs to be established with this third party that guarantees that the information is processed secure, in the right way and for the right purposes. | + | |
- | + | ||
- | ====== Specific usage of your personal data ====== | + | |
- | + | ||
- | This section 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 section serves as an addition to what was previously described in the chapter //Personal information// | + | |
- | + | ||
- | ===== 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' | + | |
- | + | ||
- | ==== Common groups ==== | + | |
- | + | ||
- | 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:// | + | |
- | * **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 // | + | |
- | * **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. | + | |
- | + | ||
- | Everyone in the //System Administrators//, | + | |
- | + | ||
- | ===== Terms ===== | + | |
- | + | ||
- | * The University of Twente (henceforth also called the //UT//) is the university which is home to the Creative Technology program, and the facilitating university to S.A. Proto. | + | |
- | * A user's [[https:// | + | |
- | + | ||
- | ===== Personally identifiable information (PII) ===== | + | |
- | + | ||
- | If you register an account with S.A. Proto, you are asked to provide: | + | |
- | + | ||
- | * Your name | + | |
- | * Your e-mail address | + | |
- | * Your date of birth | + | |
- | * Your gender | + | |
- | * Your nationality | + | |
- | * Your phone number | + | |
- | + | ||
- | Upon account creation, this information is stored on our servers and visible only to // | + | |
- | + | ||
- | The rationale behind requesting this data is that, for the vast majority of people, creating an account on the website is followed by either becoming a member, or to purchase tickets to an open event. Both of these require the given information, | + | |
- | + | ||
- | This information is stored together with your account, and retained as long as your account is active. If you have no active S.A. Proto membership, you can deactivate your account (and delete most of your PII) via your dashboard. **You cannot deactivate your account** as long as you have a running membership. If you wish to terminate your account, please contact the association board. | + | |
- | + | ||
- | **Note**: even for a deactivated account (**only**) your name and e-mail address is retained indefinitely. If you wish to prevent this, please change your e-mail address to something random //before// deactivating your account. You can do the same for your name. To change your name, please contact the association board. | + | |
- | + | ||
- | Any additional PII you add to your account can be removed again via your dashboard, as long as you don't have an active membership. | + | |
- | + | ||
- | ==== Additional PII for members ==== | + | |
- | + | ||
- | If you are a member of S.A. Proto some of the PII mentioned earlier will become visible for other members of the association: | + | |
- | + | ||
- | * Your name | + | |
- | * Your e-mail address | + | |
- | + | ||
- | We believe that it is necessary for members to be able to contact each other in order to ensure a smoothly running association. This is why we do not allow you to hide your e-mail address for other members. Your e-mail address will never by visible to guests or users. | + | |
- | + | ||
- | Becoming a member of S.A. Proto also requires you to add two extra pieces of information: | + | |
- | + | ||
- | * Your current living address | + | |
- | * A SEPA withdrawal authorization | + | |
- | + | ||
- | Both of these are added by you via your dashboard. As soon as you are a member, this information can only be changed, not deleted. In order to completely delete this information, | + | |
- | + | ||
- | Your living address and your SEPA withdrawal authorization or only visible to // | + | |
- | + | ||
- | Additionally, | + | |
- | + | ||
- | * Dietary or allergy information | + | |
- | + | ||
- | This information is only visible to // | + | |
- | + | ||
- | * If you are registered as a participant in the activity, up until two weeks after the activity has ended; AND | + | |
- | * That activity has been marked (by an // | + | |
- | + | ||
- | Finally, if you choose to become active by joining of a committee, your name will be added to the page of the committee you are joining (along with a join and leave date and a function description), | + | |
- | + | ||
- | ===== 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' | + | |
- | + | ||
- | // | + | |
- | + | ||
- | 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 | + | |
- | + | ||
- | Alternatively, | + | |
- | + | ||
- | Please note that not linking any payment data to your account (e.g. removing your withdrawal authorization or refusing to pay via Mollie) does not excuse you from settling your debts with S.A. Proto. If you have a privacy concern with any of the existing options, please contact the [[treasurer@proto.utwente.nl|treasurer of S.A. Proto]] to see if it could be possible to pay in cash or via another method. | + | |
- | + | ||
- | ===== User generated content and other data ===== | + | |
- | + | ||
- | Over the course of being a user of the S.A. Proto website, or a member of the association, | + | |
- | + | ||
- | ==== 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. | + | |
- | + | ||
- | ==== Achievements ==== | + | |
- | + | ||
- | You can receive achievements (virtual ' | + | |
- | + | ||
- | ==== Activities ==== | + | |
- | + | ||
- | If you participate in, organize or help with an activity, your name may appear indefinitely on that activity' | + | |
- | + | ||
- | ==== Played ProTube videos ==== | + | |
- | + | ||
- | S.A. Proto keeps a history of which videos are added to the ProTube video system. If you are logged in with your user account to the website in the same session and/or browser you use to add a video to ProTube, this act may be associated with your account. If you wish to prevent this, please use ProTube only from a private browsing session where you are not logged in to the website. Played video history is retained indefinitely until manually deleted by a //System Administrator// | + | |
- | + | ||
- | ==== Quotes ==== | + | |
- | + | ||
- | The website has a place where members can see and place quotes by other people and/or members. If there is a quote that you posted, or in which you are mentioned, and you wish to have this quote removed, please contact the association board. Quotes are retained until deleted by an // | + | |
- | + | ||
- | ==== RFID cards ==== | + | |
- | + | ||
- | You can link RFID cards to your account via the OmNomCom system to speed up check-out. If you do this, the card's UID is saved. This is in fact required if you want to buy something during drinks. You can edit or remove an RFID card at any time via your dashboard. RFID cards are retained until you remove them. | + | |
- | + | ||
- | ===== Student information and study details ===== | + | |
- | + | ||
- | You can find the privacy policy of the University of Twente [[https:// | + | |
- | + | ||
- | The ICT systems of Study Association S.A. Proto integrate with those of the University of Twente on several fronts. | + | |
- | + | ||
- | ==== University of Twente address book ==== | + | |
- | + | ||
- | S.A. Proto offers a [[https:// | + | |
- | + | ||
- | The information from the UT address book is not used to automatically update any information related to your S.A. Proto user account or membership. | + | |
- | + | ||
- | The LDAP directory service is, where not explicitly mentioned otherwise, also the source of data S.A. Proto uses to perform the other actions described in this section. | + | |
- | + | ||
- | ==== Linking a UT account ==== | + | |
- | + | ||
- | From your dashboard you can link or unlink a UT account from your S.A. Proto account. Having a UT account linked to your S.A. Proto account entitles you extra privileges on the website. As long as you have a UT account linked, S.A. Proto stores your student or employee number as part of your user data. S.A. Proto does not store your study/ | + | |
- | + | ||
- | ==== Logging in with your UT credentials ==== | + | |
- | + | ||
- | If you log-in using your UT credentials (either to link your account or to login to the website) you are redirected to the single sign-on (SSO) environment of the UT. Your UT credentials are not read by, transmitted to or processed by us. If SSO authentication succeeds, you are redirected back to S.A. Proto. In this process, S.A. Proto is presented your student number, full name and student e-mail address. Your student number is stored as described elsewhere, your name and student e-mail address are discarded. | + | |
- | + | ||
- | ==== 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 // | + | |
- | + | ||
- | ==== 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. | + | |
- | + | ||
- | 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. | + | |
- | + | ||
- | ==== Verifying valid UT account ==== | + | |
- | + | ||
- | 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]]. | + | |
- | + | ||
- | ==== Study details ==== | + | |
- | + | ||
- | S.A. Proto does not have access to study progress, grades or other study related records. S.A. Proto can look up what study you follow using your name, e-mail address and/or student number, but does not store this information. Users can (voluntarily) indicate their current and/or past study programs along with start and end dates via their dashboard. When this information is present, it is shared with members of the association and can be used by S.A. Proto. The study details you enter via your dashboard are never shared outside of the association, | + | |
- | + | ||
- | ===== Photos taken by S.A. Proto ===== | + | |
- | + | ||
- | 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/ | + | ====== Third parties ====== |
- | In the case of external parties (press, for example), please ask that party or the association board for their policy regarding portrait rights. | + | If S.A. Proto wishes to outsource processing |
- | ===== Cookies, IP-addresses | + | Outsourcing may only happen for services that S.A. Proto needs but cannot or should not provide itself, the most notable example being banking |
- | The S.A. Proto website makes use of various cookies to provide | + | Third parties may receive economic gain from the outsourcing only to the extent that Proto may provide |
- | When you visit any of the S.A. Proto websites technical metadata (which can including | + | Any forms of outsourcing processing |
- | When you send e-mail via S.A. Proto (either towards an @proto.utwente.nl address or by using S.A. Proto' | + | ====== Specific usage ====== |
- | Only //System Administrators// | + | This document does not go into exact detail and rather serves as a high-level overview of the intentions of S.A. Proto. If you wish to have a more specific insight in the information S.A. Proto has about you, please see the page on [[ict: |
- | ==== Google Analytics ==== | + | Please note that stated in here is that by joining an activity you are surrendering your portrait right for any photos taking during that activity. You may always request a photo to be taken off-line after publishing. To do that, please contact the association board. |
- | S.A. Proto uses Google Analytics for analytical purposes. Google may place cookies and collect data like what pages you visit on our website, how you traverse our website and link data to data Google already has about you (S.A. Proto **does not** share any of your data with Google, Google only analyzes your website usage). Check [[https:// | + | ====== Responsible disclosure ====== |
- | All // | + | Please find our responsible disclosure policy [[ict: |
ict/privacy/start.txt · Last modified: 2020/02/03 14:02 by x.vanbruxvoort