This is an old revision of the document!
This is a draft document and has no official status yet.
This document is supposed to replace the chapter on “Personal information” in the Rules and Regulations of S.A. Proto as per the next General Member Meeting.
This document is written on a best effort basis and its aim is to provide a comprehensive view of the current situation. Please e-mail firstname.lastname@example.org if you believe this document contains mistakes or needs clarification.
In general, your personal data is collected by S.A. Proto in one of the following ways:
If data is acquired in any way other than those above, it will be specifically mentioned in this document.
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 email@example.com 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.
In general, only the board of the association, the IT administrators and specific committees can see (part) of the data S.A. Proto has about you. The latter concerns committees that need access to some of your information in order to provide you or the association services. Examples of this are to predict what stock to buy for the OmNomCom, or to prepare activities.
Any personal data supplied to S.A. Proto is never shared with or sold to third parties to achieve economic gain on either side, with only one exception. Proto shares some basic information like your name and e-mail address with the University of Twente to establish to height of the financial grand the association receives from the faculty.
How exactly S.A. Proto uses your data is explained further on in this document. In general, your data may be used to:
S.A. Proto may also send you:
S.A. Proto will primarily contact you via e-mail. Only in exceptional occasions will you be contacted by regular mail.
You can object to S.A. Proto sending you information, except for:
If you wish to object to S.A. Proto sending you information, you may do so via the website, or by contacting the association board.
For information on how to object to usage of other personal data, please refer to the page on specific usage of your personal data.
If S.A. Proto wishes to outsource processing of personal information of members of S.A. Proto to a third party, an agreements needs to be established with this third party that establishes what data it will process, how it may process that data and what should happen with the data if the outsourcing is terminated. This agreement should ensure that the third party processed the data in a secure way and only for the intended purposes.
Outsourcing may only happen for services that S.A. Proto needs but cannot or should not provide itself, the most notable example being banking and payment services.
Third parties may receive economic gain from the outsourcing only to the extent that Proto may provide fair compensation for the services provided by the third party.
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 specific usage of your personal data.