Privacy Statement
In this document you will find an explanation of what Pecunia Causa does with data. The association does not collect or use information for purposes other than those described in these terms and conditions, unless you have given permission for this in advance. This Privacy Statement is subject to change and members should therefore consult the Privacy Statement regularly. Any adjustments and/or changes will be reflected in this document. If an adjustment or change takes place, you will always be informed by email.
1. General
1.1 Use of data
When signing your registration form, permission is given for the processing of the following personal data.
| Data | Purpose |
|---|---|
| First name, Last name, Initials | To identify and distinguish members within the association and in official records. |
| Date of Birth | To determine whether a member is over or under 18 years of age, which is relevant for legal compliance and age-specific events. |
| Email address | To communicate with members regarding announcements, invitations, and other information relevant to membership. It is also used to provide login access to the member portal on the website. |
| Telephone number | To contact members for urgent matters, clarify questions or uncertainties, and, when indicated, to add members to association-managed group apps. |
| Student number | To indicate the type of member, assist with applying for subsidies, and for administrative purposes. |
| Study type, Study | To provide members with relevant events and targeted communications based on their academic program. |
| IBAN | To facilitate the collection of the membership fee via direct debit and to simplify payments for association events. |
1.2 Access to your data
Above is a list of the data collected on the registration form and for what purposes this data is used. This information is necessary to use the association’s services. The data provided via the registration form is stored in the general membership file. Only the board members of Pecunia Causa have access to this. They have been identified as the persons for whom this information is relevant.
When you register for an activity, the person(s) organizing this activity also has access to a number of data that are considered necessary for organizing this activity. This is explained in more detail under the heading ‘Committee confidentiality statement’.
The personal data will be retained until the membership is canceled by Pecunia Causa via the usual procedure for cancellation, i.e. via an e-mail to secretary@pecuniacausa.nl. If a person wishes to become a member again, he or she must complete another form.
1.3 Student numbers
Pecunia Causa may receive subsidies from Radboud University for participants in trips. The student numbers of these participants will be forwarded for this subsidy application. These subsidies are applied for at Radboud University. This data will not be kept by Radboud University for longer than necessary and will only be used for the purpose of determining the subsidies.
2. Storage and security
2.1 Storage
Your data will also be exported from the membership database for reasons stated elsewhere, for example group travel. This data is then stored on a Google server. Google complies with the General Data Protection Regulation (GDPR).
When a member unsubscribes, the member’s retained personal data will be deleted. For activities for which the member in question has registered, it will then be displayed that a deregistered member has participated. Other (financial) data, such as declarations and other registrations for activities, will be kept in storage for a maximum of eight years. This data will then also be deleted.
Because Pecunia Causa always works with encrypted files and connections, your password will never be known to third parties.
2.2 Third parties
Radboud University can request Pecunia Causa to provide certain information of members given through the membership registration. This is to check the student status of members and to check the member lists. The information includes the name of the member and the status of the student (RU-student). Through signing this Privacy Statement, one agrees with sharing the personal information mentioned above with Radboud University. Their privacy policy can be found here: https://www.ru.nl/en/about-us/policies-and-regulations/privacy-and-security/privacy-statements
We use Google reCAPTCHA for spam protection. Their privacy policy can be found here: https://policies.google.com/privacy?hl=en.
2.3 Duty to report in the event of a data breach
Pecunia Causa has a duty to report if there is a data breach. The purpose of this is to ensure that security is in order. A data breach occurs if there is loss or unlawful processing of personal data (as described above). If a data breach occurs, Pecunia Causa is obliged to report this to the involved. When a data breach occurs, everyone involved will be informed within three working days via email.
3. Activities and committees
3.1 Activities
After you have registered, Pecunia Causa stores which events you attend. Any additional information you may provide for an event will remain unchanged. At the end of the academic year, this additional personal data will be deleted.
3.2 Formal activities
As an association, Pecunia Causa also organizes events that prepare you for a career after studying. These events are sometimes organized in consultation with a future potential employer. When registering for such an event, you also give permission for Pecunia Causa to share your first and last name with the partner. In addition, your CV can possibly be shared with them. If you participate in an event that requires this, you will always be asked for permission. Pecunia Causa will also remove your CV from our storage within one week after a formal activity.
3.3 General Assembly (GA)
When you attend a General Assembly of Pecunia Causa, your first and last name will be noted in the minutes. This data may be published in the protected section of the website, which only members have access to. Do you object to this? Send an email to secretary@pecuniacausa.nl and the minutes of the GA you indicate will be adjusted.
The minutes will be removed from the website after a maximum of 7 years. These minutes can then be saved on the board’s Google Drive, after removing all names.
3.4 Group apps
When you register as a member trip or weekend away, a group app is available to make communication run more smoothly. After registration, a link or QR code will be shared with which you can participate in the group app, or you can be added to the group app by a board member.
When you register for an event, a group app can be created to make communication for this event run more smoothly. After registration, a link or QR code will be shared with which you can participate in the group app, or you can be added to the group app by a board member.
Various group apps are also used for a number of activities. In this case, this group app will also be shared via a QR code or link.
3.5 Photos & videos
The photo albums of our activities are protected with a login, so only our members can view the photos. Pecunia Causa never posts personal photos and videos, only photos taken in a public space during activities. The images of activities are therefore not publicly accessible, but only for members of Pecunia Causa, unless these photos are used for promotional purposes. Photos are filtered before they are placed on the website. Are you having trouble with a photo of you that has been posted? Send an email to secretary@pecuniacausa.nl.
Photos and videos can also be used on the social media channels of Pecunia Causa. Photos can also be placed in the association brochure that can be published during the introduction. Written permission will first be requested for photos to be placed in the association brochure, which will be distributed during the intro. The (social) media channels are publicly accessible.
3.6 The trip form
On the registration form for trips, additional information is requested on the standard membership file. This data is only collected from members who participate in the trip. Below is a list of the data collected for participation in the trips. Other necessary, already known data may be obtained from the membership database. For verification purposes, these known details can be requested again on the registration form.
The copy of your passport or ID card will be deleted within one month of the trip. The remaining data will be destroyed before September 1st after the trip.
| Data | Purpose |
|---|---|
| First name, Last name, Initials | To identify and distinguish members within the association and in official records. |
| Date of Birth | To determine whether a member is over or under 18 years of age, which is relevant for legal compliance and age-specific events. |
| Phone number of emergency contact | To contact members promptly in case of an emergency during association events. |
| IBAN | To simplify payments for association events. |
| Copy of passport / ID | To arrange and book airline tickets, accommodations, or other trip-related requirements for association events. |
3.7 (Former) board members and committee members
The photos and names of (former) board members and committee members can be placed on the website, including your board position/committee. This information is displayed in the public part of the website, because (former) board members and committee members represent Pecunia Causa. Do you have difficulty with the fact that your name is publicly available on the website or that you are recognizable in the photo? Send an email to secretary@pecuniacausa.nl.
Invitations to certain events are sent to former board members. The board maintains a file with the details of former board members who would like to continue receiving mail. If former directors decide that they no longer wish to receive mail, they must send an email to secretary@pecuniacausa.nl.
4. Roles and responsibilities
4.1 Board Statements
Board members have access to all data. Board members sign a confidentiality statement for this purpose. In addition, board members sign a document with specific agreements regarding the handling of your personal data. This document has been expanded with agreements about bank details for the chairman and treasurer. These signed documents will be stored for 8 years.
4.2 Statements from committees
The board sometimes outsources the organization of activities to committees. The committee members are aware that they must handle your data properly. The committee members may have access to your data.
Committee members always sign a confidentiality agreement. This confidentiality statement is valid forever.
Both documents will be stored by the board, 8 years after the member in question has deregistered. To ensure this, the board will keep an overview of the deregistered members and the date on which the documents can be deleted. The secretary is responsible for maintaining, checking and removing these documents.
4.3 Use of artificial intelligence and personal data
Artificial intelligence (AI) is increasingly being used within the association to support work, such as writing texts or planning activities. However, there is a risk that personal data is unintentionally shared with external AI systems. To prevent this, it is not permitted to process, enter or share personal data of members of Pecunia Causa or external parties in AI systems. AI should only be used for general tasks that do not contain personal data. This ensures that the processing of personal data remains entirely within the secure environment of Pecunia Causa and that Pecunia Causa complies with the applicable GDPR legislation.
5. Rights of data subjects
5.1 Viewing and amending your data
It is always possible to view the personal data collected from you at the secretary and to submit a request to change, supplement or delete the data. You can email secretary@pecuniacuasa.nl for a change, addition or deletion.
5.2 Objecting
It is possible to object to the collection of personal data. If the grounds of Pecunia Causa outweigh the objection, Pecunia Causa may choose to continue processing. If you would like to object, you can send an email to secretary@pecuniacausa.nl.
6. Questions
Do you have any questions about this Privacy Statement? Please contact secretary@pecuniacausa.nl.