Privacy Statement

NWO respects the privacy of grant applicants, researchers, employees and all other NWO partners. Information will be kept for no longer than is necessary for the purpose for which it was collected, and will not be used for purposes that are not compatible with the original purpose. NWO processes personal data in accordance with the General Data Protection Regulation (GDPR). When processing personal data, NWO follows the principles of subsidiarity and proportionality. As regards subsidiarity, NWO will consider whether the objectives served by the processing of data could also be achieved in other ways, using less personal data or using less sensitive personal data to infringe less on the privacy of the data subject(s). The processing of personal data should also be proportionate to the intended purpose. As such, NWO collects no more data than is required for the intended purpose.

Personal data is adequately secured and treated with the utmost care. NWO pays careful attention to privacy in all its processes and activities. The NWO Privacy Policy 2018-2019 offers employees and all data subjects clarity about how privacy is safeguarded at NWO.

Provision to third parties

NWO does not share personal data with organisations, companies and individuals outside of NWO, unless:

  1. it is necessary for realising the mandatory tasks of NWO
    NWO processes personal data for the registration and assessment of grant applications.NWO depends on the expertise of external referees and members of advisory committees for the assessment of applications. These persons must sign a statement of confidentiality before they receive your application data.
  2. it is necessary to satisfy a statutory obligation that NWO is subject to
    In some cases, NWO is required to share your personal data with the Dutch Tax and Customs Administration. In exceptional cases, NWO is required to pass on personal data to supervisory bodies, the police, the judiciary or intelligence services.
  3. NWO has a justified interest for doing so
    NWO keeps a record of who has submitted a grant application to which funding round and whether said applications were awarded funding or were rejected. NWO uses these project and grant application data for analyses to evaluate its activities and to improve its services. In certain cases, NWO allows these analyses and evaluations to be performed by external bureaus, which receive the necessary personal data from NWO for this purpose. NWO also supplies project and grant application data to partner organisations such as the Netherlands Organisation for Health Research and Development (ZonMw) and Dutch knowledge institutions, if they require these data for the realisation of their tasks, statutory or otherwise, or for analysis purposes.

    In the context of its role as the Scientific Integrity Desk, NWO processes personal data to safeguard and protect the quality of scientific research in the Netherlands. In this regard, NWO can exchange data with external confidential advisers, an ad hoc integrity committee appointed by NWO and/or integrity committees of universities. In the case of an individual investigation in connection with a possible violation of scientific integrity, NWO adheres to the Regulation for Complaints about Scientific Integrity - granting.
  4. You have given consent

NWO makes use of a third party to send the NWO newsletter. NWO uses the information that you have provided for the newsletter solely for the purpose of sending the newsletter. Based on your surfing behaviour, NWO matches the news supplied with your preferences. You can unsubscribe from the newsletter at any time via the link at the bottom of the NWO newsletter. Your data will then be deleted from the system immediately.

If NWO supplies your personal data to a third party, then, by means of an agreement, NWO will ensure that your data will not be used for any other purposes. In this agreement, NWO will also state that your data must be deleted as soon as these are no longer needed.

Retention periods

Personal data are, in principle, retained no longer than is necessary for realising the purpose for which the personal data were collected. Personal data in documents that fall under the Dutch Public Records Act from 1995 will be stored in accordance with this Act.

NWO can save personal data for a longer period of time for the purpose of archiving in the public interest, scientific or historical research or statistical analyses.

Rights of data subjects

Due to the arrival of the GDPR, the processing of personal data is subject to new rules. NWO handles the data of data subjects and (former) employees securely and carefully. Data subjects have the right to access, amend, delete or limit the data NWO holds about them, or to transfer their personal data to someone else.

Right to access

Would you like to know which of your personal data NWO processes? You may request a summary from the Legal Department at any time. We will explain inter alia why we use your personal data, how long we hold your personal data and what you can do if there are inaccuracies in your personal data.

Needless to say, NWO must be completely certain that we are providing the personal data to the right person. As such, we ask you to send us a copy of your passport or other identification along with your access request. When doing so, NWO asks you to obscure your social security number and photograph.

Correcting or supplementing your data (rectification)

If there are errors or omissions in the personal data held by NWO about you, you may submit a request for rectification.

Deleting your personal data (right to be forgotten)

In certain circumstances, you may request that we delete your data from our systems. NWO cannot delete your data in situations where we process your personal data in furtherance of our statutory obligations.

Transferring your data (data portability)

If you wish, you may request a copy of the data we hold about you. You may transfer your data yourself, or have us transfer your data to a third party.

Temporarily halting the processing of your personal data (restriction)

If you wish to temporarily halt the processing of your data, you may submit a request to the Legal Department.

Objecting to the processing of your data

At NWO, data subjects may, due to reasons related to their specific situation, exercise the right to object to the processing of personal data held about them. You may submit an objection to the Legal Department. If such an objection is received, NWO will cease processing your personal data unless overriding legitimate grounds dictate otherwise.

How do we use your data for the NWO newsletter?

We use your data for no other purpose than sending you the NWO newsletter. We adapt the news shown to your preferences.

We do not share your data with third parties without your permission. We have entered into a processing agreement with the provider of the newsletter system.

You can unsubscribe at any time by clicking on the link at the bottom of the NWO newsletter. Your data will be removed from our system immediately.

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