Privacy

Privacy statement Studyassociation GeoVUsie

Studyassociation GeoVUsie is an independent non-profit assocation, for students of Earth Sciences, Earth, Economics and Sustainability, or related degree programs at Vrije Universiteit Amsterdam. For the purpose of membership administration and consequently the overall functioning of the association, Studyassociation GeoVUsie, hereinafter referred to as "we", processes privacy sensitive information, also known as personal data. In some instances, we collaborate with other organizations or companies in the provisioning of our services.

We attach great importance to the careful handling of the personal data of association members. We process and secure personal data with care, and in doing so, we comply with the requirements of privacy legislation. This means that we:

• clearly state the purposes for which we process personal data. We do this at the time we request your personal data, via this privacy statement.
• limit the collection of personal data to only that which is necessary for the purposes for which it is processed. If we request more than is necessary, we will only do so with your explicit consent. In such cases, we will clearly explain why we are requesting this additional data.
• ask for your explicit consent to process your personal data, specifically by having new members sign the membership contract, before doing so.
• not pass your data on to third parties, unless necessary to provide the requested service or if they are legally obliged to do so. In either case, we will inform you. When we share your data, we enter into agreements with third parties to ensure, among other things, that the data is not used for other purposes. These agreements will also include provisions for appropriate security measures, where applicable, to protect your personal data and we will require the same from any parties processing your personal data on our behalf. We also agree that your data will be deleted once third parties no longer require it. Examples of sharing personal data with third parties include granting Stichting Houtzagerij in den Koele Blonde access to the membership database, or providing data for air travel, hotel bookings, or administrative purposes related to company visits.
• respect your right to access, correct, or delete your personal data upon your request or objection.

Use of personal data

When you sign up fo a membership, create an account on www.geovusie.nl, or make or receive payments involving the association, you provide certain data to GeoVUsie. This may include personal data. We do not always process all the data (listed under ‘Personal Data’), as this depends on the nature of your interaction with the association.

Personal data

Depending on the services and functionalities, we may process the following personal data about you:

• name
• e-mailadress
• birthdate
• username
• gender
• IBAN
• membershipnumber
• studentnumber
• study
• technical device data, namely IP address and Google Analytics
• zipcode
• your parents' telephone number
• your parents' address
• IP-adress
• photos

Purposes

We process personal data for one or more of the following purposes:

• for our membership administration and member counts.
• to communicate with you or your parents by sending electronic newsletters and/or mail. For instance, communicating with your parents during emergencies or regarding Parents' Day.
• to improve the GeoVUsie website.
• to verify the legitimacy of accounts on the site.
• for financial transactions.
• to capture activities and moments.
• to promote association activities, such as via the GeoVUsie Instagram page.

Disclosure to third parties

Personal data is shared with the Houtzagerij in den Koele Blonde Foundation. This is because the activities of the Foundation and the association often overlap, and the two entities share the same board. We may provide your data to third parties if necessary, to deliver the requested service or if we are legally required to do so. In either case, we will inform you and ask for your consent. Placing your name on an official registration list for an association activity counts as consent.

Securing and preserving

We implement appropriate security measures to limit the misuse of and unauthorized access to your personal data. We act as the data controller and may, if deemed necessary, authorize specific members or committees to view and edit a selection of the data. Examples include processing registration lists for activities, granting the Paparazcie access to photos, or giving the GeoWeb access to the website.

Changes in this privacy statement

We may amend this privacy statement should circumstances require it. Changes will be announced to members during a General Association Meeting or General Members' Meeting, or via email. Additionally, this privacy statement will be available for viewing on the GeoVUsie website at all times.

Access to, correction, modification, and deletion of your data

If you wish to access, modify, or delete your personal data, or if you have questions regarding this document or other privacy-related matters, you can contact the Daily Board via the following channels:

Dutch Data Protection Authority

If we are unable to adequately assist you with your questions or complaints regarding privacy and personal data, you also have the right, under privacy legislation, to lodge a complaint with the Dutch privacy regulator, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Commencement

This (updated) privacy statement came into effect on September 9, 2025.