GDPR Privacy Policy of KIT Intercultural Professionals

Last updated: 22 July 2020

1. Introduction

This is the privacy policy for KIT Intercultural Professionals B.V., a subsidiary of KIT Royal Tropical Institute.

We are committed to protecting the privacy of our clients and participants of our programmes and treat their (special category) personal data appropriately. This privacy policy will explain:

  • What (special category) personal data we collect and how we collect it;
  • How we use the (special category) personal data;
  • How we store the (special category) personal data;
  • Your data protection rights;
  • How to contact us.

2. Personal information collection

For the purposes of the General Data Protection Regulation (GDPR), KIT Intercultural Professionals is the “data controller”.

The personal data we collect includes, but is not limited to:

  1. (special category) personal data provided to us voluntarily for the purpose of registering and accessing our services. This can include, but is not limited to: names, address, organizational data, e-mail and telephone numbers.
  2. (special category) personal data provided to us by employers for the purpose of offering or executing our services for their employees. This can include, but is not limited to: names, e-mail addresses, other contact information, nationalities, employer, function, place of residence, future place of residence, similar personal data about family members (partner and children),
  3. (special category) personal data suppliers and/or participants of our programmes share voluntarily with us during email correspondence, phone calls, the intake procedure, online training programmes, coaching, trainings or consulting sessions, evaluation forms, and other moments of contact with our organization. This can include, but is not limited to: names, e-mail addresses, other contact information, nationalities, employer, function, past employers and functions, place of residence, past places of residence, future place of residence, highest level of education, similar personal data about family members (partner and children), date and place of birth, political convictions, religious convictions, ideology, gender, health, marital status.

2.1. Using personal information

We may use your personal information to;

  • Contact (potential) clients and participants regarding our services;
  • Customize our training, coaching and consulting services to fit organizations and participants needs, including adapting the content of the services and selecting appropriate experts, coaches or trainers;
  • Send questions, updates and notifications relating to services;
  • Send news and communications about other services;
  • Evaluate and improve our services;
  • For promotional purposes, but only if permission has been explicitly given.

2.2. Lawful basis

We collect, store and use (special category) personal data on the following lawful bases:

  • consent: We specifically ask consent before we collect the data that is voluntarily shared (online) with our organization or representatives thereof. In case we receive personal data from a third party, such as an employer sharing personal data from an employee, the lawful base on which we accept consent is the employment agreement that exists between you and your employer.
  • legitimate interests: we may process information on the basis that there is a legitimate interest, either to you or to us. Where we process your information on this basis, we do after careful consideration whether the same objective could be achieved through other means and whether you would expect us to process your data, and whether you would consider it reasonable to do so. For example, in order to deliver our services for your benefit, we may share your personal data with a trusted third party organization for the purpose of our business activities or to conduct a survey to better understand your needs and requirements.

2.3. Where your data is stored

We store your data on our secure servers in the EU. It may also be stored outside of Europe, where it could be viewed by our staff or suppliers. For example when the participants or suppliers of the service related to the exchange of personal data are located outside of Europe, or when the service takes place outside of Europe. We obvioiusly take the necessary security measures to protect your personal data. By submitting your personal data, you agree to this.

2.4. Information disclosure

Through our business activities, we may disclose your personal information to organizations, employees, freelancers for purposes directly related to the management and delivery of our services. Those in question will be obligated to use the personal information in accordance with the terms of this privacy statement.

We may also need to disclose your information if required to do so by law and for the purpose of defending our legal rights (including providing information to others for the purposes of fraud prevention).

2.5. Information protection

We take all reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information. All personal information is stored securely in accordance with the principles of the General Data Protection Regulation.

By using our services, you acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. Of course we have taken all measures possible to prevent anything happening to your personal data.

In case you need passwords to enter our application portal and access our website, you are responsible for keeping the password you use confidential; we will not ask you for your password.

2.6. Cross-border data transfers

Information that we collect may be stored and processed in and transferred between any of the countries in which we operate to enable the use of the information in accordance with this privacy policy.

In addition, personal information that you submit for publication on the website will be published on the internet and may be available around the world.

You agree to such cross-border transfers of personal information.

2.7 Data retention period

Many of our clients and participants are repeating customers for whom we tailor our services based on the personal information gathered in the past. This information is also used for analysis and product improvement. Therefore we will not delete personal data, unless this is explicitly requested or whenever we no longer deem the information relevant for the above mentioned purposes.

3. Your individual rights

Under the GDPR your rights in relation to the personal data we hold are expressed as follows. You have;

  • the right to be informed about how we use your personal data;
  • the right of access to the data we hold;
  • the right to rectification of any data we hold;
  • the right to erasure of your data
  • the right to restrict processing of your data
  • the right to data portability of your data
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling

If you would like any further information about your rights, please contact us by sending an e-mail to intercultural@kit.nl

3.1. Accessing your personal information

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation (GDPR). If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form. You may request a copy of the personal information by emailing us at: intercultural@kit.nl

3.2 Withdrawing your consent

You may exercise your right to withdraw your consent in relation to your personal data being used at any time by written notice to us via email to: intercultural@kit.nl or by way of letter to:

KIT Intercultural Professionals
Mauritskade 64
1092 AD Amsterdam
The Netherlands

By withdrawing your consent this does not affect the lawfulness or processing based on consent before its withdrawal.

4. Visitors to our websites

When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behavior patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. The information collected by Google is anonymized. Your IP address is partially masked (namely the last octet).

We have signed a Data Processor Agreement with Google, stating that Google only acts as processor in processing our website visitors’ personal data. Google may supply the information to third parties if Google is obliged to do this by law, or if these third parties process information on behalf of Google. KIT Royal Tropical Institute has no influence over this.

We do not share data with Google for any reasons other than those stated and also do not use other Google services in combination with Google Analytics cookies, apart from the mutual exchange of web statistics and campaign statistics with our Google AdWords account, for the purposes of tracking website use and conversion events. This method of measurement data exchange results in no or only a very limited infringement of your privacy, as no personal information is collected and we do not use these data to adapt advertisements to your personal preferences.

Information generated by the cookie regarding your website use is transferred to Google where it is saved on servers in the United States. Google uses this information to track how you use the website, produce website activity reports for website operators and to offer other services regarding website activity and internet use.

To opt out of being tracked by Google Analytics across all websites visit Google (opens in a new window).

Our website contains buttons to promote (‘like’) or share (‘tweet’) webpages on social networks like Facebook and Twitter. These buttons work through snippets of code originating in Facebook or Twitter that place cookies in your browser. We have no influence on this. Read the privacy statements of Facebook and Twitter (which can change frequently) to find out what they do with the data they gather through these cookies.

4.1. Use of cookies

Our website uses cookies. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently (e.g. by recognizing a user’s device), as well as to provide information to the owners of the site.

We use the following types of cookies:

Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features

Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These cookies do not collect information that identifies the user

Functionality cookies: These cookies remember choices made by the user and enhance the features, e.g. language or users location. This cookie is also used to remember a user’s preferences for a font size, or customizable parts of a web page.

4.2. Collecting information with cookies

We may use cookies to collect information about how you use the website, for example we may store information related to:

  • the website pages you visit
  • how long you are on the website for
  • whether you are a new or returning user
  • how you came to the website
  • the type of device and browser you use

4.3. Disabling or deleting cookies

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit About Cookies (opens in a new window) or All About Cookies  (opens in a new window). If you disable cookies by blocking them, or delete cookies, the functionality of the website will likely be affected.