Privacy Policy | Members / Workshop Participants / Award Candidates

Please also refer to the general Privacy Policy, as well as the Privacy Policy for Job Applicants.

1. Introduction: ISOCARP respects your privacy.

We will handle your personal data in a careful, secure and confidential manner. This privacy statement explains how we do this. This privacy statement applies to the services we provide to you.

2. What personal data do we collect?

Personal data is data that can be used to determine your identity. We have to collect personal data in the following situations:

  • When you are a member, we will process:
    • name
    • e-mail and postal address
    • telephone number(s)
    • other contact information
    • photo
    • professional qualification and interests
    • employer
    • job title
    • details of payment
  • When you are a workshop participant or award candidate, we will process:
    • name
    • gender (optional)
    • nationality (optional)
    • photo
    • e-mail and postal address
    • telephone number(s)
    • date of birth (optional)
    • curriculum vitae
    • passport scans (only in specific cases)
    • interests/skills

3. Why do we collect personal data?

We process your personal data for the following purposes:

General

  • We use this information to be able to provide you the services you requested, for example your membership or your participation in a workshop.
  • We can use some of this information, such as photos, for promotional purposes.

Specific categories

Gender and nationality

The primary reason we are collecting gender and nationality is for equal distributions of participants for our activities. It is non-mandatory to inform us of your gender or nationality. However, in some cases nationalities can be relevant for visa-related challenges. In that case we will need to process this information.

Date of birth

Birthdate is collected because many of our activities can have age-related restrictions. You are not obligated to share this information with us, but that could mean that you are not eligible to take part in these activities.

Passport scans

The passport scans are only collected in specific cases, for example to collect the information necessary for visa applications.

We will not use your personal data for any other purposes, unless the further processing of the personal data is compatible with the purposes for which this data was originally processed.

4. Legal grounds for processing  

Depending on the specific processing operations, we use the following legal grounds for processing your personal data:

Agreement

If you have entered into an agreement, either a membership or any other kind of agreement, with us, we will require certain data from you, including your name, contact details, data required for invoicing and information required to be able to supply the service.

Legitimate interests

If we have any legitimate interests in the processing of your personal data, such as ‘promotional purposes’, we can process your data for these reasons. We will not process your personal data when your interest in not having the data processed carries more weight.

You are entitled to object to the processing of your personal data as specified above. Please contact us if you wish to object. If you do so, we will cease the data processing, unless there are compelling and legitimate grounds as a result of which our interest in the processing of your data overrides your interest in having us cease the processing operations. When you request us to cease the data processing, you may no longer be able to have full access to our services.

Permission

In some cases, we will ask you for permission before we process your data. You are entitled to withdraw your permission at all times. In that case we will stop processing your personal data.

5. Security of personal data

We will ensure the personal data we have received from you is secured, in line with applicable legal requirements and guidelines.

6. Retention period of personal data

We will not store your personal data longer than is necessary for the purpose of data processing.

  • Membership data: the information you shared with us, will be stored as long as you are a member and will be deleted 7 years after you terminate your membership.
  • Administrative data: financial records will be stored for 7 years.
  • Invoices: any data required for invoicing will not be stored for longer than 2 years from the date on which the invoice was paid.

7. Where is your personal data processed?

We will process your personal data in the European Union/EEA. Your personal data could be processed in or passed on to countries outside the European Union/EEA, but only if there are appropriate safeguards in place to secure your personal data.

8. Who has access to your data?

We will not supply your personal data to third parties, except to the parties specified below or if you have given permission for this.

We work with the following external parties who have access to your personal data:

  • Stripe, for membership payments
  • Paypal, for shop payments
  • Salesforce, CRM software
  • ExactOnline, for financial administration
  • Wizzbit, our IT-provider
  • ISOCARP Institute

We have concluded processing agreements with parties who process your personal data. This serves to protect your personal data.

We reserve the right to share your personal data with third parties if there is a legal obligation to do so, or when this is required to represent your interests or those of us or third parties.

9. Changes to our policy

This privacy statement could be amended.

10. How can you exercise your rights?

You have a number of rights under privacy legislation (this includes the General Data Protection Regulation (GDPR). These rights are specified in article 12 – 23 of the GDPR and in related legislation. In any case, you have the following rights with regard to your personal data:

  • The right to request access to your personal data
  • The right to request the correction of your personal data if it is not correct (rectification)
  • The right to request removal of your personal data
  • The right to request the restriction of your personal data
  • If we process your personal data based on our legitimate interests: the right to object to the (further) processing of your personal data (resistance)
  • If we process your personal data based on your permission and the data is processed in a fully automatic manner: the right to request the transfer of your personal data (data portability)

If you wish to exercise one or more of the rights specified above, you can contact us via Mrs Overtoom, overtoom@isocarp.org

11. Objection and right to complain

We have processed certain personal data about you based on our legitimate interests. On the basis of the latter, you have the right to object to the processing of your personal data at all times. In this case, we will cease the data processing, unless there are compelling and legitimate grounds as a result of which our interest in the processing of your data overrides your interest in having us cease the processing operations.

Do you disagree with a decision made by us, for example the decision not to remove your personal data? Then you will be able to use one or more of the following options:

  • You can contact us: in this case, we will try to find a solution together with you.
  • You can submit a complaint: you have the right to submit a complaint to the Data Protection Authority.
  • You can request for mediation: you can ask the Data Protection Authority to mediate.
  • You can litigate: you have the right bring an action before a competent court in order to settle the dispute.

12. Contact

The responsibility for the processing of personal data lies with:

ISOCARP – Internationale Vereniging van Stedebouwkundigen
Laan van Meerdervoort 70; R. 3.18/3.20
2517 AN The Hague, The Netherlands

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