(compliant with EU General Data protection Regulation; Journal reference: L119, 4/5/2016, p. 1–88)
Statutory office location & contact details:
Mr. Roy Pennings is 3d Impact’s contact person for data privacy protection. He can be reached via the following direct email address: firstname.lastname@example.org.
Which personal data do we process?
3d Impact BV collects, processes and/or stores your organisational (meaning: company, university, research institute, foundation or voluntary organisation) and/or personal data as a result of you using our services and/or as a result of you providing this data to us.
Below you will find an overview of the personal data we may collect, process and store:
• First Name and Last Name.
• Address details.
• Phone number.
• Email address & Chat address (mainly Skype).
• Other personal data which you actively provide to us, either through the 3d Impact website or as part of correspondence (phone, email, documentation). Due to the nature of our services, this data may include your past and present work details and curriculum vitae, for example.
• Organisation details, including organisation location, Chamber of Commerce registration, VAT registration, organisation bank account number (IBAN).
Do we process sensitive personal data?
We do not collect, process or store sensitive personal data such as: ethnicity, religion or age. In case we provide grant writing and/or project management support services, we will also not request or access any data related to individual salaries or other employment benefits. This type of data may only be delivered to us in an anonymised and aggregated manner by the organisation's HR department for the purpose of grant budget preparation or the regular financial reporting to a grant provider.
Our website and our services are also not intended to collect any data of persons below the age of 16 years, unless permission was provided by the minor’s parent(s) or legal guardian(s). However, we cannot check whether a visitor to the website is over the age of 16. We therefore advise parents to be actively involved in the online activities of their children, to avoid that data on children below 16 is collected without parental approval. If you believe any such data on a minor has been collected without your parental approval, please contact us on email@example.com. We will then immediately remove this information.
Why do we collect, process and store personal data?
3d Impact BV uses your data for the following purposes:
• Handling of payment for our services.
• To call or email you in case this is necessary to deliver our services.
• To inform you about our services or changes therein.
• To deliver our services to you.
• 3d Impact BV also processes personal data to the extent that we are legally obliged to do so for the purpose of filing taxes and tax auditing.
Do we make use of automated decision-making?
3d Impact BV does not use automated processing of data for taking decisions on matters which could have (significant) consequences for individuals. With automated data processing we mean decision-making by computer programmes or -systems without human intervention by 3d Impact BV. Please note, however, that some of the national and European grant portals to which 3d Impact may submit a grant application, may use automated decision-making to determine application eligibility. This is outside of the span-of-control of 3d Impact.
How long do we keep records of personal data?
3d Impact BV does not keep your personal data longer than strictly necessary to achieve the aims for which the data has been collected and to comply with relevant Dutch taxation law and EU project auditing stipulations. We use the following retention periods for the following personal data categories:
• Personal contact details – 7 years.
Reason: 3d Impact mainly collects and processes personal data for the purpose of preparing and submitting (or project management) of grant applications for innovation projects. We store this data for a period of 7 years (from the date of first application submission) because the data can be important in case of necessary modifications to the proposal or (granted) project or as additional data-backup in case of European or national auditing of your project.
• Other personal data – 7 years.
Reason: Once a grant application has been submitted for funding, we will delete all original personal data documentation (email, files) you provided to us containing your past and present work details and curriculum vitae. We will do this within 3 months after the grant application deadline has passed, unless you have decided prior to this date to delay or resubmit the proposal at a later time. Please note, however, that part of the mentioned personal data is – by default - contained in the grant application itself and for the purpose of modifications to the proposal (during the grant negotiation stage) or the project during its implementation as well as for auditing purposes, the grant application will be stored by 3d Impact for a maximum period of 7 years after it has been submitted for funding.
How do we protect your personal data?
3d Impact BV takes the protection of personal data very serious and has taken appropriate measures against the risk of misuse, loss, unauthorised access, unauthorised publication and unauthorised modifications. If you feel that your personal data is not sufficiently protected by us, please send a message with details of your complaint to: firstname.lastname@example.org.
Do we share personal data with third parties?
3d Impact BV only provides information to third parties if this is directly necessary for the delivery of our service for you or to comply with legal obligations.
Your rights and options in case you wish to see, change or remove any personal data that we hold on you.
You have the right to view, correct or remove your personal data, revoke previously given consent or object to the collection, processing or storage of your personal data by 3d Impact. You can also have your data transferred. This means that you can submit a request to us for the transfer of personal data which we hold on you in a computer file to you or to any other – appointed by you – organisation. If you wish to do any of the above, please send your request to: email@example.com.
To verify that the request to view specific personal data was made by you and not by somebody else, we kindly ask you to send us a copy of your ID-card. Before sending, please redact (e.g.: black out) the photo on your ID-card, as well as the so-called MRZ (machine readable zone) at the bottom of the ID-card, the passport number and your social insurance number. This way your privacy remains assured. We will respond as soon as possible, within 4 weeks in any case, to your request.
3d Impact BV would also like to draw your attention to the fact that you can file a complaint to your national watchdog as well. Please refer to the relevant website in your country for details on how to do this. You can also submit a complaint to the Dutch national watchdog (called: “Autoriteit Persoonsgegevens”) using this link.