Privacy policy
Latest revision date: 2024-10-03
Newest additions:
Due to changes in the service schedule, the Japie room will be recorded to hold people accountable in case of theft and/or vandalism. Therefore, the meaning of the JapieCam has been changed in the privacy policy, this corresponds to 10.2. An addition has been made, 3.9, regarding the storage of the feed from the JapieCam.
PRIVACY POLICY T.S.V. ‘JAN PIETER MINCKELERS’
1. Website specific cookie use
T.S.V. ’Jan Pieter Minckelers’ uses technical cookies, functional cookies. These cookies will be saved on your device. The cookies that T.S.V. ‘Jan Pieter Minckelers’ uses are needed for technical processing of the website and user-friendliness. Cookies help make the website work properly, and cookies remember your preference settings. Also, T.S.V. ‘Jan Pieter Minckelers’ can optimize the website using cookies. You can unsubscribe for cookies through the settings menu in your internet browser so that the internet browser does not save cookies. Next to that, your internet browser can delete the earlier saved information. By denying T.S.V. ‘Jan Pieter Minckelers’ of using cookies, it may be possible that you cannot use the (online) services T.S.V. 'Jan Pieter Minckelers' provides.
T.S.V. ‘Jan Pieter Minckelers’ processes data of the website via Matomo. This data includes, but is not limited to, your IP address, click behavior, and which pages you have accessed. T.S.V. ‘Jan Pieter Minckelers’ collects this data to improve her services.
2. Who is responsible
The board of T.S.V. ‘Jan Pieter Minckelers’ is responsible for the website. The board can be contacted via sending an e-mail to info@tsvjapie.nl, calling 040 247 3756, or walking by the Japie room (STW 0.25, Helix, building 14 TU/e). With the person "we", the association's board is meant. T.S.V. ‘Jan Pieter Minckelers’ is also known as Japie.
3. On which systems is personal data saved
T.S.V. ‘Jan Pieter Minckelers’ keeps personal data in several systems. Below, the systems are mentioned.
1) The ST-Filer; The ST-Filer is the most crucial storage space for personal data. The ST-Filer is the network drive managed by the Chemical Engineering & Chemistry Department. Personal data that T.S.V. 'Jan Pieter Minckelers' processes can be put onto the ST-Filer. Sensitive personal information, such as passport document numbers, will only be kept in the ST-Filer for a short time. This data will be removed immediately after use. The personal data in the ST-Filer can only be accessed by the board members and former board members providing service as defined in chapter 6.1. Committee members can get access to a specific folder on the ST-Filer, but only after the board has granted the committee members permission. Every year, students of the Chemical Engineering & Chemistry department of the TU/e can become a member of T.S.V.' Jan Pieter Minckelers', for which their name will be linked to a number for their membership. This information will be deleted after the student has successfully completed their studies or has not been a member for the past two years.
2) Local copy ST-Filer Japie folders; T.S.V. ‘Jan Pieter Minckelers’ owns a computer that writes information from Japie folders, Japie e-mail traffic, and the website to a local document archive. The backup occurs selectively. Sensitive personal data, such as passport document numbers, will not be stored to this local document archive. Other member archives with personal data, as mentioned above, will be stored here. T.S.V. ‘Jan Pieter Minckelers’ deletes the personal data that is no longer needed after a maximum of 7 years.
3) Local copy finances; T.S.V. ‘Jan Pieter Minckelers’ has also locally copied the finances to the treasurer's computer at T.S.V. ‘Jan Pieter Minckelers’. Personal data concerns the names and transactions made by people, such as members or benefactors. The data will be deleted after the legal mandatory storage term of 7 years.
4) Virtual private server (VPS); T.S.V. ‘Jan Pieter Minckelers’ saves personal data, which has been filled in on the website of T.S.V.' Jan Pieter Minckelers, on an externally hosted server (via TransIP). The website serves as a member archive and primary storage source for personal data. All websites of T.S.V. ‘Jan Pieter Minckelers’ are hosted via TransIP. The activities, which are accessible for the members and benefactors of Japie, and photos of activities are published on the website of T.S.V. ‘Jan Pieter Minckelers’. Every member and every benefactor can make an account to see and use photos and other services on the website.
5) Stack storage; T.S.V. ‘Jan Pieter Minckelers’ uses a "stack storage" (virtual memory disk in the cloud) on externally hosted servers to save photos of activities. This memory disk is hosted via TransIP, on which also the website of T.S.V. ‘Jan Pieter Minckelers’ is hosted. The committee members are granted access by the board to upload photos from their activities; however, the committee members do not have access to the stack storage without consent.
6) E-mail servers; T.S.V. ‘Jan Pieter Minckelers’ has a few e-mail addresses, known for all e-mail addresses of the "tsvjapie" web domain (i.e. e-mail addresses ending with …@tsvjapie.nl), and the old e-mail address japie@tue.nl. Data sent to these e-mail addresses can, in all cases, be seen by the board and of the specific responsible person or committee assigned to the e-mail address.
7) Physical archive; Financial data, such as declarations and receipts, but also benefactor forms and authorization forms will be physically archived at T.S.V. ‘Jan Pieter Minckelers’. The benefactor- and authorization forms will be kept in storage for at least when this person is a benefactor. For the other financial data, a legal term of 7 years holds.
8) Sharepoint; This digital storage system is used as an archive for administration by the board of T.S.V. ‘Jan Pieter Minckelers’. All members of T.S.V. ‘Jan Pieter Minckelers’ must have the right to access the documents. Data that can be accessed here are minutes and G.M.M. documents, archived e-mail and letters, reports (annual reports and study tour reports), and finances. This data will not be deleted. When a person is present during a G.M.M., the person agrees that the information concerning the before mentioned documents is not deleted.
9) External server: Feed from the webcam (video without audio) will be stored on a server hosted by an external site (via Eufy). Access to this server will be restricted to current board members.
4. How do we collect personal data
The most common way of retrieving personal data is via forms on the website of T.S.V. ‘Jan Pieter Minckelers’. Most importantly, the account profile options are an often-used form. Moreover, we can ask you for information when subscribing to an activity via the website. A board member can contact you personally with the question to provide the board with more information in a few cases. The contacting is uncommonly done. In these cases, a concrete goal will be stated.
5. What personal data DO we process, why this is, and the term of storage
T.S.V. ‘Jan Pieter Minckelers’ processes different personal data of different people. T.S.V. ‘Jan Pieter Minckelers’ distinguishes between ordinary and extraordinary members, active members, benefactors, and honorary members. For activities, additional information will be asked for when needed.
The personal data of the members of T.S.V. ‘Jan Pieter Minckelers’ will be kept for at least the period that the particular person is a member. The personal data will be deleted once this person has not been a member for over 26 months. The same holds for benefactor data that will be kept for at least the period this person is a benefactor and after that for two additional years as a reflection period. Next to this, financial documents will be stored for as long as their legal storage term lasts. Photos will not be deleted so that these will remain accessible for benefactors from the time they have been an (extra)ordinary member. All accessible photo galleries (i.e. every year that has been saved) are accessible through the website of T.S.V.' Jan Pieter Minckelers for a normal Japie member.
The website of T.S.V. ‘Jan Pieter Minckelers’ does not intend to collect information about website guests of the age below 16 years unless these have gained access from their parents or guardians. However, T.S.V. ‘Jan Pieter Minckelers’ cannot check a guest's age. In case T.S.V. 'Jan Pieter Minckelers' has collected information about an underage person, we expect you to contact us via info@tsvjapie.nl so that we can delete this information.
5.1: T.S.V. ‘Jan Pieter Minckelers’ processes the following personal data of (extra)ordinary – and active members
1) TU/e ID-number; We ask you this because we would like to check whether all of our members are signed up at the TU/e. Furthermore, this number acts as the username for the website.
2) First-, surname and affixes; We ask you this because we would like to keep a clear and structured archived member document.
3) Gender; We ask you this because we would like to know your gender before certain activities. Based on gender, we can make draw categories linked with certain activities, for example for LadyCie activities.
4) Date of Birth; We ask you this for multiple reasons. We must check whether a member is 16 years of age or older to give themselves the right to share their data with T.S.V. ‘Jan Pieter Minckelers’. Furthermore, T.S.V. ‘Jan Pieter Minckelers’ and the F.O.R.T.-cie (see section 6.1) handle the legal alcohol policy, so they must decide based on the member's age. Next to this, T.S.V. ‘Jan Pieter Minckelers’ has a slide on its promotion screen with the dates of birth of its members. This information will be used for fun purposes. This "birthday calendar" can also be accessed by current members on T.S.V. ‘Jan Pieter Minckelers’ website behind a log-in system.
5) Nationality; We ask you this because internationalization within the study association plays an important role. Based on origin, we can make draw categories linked with certain activities. An example is that we want to be able to organize a certain activity specific for English-speaking students.
6) Address information; We ask you this because the address will be used to send mail, such as the association magazine "T-Licht", to the association members. This information may also be used to send (credit) invoices if legally required.
7) Phone number; We ask you this to have quicker contact with you in the case of emergency. We strictly use this when communicating via (e-)mail is insufficient.
8) E-mail addresses; The e-mail address obtained from the university and the personal e-mail address are meant by e-mail addresses. The e-mail address obtained from the university is the most used way of communication between T.S.V. ‘Jan Pieter Minckelers’ and her members. We ask you this because we are obligated under the articles of the association to inform you on a written basis about the general member's meetings (G.M.M.s). We also use the e-mail address to inform you about activities, find members for committees, and spread other relevant information. The personal e-mail address will only be used if a member has finished their studies and would like to become a benefactor. Without this e-mail address, this latter is impossible to arrange unless the member arranges this for themselves.
9) Mail preferences; We track the mail preferences you have entered. This way, the member can choose to obtain general mailing or mailing from companies.
10) Current status of the study; We ask you this because for some activities draw categories are applied based on the current status of the study. Next, we use this to share information relevant to specific member groups. For this, e-mails may be sent by companies T.S.V. 'Jan Pieter Minckelers collaborates with.
11) Membership years; If an ordinary member does not extend its membership but immediately applies for becoming a benefactor, we can use the membership years to assess which photo galleries these benefactors belong to (this is further explained in the benefactor’s personal information, section 5.2).
12) Student travel product; We ask you this because we consider public transport as a transportation option for some activities. We would like to correctly estimate the travel costs for the use of public transport. The student's travel product can be filled in on the website.
13) Photos; During T.S.V. ‘Jan Pieter Minckelers’ activities, photos will be made of the present members, activities, and objects. A selection of the photos will be published on the website of T.S.V. ‘Jan Pieter Minckelers’. Part of the photos is publicly available. The entire content can only be seen after logging in. T.S.V. ‘Jan Pieter Minckelers’ stores and archives the photos made during an activity. The photos that are published on the website may be used for the annual report, end report of the study tour connected to T.S.V. ‘Jan Pieter Minckelers’, the association magazine "T-Licht", the newsletter which is sent to the members of the association, and an almanac with names of the members of T.S.V. ‘Jan Pieter Minckelers’. Moreover, photos may be used by T.S.V. ‘Jan Pieter Minckelers’ for physical promotion material within the Department of Chemical Engineering & Chemistry of the TU/e, for digital promotion on the website of T.S.V. ‘Jan Pieter Minckelers’ or promotional material for joint committees between T.S.V. ‘Jan Pieter Minckelers’ and another entity, both within and outside the department Chemical engineering & Chemistry. By being present during an activity, you agree with publishing the photos on which you are present. If you think a photo does not belong on the website of T.S.V. ‘Jan Pieter Minckelers’, you can let this be known to use by e-mailing info@tsvjapie.nl.
14) Activity with T.S.V. ‘Jan Pieter Minckelers’; On the website of T.S.V. ‘Jan Pieter Minckelers’, we keep track of the members who are at a particular moment doing committee work or doing a board year for T.S.V. ‘Jan Pieter Minckelers’. The saved information is the member's name, which committee the member is participating in, their function in the committee, and a photo of this member when it participates in a committee. When this is about a board member, only the board year, function, and general group picture are saved. This information will also be stored to establish that a graduate student has been active at T.S.V. ‘Jan Pieter Minckelers’. At the graduation ceremony, the graduate students receive a gift from T.S.V. ‘Jan Pieter Minckelers’.
15) Experience of studying abroad; The board of T.S.V.' Jan Pieter Minckelers can ask its members who have experienced studying abroad to share this with the members of T.S.V. ‘Jan Pieter Minckelers’ for educational purposes. This is voluntarily. On the website, a specific page is dedicated to this information behind the log-in system. Members who would like to go abroad for educational purposes can use the information on this webpage to look for possibilities. Additionally, the board of T.S.V.' Jan Pieter Minckelers, can put the photos of the members onto an interactive world map, which can be seen on the promotion screen in the Japie room.
16) Lecture follow-up groups; As a study association, T.S.V. ‘Jan Pieter Minckelers’ organizes so-called lecture follow-up groups. These groups are arranged for a few specific courses of the study Chemical Engineering & Chemistry (both bachelor and master courses). The groups remain in direct contact with the Coordinator of Education Affairs of the study association and the responsible lecturer of the certain course. The groups will be published on the website of T.S.V. ‘Jan Pieter Minckelers’ so that the members can see which members give feedback to which course. This information is locked behind the login system, so only members can access this information.
5.2: T.S.V. 'Jan Pieter Minckelers' processes the following personal data of benefactors
1) First-, surname and affixes; We ask you this because we would like to keep a clear and structured archived benefactor document.
2) Address information; We ask you this because the address will be used to send mail, such as the association magazine "T-Licht", to the benefactors of the association.
3) Phone number; We ask you this to have quicker contact with you in the case of emergency. We strictly use this when communicating via (e-)mail is insufficient.
4) E-mail addresses; The e-mail address is the most used way of communication between T.S.V. ‘Jan Pieter Minckelers’ and her benefactors. We use the e-mail address to inform you about activities and to spread other relevant information for the benefactors.
5) Contact preferences; We track the contact preferences you have entered. This way, the benefactor can choose to obtain the newsletter, the association magazine "T-Licht" (digitally or physically), and general mailing.
6) Activity with T.S.V. ‘Jan Pieter Minckelers’; The information that is saved is the name of the benefactor, which committee or board the benefactor had been participating in, his or her function in the board. and a photo of this member when it participates in a committee.
7) Transaction information; If the benefactor has chosen for an automatic money transfer, the following will be stored: The account number of the benefactor, the acceptance of this automatic money transfer, and the amount of money the benefactor donates to the association.
8) Membership years; The years in which a benefactor has been at the association as an ordinary member, will be stored so that the benefactor can view the photo galleries in which this benefactor has been a normal member.
9) Photos; During the activities of T.S.V. ‘Jan Pieter Minckelers’, photos will be made of the present benefactors, activities, and/or objects. A selection of the photos will be published on the website of T.S.V. ‘Jan Pieter Minckelers’. Part of the photos are publicly available. The full content can only be seen after logging in. T.S.V. ‘Jan Pieter Minckelers’ stores and archives the photos made during an activity. The photos that are published on the website may be used for the annual report, end report of the study tour connected to T.S.V. ‘Jan Pieter Minckelers’, the association magazine "T-Licht", the newsletter which is sent to the members of the association, and an almanac with names of the members of T.S.V. ‘Jan Pieter Minckelers’. Moreover, photos may be used by T.S.V. ‘Jan Pieter Minckelers’ for physical promotion material within the Department of Chemical Engineering & Chemistry of the TU/e, for digital promotion on the website of T.S.V. ‘Jan Pieter Minckelers’ or promotional material for cooperative committees between T.S.V. ‘Jan Pieter Minckelers’ and another entity, both within and outside the department Chemical engineering & Chemistry. By being present during an activity, you agree with the publishing of the photos on which you are present. In the case you think a photo does not belong on the website of T.S.V. ‘Jan Pieter Minckelers’, you can let this be known by e-mailing info@tsvjapie.nl.
5.3: T.S.V. 'Jan Pieter Minckelers' processes the following personal data of honorary members
1) First-, surname and affixes; We ask you this because we would like to keep a clear and structured archived honorary members document.
2) Address information; We ask you this because the address will be used to send mail, such as the association magazine "T-Licht", to the honorary members of the association.
3) Phone number; We ask you this to have quicker contact with you in the case of emergency. We strictly use this when communicating via (e-)mail is insufficient.
4) E-mail addresses; The e-mail address is the most used way of communication between T.S.V. ‘Jan Pieter Minckelers’ and her honorary members. We use the e-mail address to inform you about activities and to spread other relevant information for the honorary members.
5) Contact preferences; We track the contact preferences you have entered. This way, the honorary member can choose to obtain the newsletter, the association magazine "T-Licht" (digitally or physically), and general mailing.
6) Activity with T.S.V. ‘Jan Pieter Minckelers’; The information that is saved is the name of the honorary member, which committee or board the honorary member had been participating in, his or her function in the committee or board.
7) In Memoriam; We keep this to neatly and respectfully communicate with the honorary members, family, or friends.
8) Date of appointment We ask you this because we would like a structured archive of the honorary member document.
5.4: T.S.V. 'Jan Pieter Minckelers' processes the following personal data of and for activities
Additional personal data can be asked for and (temporarily) be stored of members or benefactors who have been subscribed for an activity. Sometimes additional information is needed which T.S.V. 'Jan Pieter Minckelers' asks for. The following information is included in the list:
1) Allergies or dietary wishes; We ask you this for activities in which food has been arranged for. Activities organized by the ChefCie, but also barbecues and committee activities in which dinner or lunch is served beforehand fall into this category. There will, for instance, be asked whether the members or benefactors are vegetarian or lactose-intolerant.
2) Nationality; We ask you this, for excursions organized by T.S.V. ‘Jan Pieter Minckelers’. It is often of state interest that we do this. Also, nationality is needed to book airplane tickets for excursions abroad. This information will immediately be deleted after use.
3) Document number of passport or identification card; We ask you this, for excursions organized by T.S.V. ‘Jan Pieter Minckelers’. It is often of state interest that we do this. Also, the document number is needed to book airplane tickets for excursions abroad. This information will immediately be deleted after use.
4) Miscellaneous additional information; We ask you this because extra information needs to be retrieved for several activities. Think of clothing size as miscellaneous additional information.
5.5: T.S.V. ‘Jan Pieter Minckelers’ collects and processes the following information of and for career activities of non-members
Personal information is collected and processed from non-members when they desire to participate in career activities organised by or via T.S.V. ‘Jan Pieter Minckelers’. This information includes the following, although additional information can be asked for:
1) Name; The name of non-member participants are noted for recording keeping of attendance.
2) Email address; The email address of non-member participants are recorded for communication purposes regarding the activity that was subscribed for.
3) Department; The department of the non-member is recorded for statistical purposes.
4) Transaction information; By agreeing to attend a career activity as a non-member you agree to have the following information be stored, for the required financial legal term: account number of the non-member, the amount transferred by the non-member. This information will be recorded for bookkeeping purposes, in order to ensure that the activity was paid for and so that a refund can be made as needed.
5) Dietary preferences; Dietary preferences are recorded to ensure that, if food is provided, the non-member participant can partake.
6) Photos; During career activities photos may be taken, for use in internal and external promotion by T.S.V. ‘Jan Pieter Minckelers’. More information regarding the use of photos can be found by reading section 5.1.13 of the privacy policy, pertaining to the use of photos of Japie members. By being present during an activity, you agree with the publishing of the photos on which you are present. In the case you think a photo does not belong on the website of T.S.V. ‘Jan Pieter Minckelers’, you can let this be known by e-mailing info@tsvjapie.nl.
6. Who can see the personal data
Within the association, the board of T.S.V. ‘Jan Pieter Minckelers’, committees thereof, former board members, candidates of the board and candidates of the following committees: committee F.O.R.T. ‘Pie Debye’, the financial committee and Hét Tappersgilde, are the only people allowed to access personal data. Below, the committees are listed and it is explained what personal data the committees may process and see. The committees are divided into three categories, namely operational committees, activity committees, and miscellaneous committees. Operational committees are necessary to maintain T.S.V. ‘Jan Pieter Minckelers’. In many cases, these committees have access to more personal data than the other two committee categories. Activity committees are committees that organize an activity for the association. For activities, additional information may be needed.
T.S.V. ‘Jan Pieter Minckelers’ only shares information to external parties and when this is needed for the execution of the agreement with you or to fulfill the legal mandate. In other cases, T.S.V. ‘Jan Pieter Minckelers’ asks for your permission to share information with external parties.
6.1: Operational committees
1) Board; All information streams and the storage systems are always accessible for the board of T.S.V. ‘Jan Pieter Minckelers’.
2) Candidates of the board; The candidates of the board will take over the board from the annual G.M.M. in September. This group will have access to the tasks of the board so that they can be properly prepared for the board year. Due to this, all information streams and storage systems will be accessible to the candidates of the board of T.S.V. ‘Jan Pieter Minckelers’.
3) Financial committee; The financial committee (FinanCie) is allowed to view the finances of the association. The committee monitors this actively. The members of this committee will be able to see the ledgers in which is states who has purchased an item at T.S.V. ‘Jan Pieter Minckelers’. Furthermore, the financial committee may see personal data of members, such as legal name or home address, when monitoring the finances of the association.
4) F.O.R.T. committee; The F.O.R.T. committee needs the subscriptions from the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee can request more information from the members to organize their activities. The committee also has access to the e-mail addresses of the people who have signed up for an activity. Moreover, the F.O.R.T. committee can see the names and dates of birth of the Japie members who can visit the F.O.R.T. to check whether the present members are below the age of 18 years. Due to legal mandate and health decisions, no alcoholic beverages will be served to people underage. The F.O.R.T. committee has also got their personal data system named Twelve. Here, the transactions made during an activity are linked to an account. These accounts are not all in possession of Japie members, but the accounts can also be owned by department workers or other people who are not a member of Japie. On Twelve, only the names, dates of birth, and transaction information will be stored, concerning the personal data.
Furthermore, the F.O.R.T. committee has access to the e-mail addresses of the current second-year bachelor students who are a member of T.S.V. ‘Jan Pieter Minckelers’ to ask for the interest of these students for becoming F.O.R.T. committee next academic year.
The F.O.R.T. committee may also ask for: legal names, bank account numbers, and home address information, in order to fulfil legal obligations for invoicing.
5) Candidates of the F.O.R.T. committee; The candidates of the F.O.R.T. committee will take over the F.O.R.T. committee from the annual G.M.M. in September. This group will have access to the tasks of the F.O.R.T. committee so that they can be properly prepared for the F.O.R.T. year. Due to this, the candidates of the F.O.R.T. committee have access to the Twelve system and to the additional information for activities. The candidates of the F.O.R.T. committee do not have access to the e-mail addresses of the current second-year bachelor students who are a member of T.S.V. ‘Jan Pieter Minckelers’.
6) Hét Tappersgilde; Hét Tappersgilde is able to see which F.O.R.T.-cardholders are below the age of 18 years; Hét Tappersgilde will receive the dates of birth of the members for this. The committee has access to this information to fulfill the legal mandate and serve alcoholic beverages to the people who are allowed to consume alcohol. Hét Tappersgilde has also got access and the right to use the system, Twelve. They can make transactions in the F.O.R.T. possible by using the Twelve system. Also, Hét Tappersgilde has access to the names, dates of birth, and transaction information concerning personal data.
7) J.A.P.I.E.-cie; The Japie Automatisering Programmeren Internet en Elektronica (Japie Automating Programming Internet and Electronics) committee has access to all data traffic on the Japie websites, all databases with information which are stored on the VPS (Virtual Private Server). In the VPS, personal data is stored. The J.A.P.I.E.-cie does not use any of the personal data in their tasks, but it does need access to maintain the website of T.S.V. ‘Jan Pieter Minckelers’ and to solve issues with the electronics used by T.S.V. ‘Jan Pieter Minckelers’.
8) Educational Council; The Educational Council (OR) works together with the Coordinator of Educational Affairs to further the educational affairs portfolio of the association. Both parties organize cohort consultations and course consultations. These consultations are organised by the Coordinator of Educational Affairs or the Educational Council to obtain feedback from the members to improve the courses of the Department of Chemical Engineering & Chemistry. To contact the members of T.S.V. ‘Jan Pieter Minckelers’, the e-mail addresses of the members of each cohort or members who have subscribed for a specific course, may be used. Furthermore, the Educational Council has access to the e-mail address used by the Coordinator of Educational Affairs.
9) Advisory Board; The Advisory Board (RvA) has no access to personal data that is kept by T.S.V. ‘Jan Pieter Minckelers’.
10) T-Licht Editorial Board; The T-Licht Editorial Board has access to the names and addresses information of the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’ to send the T-Licht magazine to the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’.
11) Candidates of the financial committee; candidates of the financial committee are defined as individuals that are proposed by the financial committee to become a member of the financial committee. The candidates of this committee will see the ledgers in which is stated who has purchased an item at T.S.V. ‘Jan Pieter Minckelers’.
12) Candidates of Hét Tappersgilde; candidates of Hét Tappersgilde are defined as individuals that are proposed by the committee F.O.R.T. ‘Pie Debye’ to become a member of Hét Tappersgilde. Candidates of Hét Tappersgilde are able to see which F.O.R.T.-cardholders are below the age of 18 years. Candidates of Hét Tappersgilde have access to this information to fulfill the legal mandate and serve alcoholic beverages to the people who are allowed to consume alcohol. Candidates of Hét Tappersgilde also have access and the right to use the system, Twelve. Candidates of Hét Tappersgilde can make transactions in the F.O.R.T. possible by using the Twelve system. Also, candidates of Hét Tappersgilde have access to the names, dates of birth, and transaction information concerning personal data.
13) Former board members; former board members are individuals that did a board year at T.S.V. ‘Jan Pieter Minckelers’ prior to the current board. The former board members will only get access to all information streams and the storage systems that are accessible from the service computer in the Japie room; which are the ST-filer and the email servers as defined in chapter 3 and all personal information as defined in chapter 5. Access to this information is necessary to provide service in the Japie room. Former board members also have the right to access the ST-filer and all personal information as defined in chapter 5 in order to complete the secretarial annual report. The current board can give or deny access to any former board member from the previous five years and that are currently a member of the association. Former board members that did a board year more than five years ago or are no longer a member are automatically denied access.
14) Acquisitions committee; The acquisitions committee (AcquisiCie) works together with the Coordinator of External Affairs to further the external affairs portfolio of the association. This means that they are tasked with contacting external parties for potential collaborations and carrying out certain activities. For these activities members of the acquisitions committee need access to names, email addresses, and additional information asked from members via the website or separate forms. Furthermore, members of the acquisitions committee have access to the email address used by the coordinator of External Affairs.
15) Former F.O.R.T. committee members and old Hét Tappersgilde members; Old F.O.R.T. committee members and old members of Hét Tappersgilde are people who have been discharged from either the F.O.R.T. committee or Hét Tappersgilde. These individuals may be asked to draft and/or work behind the bar by the F.O.R.T. committee. These individuals are allowed to see which F.O.R.T.-cardholders are below the age of 18 years in order to fulfil their legal mandate. These individuals have access and the right to use Twelve, the bar system, to make transactions in the F.O.R.T. possible. Furthermore, these individuals have access to the following personal information of guests to the F.O.R.T. : names, dates of birth, and transaction information.
6.2: Activity committees
1) ACTcIE; The ACTcIE gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
2) BatCie; The BatCie gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website. The committee has access to the e-mail addresses of the people who have subscribed to the activity. The BatCie needs proof of registration at the TU/e as well as document numbers of identity cards to meet the demands of the Batavierenrace.
3) ChefCie; The ChefCie gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
4) Freshmen Committee; The Freshmen Committee (EJC) gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
5) LadyCie; The LadyCie gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
6) IntroCie; The introduction committee gains access to data of the people who have signed up for the introduction week. The committee will obtain the following data: name, date of birth, dietary wishes, sleeping address, and phone number. The committee needs this information to supply the introduction week participants with food and to contact the participants in case of emergency.
7) Study Tour Committee; The study tour committee (STC) has access to the e-mail addresses of the participants of the study tour to keep the participants up to date with the progress and the preparatory activities of the activities. Also, the committee asks for passport information of the participants to be able to book flight tickets and to organize excursions to companies. Next to this, the committee keeps phone numbers and emergency phone numbers of the participants. Much of the information has been agreed upon in the contract of participation for the study tour. Furthermore, the study tour committee can request more information from the members to organize its study tour and its activities.
The study tour committee may ask for: legal names, bank account numbers, and home address information, in order to fulfil legal obligations for invoicing.
8) Study Trip Committee; The study trip committee (MEC) has access to the e-mail addresses of the participants of the study trip to keep the participants up to date with the progress and the preparatory activities
9) The PaparaCie: The PaparaCie has access to the stack, where photos of members from activities organised by and via Japie can be found. They have access to be able to upload and edit photos from activities where they were actively involved with the photography.
6.3: Miscellaneous committees
Miscellaneous committees are committees that are not yearly active. In this list, fixed committees, merged committees, and newly formed committees (such as the Excursion committee, Weekend committee, Codex committee, etc.), are present. Merged committees are constituted from two existing committees, such as the ABC, which is merged from the ACTcIE and the BatCie.
1) A new committee; A new committee gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
2) GalaCie; The GalaCie gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website.
3) F.O.R.T. Lustrum committee; The F.O.R.T. Lustrum committee (FoLuCie) gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website. The FoLuCie may use the statistics from the Twelve program to fit the activities better to the members.
4) Lustrum committee; The Lustrum committee (LuCie) gains access to the participant information on the website of T.S.V. ‘Jan Pieter Minckelers’ to organize their activities. Furthermore, the committee may ask for additional information via the website The LuCie can be appointed to guide the Lustrum Book committee. When this happens, the LuCie gains access to the names and address information of the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’ to send the lustrum book to the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’.
5) Lustrum Book committee; The Lustrum Book committee (LuBoCie) has access to the names and address information of the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’ to send the lustrum book to the members and benefactors of T.S.V. ‘Jan Pieter Minckelers’.
6) ONCS committee; The ONCS (Open Nederlandse Chemie Sportdagen) committee changes every year of organizing study association. This committee works under the foundation ONCS. This foundation obtains all relevant information of the subscribed members of T.S.V. ‘Jan Pieter Minckelers’ from T.S.V. ‘Jan Pieter Minckelers’ to organize the ONCS. By subscribing to the ONCS, you agree with the sharing of the relevant information.
7) Symposium committee; The Symposium committee gains access to the information of the participants of the symposium. This list contains the names and e-mail addresses of the people who have bought a ticket.
7. Your rights
In the GDPR law, different rights concerning the change and removal of your data. This is explained in the GDPR law, but these will be mentioned for convenience here. If you would like to call upon one or more of these rights, you can do so to contact the board via the suggested contact ways.
1) Right of data portability; You have the right to obtain all the digital personal data of yourself that T.S.V. ‘Jan Pieter Minckelers’ has stored. This way, you can easily share your information with a similar association. T.S.V. ‘Jan Pieter Minckelers’ will supply your data within one month of your request.
2) Right to erasure; In a few cases, T.S.V. 'Jan Pieter Minckelers' is obliged to delete personal data when you request this. This holds for the following cases:
· The data is not needed for the purposes for which T.S.V. 'Jan Pieter Minckelers' collects the data.
· You withdraw the permission that T.S.V. ‘Jan Pieter Minckelers’ may collect your data.
· You object to the processing of personal data. You have a relative right to object if your rights are more important than the interest of T.S.V. ‘Jan Pieter Minckelers’ to process your data.
· T.S.V. ‘Jan Pieter Minckelers’ unlawfully processes your data.
· After a lawful term; these differ per situation, but in the case of finances, 7 years is held.
Do note that there are consequences of using the right of being forgotten. T.S.V. ‘Jan Pieter Minckelers’ cannot undo this action, so all your data at T.S.V. ‘Jan Pieter Minckelers’ will be lost. For many services (such as activities or visiting the F.O.R.T.) personal data is needed. You can be excluded from several services when you use this right.
3) Right of access; You have the right to ask which data T.S.V. 'Jan Pieter Minckelers' has of you, and you have the right to see this data.
4) Right of rectification; You have the right to have incorrect personal data be changed.
5) Right to automated decision-making and profiling; You have the right to watch along decisions taken concerning automatically processed data. However, T.S.V. 'Jan Pieter Minckelers' does not do this.
6) Right on limitation of processing; You have the right to limit the use of your data. This holds for the following situation:
· Your data is incorrect.
· The processing is unlawful.
· Your data is not needed anymore.
· You object.
7) Right to object against data processing; You have the right to object against the processing of your data.
8. Security of your data
The access to all personal data is encrypted via one or multiple ways. The board frequently checks whether the right person has access to the data. If there are any changes made to this, passwords will be renewed to make sure that old people do not gain access to personal data.
9. Misuse of and infringement on your data
When personal data is used in other ways than is allowed according to law and policy, then the situation of unlawful behavior is at hand. The unlawful behavior can be done unintentionally, because someone may not be up to date with the rules. Also, intentional unlawful behavior is possible. In this policy, both intentional and unintentional unlawful behavior is recognized as misuse.
Misuse can lead to damage to people or the organization. We talk of misuse when:
1) A person who is not allowed to gain and/or use certain data.
2) A person who has access uses the data for other goals than is allowed to this person.
3) Data is used that is not allowed to be used or that is not registered.
To prevent misuse, a few measures must be taken. It is important to have a policy regarding privacy and personal data, to make agreements, and to communicate the information. Clearance on good use of data prevents unintentional unlawful behavior.
10 Miscellaneous data processing
10.1: Book sale
T.S.V. ‘Jan Pieter Minckelers’ facilitates the book sale for her members. The book sale will be done via the website of T.S.V. ‘Jan Pieter Minckelers, but also in cooperation with Intertaal. T.S.V. ‘Jan Pieter Minckelers’ gains the following (personal) data from Intertaal for the book sale with Intertaal:
1) First-, surname, and initials.
2) E-mail address
3) Order number
4) Bought articles
5) Status of the order
6) Order date
This data will be used to check which Japie members have to pick up their books and whether this has already been done. This data is located on the ST-Filler and a list of the people may be printed and kept in the Japie room to keep up to date on who has picked up their books. The list will be deleted after all members have picked up their books.
For the book sale via the website of T.S.V. ‘Jan Pieter Minckelers’, members of the association, who would like to sell their books, agree that the contact information (name, e-mail address, phone number) is accessible on the website. This data can only be seen after logging in to the website.
10.2: Japiecam
T.S.V. ‘Jan Pieter Minckelers’ has a webcam that is in use during opening hours. Part of the Japie room (STW 0.25) will be video-recorded using this webcam. The audio will not be recorded. The feed of this webcam will be stored on an external cloud and will only be visible to current board members. The term of storage will be 4 weeks, afterwards the footage will be deleted. The use of the camera is to prevent theft and vandalization if no board member is in the room.
10.3: Twelve
Twelve is a system in which the F.O.R.T. committee saves her data for standard use to her pub. A guest of the F.O.R.T. can buy a pass to which money can be transferred and pay for articles, such as beer, soda, and snacks. This pass works similarly to the OV-chipkaart system of public transport. On this system, the following (personal) data is stored:
1) First- and surname
2) Data of birth
3) Transaction information (like which articles have been purchased and the current balance on the account of that person. With this balance, the person can buy articles.)
4) Articles (like beer, soda, and snacks)
Data in this system will be deleted after two years of not being used. This is parallel to the policy of the F.O.R.T. committee, to which the leftover balance that is left on an account that has not been used after two years will be taken and the account will be deleted.
11. Complaints
If you are not happy with the current privacy policy or if you have complaints about the processing of your data, we ask you to contact the board of T.S.V. ‘Jan Pieter Minckelers’, the processing responsible. You can contact them by e-mail address: info@tsvjapie.nl.