Privacy Policy

This is the privacy policy for Effective Altruism Netherlands (“EAN”, “we”, “our”, “us”). This privacy policy explains how and why we collect and use personal information, and what we do to ensure it is kept private and secure when we do so.

This policy governs all pages hosted at effectiefaltruisme.nl and pages hosted on any sub-domain (our “Websites”). When you visit any of our Websites, we may collect personal information from you, either directly, or passively as you browse. Please read this policy to understand what personal information we collect and how we use it.

1. Who we are

We are Effective Altruism Netherlands, a registered Foundation (Stichting) in the Netherlands. Our registered office is at Van Diemenstraat 92 1013 CP Amsterdam. For the purposes of data protection law, we will be a controller of the personal information we hold about you. This means we make decisions about how and why your information is used and have a legal duty to make sure that your rights are protected when we do so.  See section 6 for more details about how we keep it secure.

If you have any questions about our privacy policy, please get in touch with us by writing to us at our registered address given above or contacting us via info@effectiefaltruisme.nl.

2. The personal information we collect

We collect the following types of personal information:

INFORMATION YOU GIVE US
If you apply to attend any of our events or courses, we may ask you for personal information about why you would like to attend and information about your profession. If your application to attend is accepted, we may ask you to pay and submit personal information to the event-management app we use, called Eventbrite. However, we will be able to access the personal information you provide through the Eventbrite app. This personal information includes your name, address, e-mail address and other information provided by you. You can find out more about how Eventbrite uses your personal information by having a look at the Eventbrite Privacy Policy.

If you attend any of the EA events which are put on by our partners, we will have access to the personal information you provide them in order to keep track of who is attending.

Our application forms may ask for personal information about you relating to the subject of your application.
If you contact us for any reason, we may keep a record of that correspondence.

When you make a donation, the information you have given to us is passed to our payment processing partner to process according to our instructions. We do keep a copy of this. However, we will never store your card details – these are held by our third-party payment provider. See section 8 for more about third parties we may share your data with. 

TECHNICAL DATA
When you visit any of our Websites, we may collect technical data about the device you are using, including where available your IP address, operating system and browser type. This is used for system administration and to improve the look and feel of our Websites. See section 3 for more about the technical data we collect through cookies and other web beacons.

SPECIAL CATEGORY DATA (ALSO KNOWN AS SENSITIVE PERSONAL INFORMATION)
Unless you specifically provide it to us as part of your application to attend an event or participate in a course, we do not collect any special categories of personal information about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. If you apply to attend an event or participate in a course and have requested reasonable accommodations in connection with a disability, we may store the information you provide to us about your disability in order to provide those accommodations if we can.

3. Cookies

A cookie is a small file of letters and numbers that we store on your browser or device, with your permission.
We use the following types of cookies:

STRICTLY NECESSARY COOKIES
These are cookies that are required for the operation of our Websites. You can refuse to accept all or some cookies by modifying settings within your browser (for guidance on how to do this visit http://www.aboutcookies.org/). However, if you block strictly necessary cookies, you may be unable to access certain parts of our Websites.

ANALYTICAL COOKIES
We use analytical cookies solely for the purpose of analysing marketing data related to our own products and services. We do not track your surfing behaviour on the internet.

4. How we use your personal information

PURPOSES 

• to process donations you make;
• to fulfil any orders you make (for example, if we are giving away copies of a book and you request that a copy be sent to you, we will use the mailing address you provide);
• to evaluate your application to attend an event or receive grant funding for a project;
• to comply with auditing and gift aid requirements;
• to ensure that content from our Websites is presented in the most effective manner for you and for your device; 
• to respond to queries you send us;
• to collect feedback;
• to keep track of what we discussed during one on ones or other interactions with EAN;
• to keep track of people who want to use our office;
• to keep track of potential volunteers.

We will only use your personal information when the law allows us to. The legal grounds that allow us to use your data for the purposes listed above are as follows.

LEGAL GROUNDS

• with your consent or explicit consent;

• where we need to perform a contract with you e.g. as a volunteer;
• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (see the “Legitimate Interests” section below); or
• where we need to comply with a legal or regulatory obligation.
  If you agree, we will send you periodic e-mails about EAN’s activities, upcoming events, annual retrospectives and other information that we think you might be interested in. You can opt-out of receiving these e-mails at any time by clicking the appropriate link in the e-mail itself, or by contacting us.

When contacting you for any of the above purposes we may do so by phone or email, unless you tell us otherwise.

Your data will be treated in accordance with applicable data protection law. It will only be shared with third parties as described in section 8 of this policy. We will never sell your personal information.

Below you will find an overview of the type of information we may collect as you use our services, for which purposes we collect the information and based on which legal grounds we may process the information.

5. Legitimate interests

We may rely on legitimate interests to process your personal information, provided that your interests do not override our own. EU and Dutch data protection law requires us to explain what these interests are.

LEGITIMATE INTERESTS

• to keep our records updated and to study how our Websites and other services are used;
• to administer and protect the charity and web presence (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting); and
• to best serve our charitable aims in the most efficient manner possible.

6. Keeping your personal information safe

We employ a variety of physical and technical measures to keep your personal information safe and to prevent unauthorized access to, use of or disclosure of it. We control who has access to your data (using both physical and electronic means). Even though we will take reasonable measures to protect your personal information, we cannot guarantee the security of your information transmitted and any transmission is at your own risk.

7. Storage and retention

WHERE WE STORE YOUR PERSONAL INFORMATION
We store your personal information electronically.  We take steps to protect that information against loss, unauthorized access, use, modification or disclosure and against other misuse.  Employees and volunteers of EAN for whom the data is relevant will be able to access this information.

HOW LONG WE KEEP IT
We collect and store personal information for purposes connected with our business. As such, we will only retain your personal information for as long as necessary for those purposes.

We regularly audit the personal information we hold and delete that which is not necessary. The below explains how long we keep it.

Personal Information Retention Period
Collected from your applications to, and attendance at, our events – 5 years
Collected from your applications to, and participation in, our courses – 5 years
Collected when you contact us for other reasons – 5 years

8. Disclosing your personal information

NEWSLETTER SUBSCRIPTIONS
If you sign-up to our monthly newsletter, we use MailChimp to manage the process of sending the completed newsletters out. You can opt out at any time by clicking the appropriate link in every newsletter we send you.

FINANCIAL SERVICES
We also use other external service providers to help with our financial services, for example if you want to donate to us or if we want to reimburse expenses to you. Sometimes these service providers also need your personal data to do so. We use Triodos Bank, and we do our accounting in EXACT. We share only the data necessary for the job the external service provider is doing for us. We do not sell your data to these service providers or other third parties. 

ATTENDING EVENTS
If you apply to attend any of our events or courses, we may ask you for personal information about why you would like to attend and information about your profession. If your application to attend is accepted, we may ask you to pay and submit personal information to the event-management app we use, called Eventbrite. 

EAN SERVICES
We use Typeform and Airtable for several purposes, such as registrations for our coworking office, applications for a career advice, volunteering interest forms, one-on-one conversations, EA introductory program registrations, registrations for other programs, feedback forms and for evaluation purposes. Personal data submitted through Typeform or Airtable is processed by these service providers. 

OTHER DISCLOSURES
If we choose to sell, transfer, or merge parts of the charity or our assets, we may disclose your personal information to the new owners. Alternatively, we may seek to merge with another charity. If a change like that happens, then the new owners may use your personal information in the same way as set out in this policy.

9. Disclosure required by law

We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorization such as a search warrant or court order.

We also may need to retain and disclose certain personal information about you to regulatory authorities and to appropriate agencies to conduct anti-money laundering and trade sanction checks and to assist with fraud prevention. We will disclose this information as is required by law.

10. Your rights

We want you to remain in control of your personal information. Part of this is making sure you understand your legal rights, which are as follows:

• where your personal information is processed on the basis of consent, the right to withdraw that consent;
• the right to request access to your personal data. This enables you to receive a copy of the personal data we hold about you and. Where technically feasible, certain data can be provided in a portable electronic format. 
• the right to have inaccurate personal information rectified;
• the right to object to your personal information being used for marketing or profiling, or on the basis of our or a third party’s legitimate interests;
• the right to restrict how your personal information is used; and
• the right to be forgotten, which allows you to have your personal information erased in certain circumstances (though this is not an absolute right and may not apply if we need to continue using it for a lawful reason).

If you would like further information about any of your rights or wish to exercise them, please contact us using the details given in section 1. However, please note that these rights do not apply where you have given your explicit consent for us to transfer personal information about you to one of our third-party charities located outside of the EEA. Please see section 8 above for more detail about this.

Please also keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so (for example, because the information no longer exists or there is an exception which applies to your request).

If you feel that your rights have been infringed, you should contact the Autoriteit Persoonsgegevens which oversees data protection compliance in the Netherlands. Details of how to do this can be found at: https://www.autoriteitpersoonsgegevens.nl/een-tip-of-klacht-indienen-bij-de-ap.  

11. Updating this policy

We may update this Policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we hold.