Version January 2024

This privacy statement describes how BuddyGoDutch protects your personal data and how this data will be used. 

1. Stichting BuddyGoDutch
This is the current version of the privacy statement of Stichting BuddyGoDutch. Stichting BuddyGoDutch acts in accordance with the General Data Protection Regulation (GDPR). Sitchting BuddyGoDutch keeps developing and improving their services, therefore it may occur that the privacy statement will be updated to reflect these changes. Stichting BuddyGoDutch advises their users to consult this privacy statement regularly.

Stichting BuddyGoDutch is responsible for all the processing of personal data mentioned below. Stichting BuddyGoDutch collects personal data of the Candidate Board, Applicants, Committee members, national and international buddies and other parties. 

2. Collected data and purposes of processing
Stichting BuddyGoDutch collects and processes personal data from participants for the following purposes. In the rest of the statement only the article numbers will be used to refer to these purposes.

1. To provide services and invoice them
2. To communicate with participants and other parties
3. To adjust our services to the needs of our participants
4. To improve our services
5. To inform our participants about activities and discounts (from third parties)
6. To recognize and greet the participants
7. To make pictures and videos at activities for publicity purposes
8. To check whether the participants meet the payment obligations and to check all those facts and factors that are important for the responsible conclusion and / or execution of the agreement
9. To secure, adjust and improve the website
10. To verify the identity of participants and counteract fraud
11. To organize group vacations (inside and outside of the Netherlands)
12. To register board members in the Chamber of Commerce (Kamer van Koophandel)
13. To register board members at the bank (ING)

2.1 Personal data concerning participation in the buddy program
Stichting BuddyGoDutch processes the following data:

• First and last name
• Email address
• Telephone number
• Educational institute

2.2 Personal data concerning the matching process

• Gender
• Date of birth
• Country of origin
• Study department
• Study phase
• Spoken languages
• Hobbies

If applicable:

• Preferences for your match (e.g. country of origin or language)
• Comments of things we should take into account

2.3 Personal data concerning the webshop

• First and last name
• Email address
• Method of payment and its data (e.g. bank account number)

2.4 Personal data concerning photos 

• Imagery made during activities and events (Unless the participant indicates otherwise)*

*Note: We reserve the right to use photographs taken during our events for promotional purposes.

If the participant wants a photo removed, this is possible at any time and the photo in question will be taken offline as soon as possible or the participant will be made unrecognizable. Complaints about this matter can be made known by emailing to [email protected]

If you follow, communicate with or about Stichting BuddyGoDutch via social media, we will process the following data so that we can optimize our services.

• Profile information on the relevant social medium
• The content and messages viewed and posted with regard to Stichting BuddyGoDutch

3. Provision of data to third parties
Stichting BuddyGoDutch can make use of services of third parties to process your data in accordance with this Privacy Statement. These third parties act as processors for Stichting BuddyGoDutch and we ensure that these parties guarantee sufficient security with respect to technical and organizational security measures. Third parties can only use your personal data on behalf of Stichting BuddyGoDutch.

For the remainder, Stichting BuddyGoDutch provides your personal data with third parties solely with your prior permission, or in case we are obliged to do so on the basis of the law and regulations, or we are compelled to as a result of a lawsuit and/or in case we deem this necessary to protect our own interests.  

Stichting BuddyGoDutch will always conclude a processor agreement with third parties before transferring any personal data, or examine the processing conditions of the third party for adequate compliance with the GDPR.

4. Security
Stichting BuddyGoDutch has taken suitable technical and organizational measures to protect your personal data against loss of personal data or improper processing. For instance, we make use of a firewall and encryption measures to prevent access to data by unauthorized third parties. 

The user data are saved on locations that are both physically and technically protected. Only a very select group of authorized persons has access to this participant data based on their position (profile). 

5. Rights of the concerned individuals
In case Stichting BuddyGoDutch processes your personal data, you have the right to the following in case not contradicting the law: 

• Right to information
• Right to inspection
• Right to deletion
• Right to rectification
• Right to objection
• RIght to restriction of processing
• Right to human intervention in automated processes and decisions
• Make a complaint regarding the use of personal data
• Make a complaint to the Dutch Data Protection Authority

In case you want to call to one of these rights, or have any questions regarding the rights named above, you can contact the secretary of the board at [email protected]

6. Services from third parties
Stichting BuddyGoDutch uses software from third parties that also process the personal data from participants. These tools are only used for the purposes stated in article 2. The following tools are currently being used.

6.1 G Suite
Stichting BuddyGoDutch uses Google Workspace and its products (e.g. Gmail, Google Drive) to execute their tasks. If an email is sent to BuddyGoDutch, this data will be received in a version of this programm. This data is processed by the General Data Protection Regulation and is therefore not processed by Google. Therefore, Google itself has no insight into what is sent or received. However, the personal accounts are being transferred from board members to board members when the yearly transfer has taken place. Therefore, it is possible that future board members will be able to access older information. We advise not to communicate personal data online or explicitly request the data to be deleted. 

6.2 Zoho
Stichting BuddyGoDutch uses the program Zoho to communicate with its buddies. For example for the newsletters, updates about the matching process and to provide information about upcoming activities and events. For the use of Zoho we only provide participants first and last name and email address. Zoho has its own privacy policy that states how they process, save and protect personal data. The policy can be found at: https://www.zoho.com/nl/privacy.html

6.3 WordPress
The website uses WordPress, which makes use of cookies. For more information about the cookie policy see article 7. The website uses plug-ins to function optimally. These plug-ins can register IP-addresses if necessary, for example for the payment process and the firewall on the website.  

7. Cookie policy
Stichting BuddyGoDutch only uses Analytical cookies if you agreed to the cookie banner. We value your privacy a lot. We only like to know our website statistics to improve readability.  

7.1 Functional cookies
The Functional session cookies are used for the functionality of the website, which are needed for:

• Remembering which products are purchased during online shopping
• Remembering and reporting information you enter in the process of logging in
• Saving your preferences

7.2 Analytical cookies
The Analytical cookies are used to analyse your visit to our website. For example, we analyse the number of visitors on our website, the length of your visit, the order of visited pages, and whether any of the pages on the website need to be changed. By means of the collected information, we can design our website to be more user friendly. Furthermore, these cookies are used to resolve potential technical problems on the website. 

7.3 E-mail tracking pixels
An e-mail tracking pixel is an electronic file (size normally 1 x 1 pixel) that is placed in an e-mail (such as our newsletter). By using e-mail tracking pixels, we can see which (parts of an) e-mail(s) are being read, or whether people click on and in the e-mail. Using this technology, we can gain more insight in the behavior of our users, and see which parts of the e-mails are  being read. We can use this information to determine whether the e-mails are relevant, and determine and improve the effectiveness of our e-mails.  

8. Webistes of third parties
The website may contain hyperlinks to websites of third parties. Stichting BuddyGoDutch has no control over the websites of third parties that are linked towards. Therefore, it is possible that a different privacy statement applies to the use of the third party website. This privacy statement only applies to personal data obtained by the Stichting BuddyGoDutch. Stichting BuddyGoDutch does not have any responsibility or liability for (the operation and/or content of) websites of third parties.

9. Objection period
In accordance with the GPDR, Stichting BuddyGoDutch does not save personal data longer than necessary, with a maximum of eighteen months. If there is a legal retention period, Stichting BuddyGoDutch will follow that period.

10. Contact
If there are any questions about this privacy statements, it is possible to contact Stichting BuddyGoDutch via [email protected]