Who are we?
NWO-I's full name is Foundation for Dutch Scientific Research Institutes.
It is an independent foundation governed by private law (not a government body) which, due to its national importance, is supervised by NWO (the Dutch Research Council, which is a government body). NWO-I is an umbrella organisation for ten national research institutes: AMOLF, ARCNL, ASTRON, CWI, DIFFER, HFML-FELIX, Nikhef, NIOZ, NSCR and SRON.
NWO-I is the employer of the nearly 1,800 staff members at the NWO-I office and the ten institutes:
- AMOLF
Physics of functional complex matter - ARCNL
Advanced Research Center for Nanolithography - ASTRON
Netherlands Institute for Radio Astronomy - CWI
Centrum Wiskunde & Informatica - DIFFER
Dutch Institute for Fundamental Energy Research - HFML-FELIX
High Field Magnet Laboratory – Free Electron Laser for Infrared eXperiments - Nikhef
National Institute for Subatomic Physics - NIOZ
Royal Netherlands Institute for Sea Research - NSCR
Netherlands Centre for the Study of Crime and Law Enforcement - SRON
Space Research Organisation Netherlands
NWO-I respects the privacy of researchers, staff and all its other contacts. Information is not retained for longer than is necessary for the purpose for which it was collected and is not used for purposes incompatible with that purpose. NWO-I processes personal data in accordance with the General Data Protection Regulation (GDPR). When processing personal data, NWO-I applies the principles of subsidiarity and proportionality. In terms of subsidiarity, NWO-I asks itself whether the purposes for which it processes data can also be achieved in another way, using fewer personal data, or using personal data that infringe less upon the privacy of the data subject(s). Furthermore, the processing of personal data must be proportionate to the intended purpose. NWO-I does not collect more data than it needs for the intended purpose.
What personal data does NWO-I collect?
NWO-I processes personal data only when necessary for a specific purpose. The purpose determines which personal data must be processed, and no more data than is necessary will be requested.
Depending on the purpose, the following personal data may be processed: name, address, place of residence, email address, telephone number, company details, gender, date of birth, bank account number and curriculum vitae.
For example, we ask for your email address when you wish to subscribe to our newsletters. We will then only use your email address to send you the newsletter.
On what legal basis does NWO-I process personal data?
NWO-I will only process your personal data if there is a lawful basis for doing so. Depending on the purpose, personal data is processed because:
- you give your consent to this: for example, when you apply for a job with us, you give us permission to process your personal data for the recruitment process. The same applies when you ask us to contact you.
- it is necessary for the performance of a contract entered into with you: for example, when you join our company, or when you do business with us.
- it is necessary to comply with a legal obligation: we are legally required to retain personal data for our financial and personnel records for a specified period.
- it is necessary to protect your vital interests.
- where it concerns a task in the public interest: see the ‘Purposes’ section for further details.
- NWO-I has a legitimate interest in doing so: for example, for processing activities relating to day-to-day operations.
If NWO-I processes your personal data on the basis of the consent you have given, you may withdraw your consent at any time. From that point onwards, NWO-I will no longer process your personal data.
Purposes
NWO-I processes personal data primarily for the purpose of fulfilling its statutory objectives (derived from the statutory duties imposed on NWO as referred to in Article 3 of the NWO Act):
The foundation’s objective is:
- to advance excellent science and the quality of scientific research in general;
- to have first-class scientific research conducted in specific areas;
- to initiate and encourage new developments in scientific research;
- to transfer knowledge to society of the results of scientific research it has initiated, conducted and encouraged;
- to manage its institutes.
For this purpose, NWO-I collects personal data so that the following activities can take place:
- the establishment, management and support, either independently or in collaboration with others, of scientific research institutes or other initiatives of an institutional nature
- facilitating and conducting scientific research, both within the Institutes and externally;
- developing policy on and participating in NWO cross-cutting themes;
- facilitating and participating in national and international organisations and partnerships;
- establishing substantive and operational links between the Foundation and NWO;
- participating in, holding a financial interest in, or managing other companies or undertakings, or public-private (institutional) partnerships;
- training researchers; in particular, PhD students in preparation for their PhD.
- organising events primarily related to scientific research.
NWO-I also processes one or more items of personal data for the following purposes (depending on which activities apply):
- to assist you and provide information on specific research issues;
- in order to fulfil its role as an employer. We have a specific privacy statement for employees.
- to collect relevant data for the purposes of (specific) scientific research; to communicate with you by sending electronic newsletters, emails and/or post; to fulfil financial obligations;
- to answer your questions via social media, email, post or telephone.
Protection of your personal data
NWO-I protects your personal data to prevent misuse and unauthorised access to your personal data.
Retention period for your personal data
In principle, personal data is not retained for longer than is necessary to achieve the purpose for which it was collected. Personal data contained in documents covered by the 1995 Public Records Act is stored in the manner and for the duration prescribed by that Act.
In cases where data is retained for the public interest, scientific or historical research, or statistical purposes, personal data may be stored for a longer period. Where this applies, NWO-I will take appropriate technical and organisational measures in accordance with the GDPR to protect your rights.
Disclosure to third parties
NWO-I will only disclose your personal data to third parties if there is a legal obligation or a legal basis for doing so, as referred to in Article 6 of the GDPR. Whenever NWO-I discloses your data to a third party, it safeguards your privacy rights by, amongst other things, entering into a data processing agreement setting out how your personal data is to be handled.
Your personal data will never be sold to third parties. The recruitment code applies to the data provided and collected via the online application process. You can find more information in the privacy statement for applicants.
Exercising your privacy rights
Would you like to know what personal data NWO-I processes about you? You can request a summary from us at any time. We will then explain, amongst other things, what we use this data for, how long we keep it, and what you can do if your details are incorrect.
You may submit a request to NWO-I to exercise the following rights:
- The right to access your personal data
- The right to rectify and/or supplement your personal data
- The right to have your personal data erased
- The right to restrict the processing of your personal data
- The right to data portability
- The right to object
- The right not to be subject to a decision based solely on automated processing, including profiling.
If your personal data is processed for the purposes of archiving in the public interest, scientific or historical research, or statistical purposes, the law imposes restrictions on, amongst other things, your right of access, rectification, restriction of processing and right to object. Furthermore, in the case of processing for the purposes of archiving in the public interest, your right to data portability is also restricted. Furthermore, for NWO-I, the obligation to notify data subjects does not automatically apply in this context.
Do you have any questions or a complaint?
If you have any questions or wish to make a complaint regarding the use of your personal data, please send an email to info@nwo-i.nl.
You can always contact the Data Protection Officer at FG@nwo.nl with any questions or comments regarding how we handle your personal data. If you feel that we are not assisting you appropriately, you have the right to lodge a complaint with the supervisory authority. This is known as the Dutch Data Protection Authority.
Contact details for NWO-I
PO Box 3021, 3502 GA Utrecht
Winthontlaan 2, 3526 KV Utrecht
(030) 600 12 11
info@nwo-i.nl