This is the Privacy and Cookie Notice of the website of Hubrecht Organoid Technology (hereafter: ‘Website’). This notice is governed by the EU General Data Protection Regulation (“hereafter: “GDPR”) and applies to all personal data that Hubrecht Organoid Technology, a foundation organised and existing under Dutch law, having its offices at Yalelaan 62, 3584 CM Utrecht, the Netherlands, registered with the Dutch trade register under number 58706542, (hereafter: “ HUB”, ‘we’, ‘our’ or ‘us’), processes as a data controller of its website visitors (hereinafter referred to as: ’you’ and ‘your data’) via our Website.

The purpose of this notice is to clearly describe how we collect, use and disclose personal data collected through the Website and which rights you have with respect to your personal data.

This document contains the following information:

  1. How we collect and store personal data
  2. How we might share personal data
  3. How we secure your data
  4. When we will remove your data (retention periods)
  5. Your rights
  6. Modifications
  7. Contact us

1. How we collect and store personal data

Personal data is any information that directly or indirectly identifies a natural person. Such information could include a name, e-mail address and the IP-address of your computer. We process your data for the purposes set out below. For as far we collect personal data through cookies, more information is provided under paragraph 2.

We will now explain what types of information we store and why we need this information.

A.   CONTACT FORMS

If you decide to contact us by providing us with your contact details on our website, then we will process the following personal data: (i) your first and last name; (ii) the organisation you represent and your job title, to the extent that you choose to provide this information to us; (iii) your email address and/or your telephone number, depending on the medium you have chosen to let us get in contact with you. We are allowed to process this data on the basis of article 6(1)(f) GDPR, since this information is necessary to properly answer your question. If you do not provide personal data for this purpose, we might not be able to contact you and answer your question.

HUB does not process any personal data from a special category (information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, personal data concerning health and information about your sex life or sexual orientation) during the initial contact. We ask that you not send us any personal data from such special category when you contact us. If and to the extent such processing becomes necessary at a later moment, we will inform you about the purpose and legal basis of such processing otherwise, as well as about any other information we are obliged to provide to you.

B.   ACCESS TO THE HUB ORGANOID DATABASE

Via our Website our customers may access the HUB Organoid database. For this purpose, customers need to sign up and prive us with their name and (business) email-address in order to receive a link to access the HUB Organoid database.

C.   NEWSLETTER

In order to be able to send newsletters to HUB newsletter recipients, you can provide us with your e-mail address and optional your name, initials and additional information like company name or a functional classification to be able to send you the right content. We are allowed to process this data based on your consent. You are at any time allowed to withdraw your consent. If you do not actively provide personal data for this purpose yourself, we will not provide you with our newsletter.

D.   ONLINE CAMPAIGNS

To stay connected to people that are interested in us, we may launch campaigns. Details of subscription information of a campaign is provided per campaign. We are allowed to process this data based on your consent. You are at any time allowed to withdraw your consent. If you do not actively provide personal data for this purpose yourself, we will not provide you with relevant content and messages.

E.   SOCIAL MEDIA

On our webpage, we also link to our LinkedIn page. If you follow our LinkedIn page or like something on our LinkedIn page (this is qualified as “consent”), personal data concerning you will be processed. HUB acts as a joint controller with LinkedIn for the processing of personal data provided to us through Page Insights, which exists solely of aggregate data. A copy of the joint controller arrangement we have with LinkedIn can be found through the following link. You are at any time allowed to withdraw your consent.

F.   HUBSPOT

Our website uses HubSpot, a marketing automation tool that allows us to accept forms and respond to our users with the content they request. HubSpot uses cookies to help gauge the interest of our users, make repetitive tasks easier, serve personalized content, and facilitate our marketing. You consent to accepting HubSpot cookies when you visit our website. To reject cookies from HubSpot, you can turn them off in your web browser.

G.   JOB APPLICATIONS

HUB only uses applicants’ personal data for recruitment and selection purposes. Unless required by law, we will not provide these data to other persons or bodies outside HUB without the applicant’s prior consent. Applicants’ data, that you have provided to us in your application letter and/or by providing us with your resume, will be deleted no later than four weeks after the application procedure has ended, unless the personal data are retained, with the applicant’s consent, for one year after the end of the application procedure with a view to possible future vacancies at HUB. If you are the successful applicant, that will be employed by HUB, we will separately inform you of the processing of your employee data as your employer.

H.   COOKIES

We use “cookie” technology, and other similar technologies, to collect additional Website usage data and to improve our services.

 

What are cookies?

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your device, which is like computer memory, for example to offer the basic functionality of the website or for statistical purposes. Different types of cookies exist, depending on their features and functions, and they might be stored on the users’ devices for different timeframes: e.g. session cookies are cancelled at the end of each browsing session.

What is the difference between first party and third party cookies?

We differentiate first party cookies and third party cookies. The word “party” refers to the domain as specified in cookie: the website that is placing the cookie. First party cookies are managed by us or used on our behalf and refer to HUB’s domain. Third party cookies are placed by third parties and refer to their domain name. For example: If we embed YouTube movies into our Website, also cookies from the YouTube domain will be placed. Our website may contain links to third party sites. As we are not control responsible for the privacy practices of those websites, we encourage you to review the privacy policies of these third party sites. This notice applies solely to personal data collected by our websites or in the course of our business activities.

What specific cookies does HUB use?

We use the following kind of cookies on the Website, and will explain the purpose of these kind of cookies.  

  • First party cookies: HUB uses functional website cookies to help you login to your accounts if you have registered in for these accounts or for submitting forms. HUB can also place cookies to help testing Website changes & improvements for a better user experience.
  • Analytical cookies (Google Analytics): Analytical cookies allow us to recognise and count the number of visitors to our Website, to see how visitors behave on the Website and to record which content is read. This helps us to determine how frequently particular pages are visited and to determine the most popular areas of our Website and/or services. This helps us to improve the Website.

Please note that we might be required under local law to obtain consent from you for the use of some of the cookie technologies. If so, we will ask you to consent with the placement of the cookies when you enter the Website. If you do not consent with the placement of the cookie, we will not place the cookie. However, in that case we are not able to personalize the content on our Website. If you have consented with the use of cookies, you have the right to withdraw your consent at any time.

More information with regard to withdrawal or modification or your consent, activation, deactivation and deletion of cookies can be found in the instructions via the help-functionality of your web browser. Please note that if you set your browser to disable cookies, the Website might not work properly and some services or some of the Website’s functionalities may not be available or work smoothly, and you could be required to modify or manually fill in some information or preferences each time you visit the Website.

 

2. How we might share personal data

We may share your data with third parties that provide database-, server-, maintenance-, security-, or other similar services to us (hereinafter referred to as ‘data processors’). If we provide access to your data, we require such data processors to keep your data confidential and instruct these parties to process this data only on our behalf. Some of these third parties are established in countries outside the EEA. We will always take steps to ensure that any international transfer of information is carefully managed to protect your rights and interests. We will ensure that transfers outside the EEA are subject to additional safeguards required under local law – for example, the EU Model Clauses pursuant to Article 46(2) of the GDPR.

 

3. How we secure your data

We implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access and against all other forms of unlawful processing. Also, we require our data processors to implement such appropriate technical and organizational measures.

 

4. When we will remove your data (retention periods)

Your data will be stored no longer than is necessary for the purposes for which the personal data is collected unless otherwise required by law. For example, if you delete your account or opt-out from communications, we will delete the data, unless this data is required for another purpose set out in this policy or if we are required by law to retain the data. With respect to the specific retention periods of cookies, please check the list of cookies under 1(G).

 

5. Your rights

You may contact us by using the contact details at the bottom of this privacy statement, if you wish:

  • to know whether or not we process your personal data and access your data;
  • to rectify your data;
  • to erase your data;
  • to restrict your data;
  • to object against the processing of your data; and/or
  • to transmit your data to another organization.

We do not engage in automated decisions about you in connection with the Website. This notice explicitly does not apply to any processing relating to participation by you in clinical research that is conducted by HUB or any personal data that is processed by HUB in relation to biological material kept in the HUB biobank.

We may request provision of additional information necessary to confirm your identity. We will provide information on the actions taken without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. We shall inform you of any such extension within one month of receipt of your request, together with the reasons for the delay.

You also have the right to lodge a complaint with the supervisory authority of your habitual residence, place of work or place of alleged infringement, if you consider that the processing of your personal data infringes applicable law. We would appreciate it if you contact us before lodging your complaint with the supervisory authority in order for us to see if we can remedy your complaint to your satisfaction.

 

6. Modifications

Our privacy and cookies notice will be updated regularly. The most recent version will be available via our Website at all times.

 

7. Contact us

If you have any questions or complaints, please do not hesitate to contact us: dpo@huborganoids.nl.

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