(Version: 24 september 2018; changes from the previous version: mistakes have been corrected and a row has been added to the table in section 2 about the openers schedule in de drakenkelder.)

This the privacy statement of the Bellettrie situated in De Hems 10 (room 15), Enschede, registered in the trade register of the Dutch Chamber of Commerce with number 40076672, hereafter to be called ‘the Association’.

Knowingly or unknowingly you share personal information with us. We find it important that your personal information is handled with care. This is why we explain in this statement how we handle your personal information and which rights you have. If you have any questions concerning the statement, please ask your questions via e-mail to:

bestuur@bellettrie.utwente.nl.

This privacy statement consists of two parts. The section “Privacy statement New Members” concerns new members. The section “Privacy statement Openers” only concerns the Openers.

Privacy Statement New Members

In the table beneath you can quickly and easily find with which goal and which information we collect from you, how long we keep it and who possibly receives this personal information from us.

Goal	What personal data	Foundation	Storage period	Receivers
To fulfil the membership agreement (via the membership form)	First name Second name Address Phone number E-mail address Student number	Fulfilment of the agreement	2 years	Board Openers (See for more information the subsection Openers)
Administration in our system	First name Second name Address Phone number E-mail address Student number	Fulfilment of the agreement	For the duration of the agreement 2 years after this, and only financial administration 7 years after this	Board Openers
You have to register at DMS so that it can be checked that you have a unioncard/campuscard	First name Second name	Fulfilment of the agreement	1 year: at the end of the schoolyear this data is always deleted	Board Student Union
Sending digital messages, among which is the newsletter	First name Second name E-mail address
Fulfilment of the agreement	For the duration of the agreement	Board
To improve our digital service	Cookies (See for more information the subsection Cookies) IP-gegevens		Permission	Every time you visit our website. This data is anonymised as fast as possible.
For approach after the termination of membership. For example for a lustrum or other special occasion.	First name Second name Address Phone number E-mail adress	Permission	As long as the permission is not retracted	Board
To determine whether someone that wants to become a member is allowed to, considering earlier misbehaviour (For more information see the subsection blacklist)	First name Second name Fulfilment of the agreement	For an undetermined period of time (or as long as the association exists)	Board Openers

Openers

Bellettrie has Openers that can open the room and access the lending system of the Bellettrie. They thus have access to the administration data, as is indicated in the table. Fanaat also has openers, but these cannot access the personal data of Bellettrie members. They can only access the opening hours book.

Cookies

A cookie is a small text file that is sent along with the pages of a website and is saved by the browser on your computer, tablet or mobile phone. We use cookies to give you more service when visiting our website, which thanks to this becomes easier to use. Cookies for example enable you to be logged in at a website or that your preferences, such as location and language settings, are remembered.

For the placing of certain cookies you first have to give permission, before these cookies may be used. This permission is not needed when it concerns technical necessary (functional) cookies and analytical cookies, in the sense of the applicable legislation, such as article 11.7a section 3 Telecommunications Act and the Privacy Regulation.

You can always renounce your permission for cookies, by changing your internet settings. More information concerning these settings and the removal of cookies you can find in the Help-function of your browser.

Blacklist

It can happen that an (ex-)member misbehaves so badly that they are put on the blacklist. For example this happens when someone has books that were never returned (so the books were stolen). The Bellettrie has a blacklist with first and last names. This list is used to oppose misconduct, by making sure that an ex-member that misbehaved in the past cannot become a member again. Not more personal data than is necessary is saved on this list.

Sharing of personal data with third parties

Without your permission the Association will only share your personal data with third parties when this is necessary for the fulfilment of the Agreement that the Association has with you, unless the Association is obligated by the law to share your personal data with these third parties. In the table at the start of the privacy statement you can see an overview of the situation in which personal data is shared with third parties.

Inspection, correction and removal of personal information

You have the right to request to inspect your personal data (unless the Association, based upon the General Data Protection Regulation (GDPR), is not held to grant this inspection) and to supplement, remove or hide your data. You need to identify yourself at such a request. When you wish your data to be removed, the Association will pass this removal along to all other organisations that have received the concerning data from the Association.

Protection personal data

The Association takes appropriate measures to protect your personal data against loss, unauthorized entry, publication and wrongful processing. We take care that only the essential people have access to your data, that the access to the personal data is guarded and that our safety measures are checked regularly.

Minors

If you want register as a minor you need to get explicit permission from your parent or guardian.

Links to other websites

The website can contain links to other websites. This Privacy statement is only applicable on the websites of the Association. Other websites can have their own privacy statement. The Association advises you to check the Privacy statement of the concerning websites.

Changes in the privacy statement

The Association will modify the privacy statement from time to time to keep it up to date. On the website the most recent version of the Privacy statement will always be inserted. The Association thus advices you to check the Privacy statement regularly. At important changes the Association will do everything in its power to contact you via e-mail and notify you via the website.

Contact information

If you have questions about the processing of your personal information or want to ask the Association for inspection, correction and/or removal of your personal data, you can contact us with the contact information here:

Responsible: Chairman and Secretary of Bellettrie

E-mail bestuur@bellettrie.utwente.nl

Complaint about the processing of your personal data

Of course we’ll gladly assist you when you have a complaint about the processing of your personal data. On foundation of the GDPR you in addition have the right to submit a complaint at the Authority Personal Data (Autoriteit Persoonsgegevens in dutch) about our processing of personal information. For this you can contact the Autoriteit Persoonsgegevens.

Addition Privacy Statement for Openers

In the table beneath you can quickly and easily find with which goal and which information we collect from you, how long we keep it and who possibly receives this personal information from us, when you are an Opener of the Association.

Goal	What personal data	Foundation	Storage period	Receivers
To be able to get the keys of our room from the security of the UT.	First name Last Name Student number	Fulfilment of the agreement	As long as you are an Opener. After this the information will maximally be stored 2 years.	· Student Union Board Board of Fanaat Digital Data storage service
To track and check who has opened the room and when.	First name Last name Student number	Fulfilment of the agreement	2 years	Board Openers (See for more information the subsection Openers)
Keep track and check who has at what time opened the till.	First name	Fulfilment of the agreement	7 years, because it concerns financial information	Board Openers Kasco (See for more information the subsection Kasco)
Use the openers schedule to keep track of when someone can guarantee to be present in the room as librarian for the association.	First name	Fulfilment of the agreement	Less than 1 year.	Board Openers
The opener can put their name on a membership form to indicate that they made someone a member. This can then be given as a receipt to the new member (this is not mandatory to do).	First name Last name	Fulfilment of the agreement	2 years	Board Openers
Declare money for stuff that was bought for the Association	Bank account number First name Last name	Fulfilment of the agreement	7 years, because it concerns financial information	Board Kasco That banks that arrange the transaction Kasco

The Kasco is the commission that checks the finances of the Association. Because of this the Kasco has access to the cash book.

Digital Data Storage Service

At this moment the openers list is stored on pCloud. pCloud saves information in Switzerland, a country with great privacy laws. Only the boards of Bellettrie and Fanaat have access to this shared folder. The sharing of the opener list is required for tasks such as knowing who can get the key when handing it over.