VU - Privacy Statement

11 April 2024
The Vrije Universiteit Amsterdam (hereinafter: "VU") attaches great importance to the protection of your privacy and the security of your personal data. In this privacy statement we describe how we handle your personal data In this privacy statement, we describe how we handle your personal data in an application process. We process your personal data in accordance with applicable privacy legislation, including the General Data Protection Act (hereinafter: "GDPR ")and the General Data Protection Implementation Act.

1. Who is responsible for the processing of my personal data?

Stichting VU is responsible for the data processing operations described in this privacy statement. Stichting VU maintains the Vrije Universiteit Amsterdam as a privately run university in accordance with the Higher Education and Research Act of The Netherlands (‘Wet op het hoger onderwijs en wetenschappelijk onderzoek’). 
Stichting VU has its registered office at De Boelelaan 1105 in (1081 HV) Amsterdam and is registered with the Chamber of Commerce under number 53815211.

2. Which (categories) of personal data are processed?

We may process the following personal data of job applicants: a. name, first names, initials, titles; b. sex; c. date of birth; d. nationality and place of birth; e. address, zip code, place of residence; f. telephone number and email address ; g. bank account number, insofar as the expenses incurred by the applicant are reimbursed; h. contact details of the parents, guardians or guardians of minor applicants; i. data concerning the (digital) channel through which the applicant has taken notice of the vacancy; j. data concerning followed and followed courses, courses and internships; k. information about the job that was applied for; l. information on the nature and content of the current employment and on its termination;
plain text Depending on the position, the following data may also be processed: n. data relating to a diploma and/or reference check; o. data relating to a background check, such as information from publicly available social media accounts (e.g. LinkedIn and Instagram), public statements made by the applicant on the internet or references provided. p. data relating to an assessment; q. data relating to a Certificate of Good Conduct (VOG);

3. For which purposes are my personal data processed, and on the basis of which legal grounds?

Personal data will only be used for the following purposes: a. the assessment of the suitability of the person concerned for a position that is or may be vacant; b. the handling of the expenses incurred by the applicant; c. internal control and security; d. the implementation or application of legislation; and
The VU processes the personal data on the basis of a legitimate interest. Personal data that the applicant provides unsolicited will be processed on the basis of consent.

4. Who has access to my personal data?

The personal data will only be accessed by employees of the VU who have a role in the application procedure and for whom it is necessary that they have access to the personal data. If third parties are involved in an application procedure, the applicant will be informed of this in advance (see also point 5).

5. Will my personal data be shared with third parties?

It is possible that the VU engages a third party to take a psychological test, assessment, and/or medical examination. In that case, only the personal data that is necessary for the psychologist, the assessment agency and / or the examining physician will be provided. The VU will inform the applicant about this beforehand.
The VU has concluded processing agreements with the suppliers of the IT systems through which personal data are processed. This ensures that personal data are processed carefully, securely and in accordance with the General Data Protection Regulation (GDPR) and the General Data Protection Regulation (UAVG). VU remains responsible for these processing operations.

6. Is automatic decision making taking place with regard to my personal data?

No automatic decision making takes place within the application procedure.

7. How long will my personal data be stored?

The personal data of an applicant will be kept for 1 month after the application. If this applicant has indicated to be kept informed about other suitable vacancies within the VU, the personal data will be kept for 12 months after the application.
Applicants can always log into the VU Career Centre to delete their personal data independently. 

8. How is my personal data secured?

The VU takes the protection of your personal data seriously and takes appropriate technical and organizational measures to protect your personal data against loss or against any form of unlawful processing.

9. Who can I contact with questions about the processing of my personal data?

Questions about the way in which personal data are processed within the application procedure can be asked via [email protected].

10. How can I exercise my privacy rights?

On the basis of the GDPR you have the right – under certain conditions – to access your personal data that we process, to correct your personal data if it contains factual inaccuracies, to delete your personal data, to limit the processing of your personal data, to portability of your personal data and to object to the processing of your personal data.
If you wish to exercise any of these privacy rights, you can contact the Data Protection Officer of VU Amsterdam via:
Data Protection Officer De Boelelaan 1105 1081 HV AMSTERDAM
To be able to deal with your request, you may be asked to identify yourself on the basis of additional personal data that the VU has of you. If this method of identification is not possible, you may be asked to identify yourself with an identification card. In this way it will be verified that the request has been made by the right person. If you are not satisfied with the way in which we deal with your personal data, you always have the right to submit a complaint with a supervisory authority.