At the Scott Haldane Foundation (SHF), we are committed to protecting your privacy. We want you to understand how we may collect, use, share, and store information about you, as well as the choices available to you in this regard.
1. Who we are
The Scott Haldane Foundation (hereinafter: SHF) is responsible for the processing of personal data as described in this privacy policy.
Contact:
E-mail: info@scotthaldane.nl
Website: www.scotthaldane.nl
2. When does this policy apply?
This privacy policy applies to all processing of personal data by SHF in the context of:
• participation in courses and activities;
• examinations and resits;
• objection and appeal procedures;
• complaints and reports of inappropriate conduct;
• use of the website and online forms.
3. Which personal data do we process?
Depending on the situation, we process:
• Identification data: name, address, place of residence, e-mail address, telephone number, and, where applicable, date of birth;
• Administrative data: registration, payment, participation;
• Course and examination data: attendance, results, assessments;
• Correspondence: e-mails, forms, communication;
• Complaint and report data: content of complaints or reports;
• Special categories of personal data (where necessary): for example data relating to health or inappropriate conduct.
4. For which purposes do we use personal data?
We process personal data for:
• the performance of agreements (such as courses, webinars, conferences and examinations);
• the organisation and improvement of educational activities and services;
• handling complaints, objections and appeals;
• ensuring a safe learning environment;
• compliance with legal obligations;
• communication with participants;
• sending newsletters (based on consent or, where applicable, an existing customer relationship, with a clear option to unsubscribe).
5. On what legal bases?
We process personal data on the basis of:
• performance of a contract;
• legal obligation;
• legitimate interest (quality, safety, integrity);
• consent, where required (in particular in case of sensitive reports).
6. Who has access to your data?
Only authorised persons have access to personal data, such as:
• course leaders, involved staff and instructors;
• examination committee;
• internal complaints committee;
• confidential advisor;
• the board, where necessary.
These persons are bound by strict confidentiality.
We may share personal data with service providers, such as IT and hosting providers, travel agencies, diving centres, airlines or payment processors, insofar as this is necessary for the performance of our services. These parties process data solely on behalf of SHF and in accordance with applicable data protection laws.
We only share data with third parties if:
• this is necessary for the performance of our services;
• this is required by law;
• you have given your consent.
7. How long do we retain your data?
We apply the following retention periods:
• course and examination data: maximum of 5 years;
• complaints and objection/appeal files: maximum of 5 years;
• reports to the confidential advisor: maximum of 5 years, unless earlier deletion is possible;
• financial administration: in accordance with statutory retention periods.
After expiry, data will be deleted or anonymised.
8. Confidentiality and sensitive data
In the case of complaints and reports, in particular regarding inappropriate conduct (such as sexual harassment), additional care is taken.
• processing is carried out confidentially;
• data is only shared where necessary;
• the confidential advisor will, in principle, only act with the consent of the reporting person.
9. Data protection and security
SHF takes appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including protection against loss, misuse or unauthorised access to personal data.
10. Your rights
You have:
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restriction of processing;
• the right to object;
• the right to data portability;
• the right to withdraw consent;
• the right to lodge a complaint with the Dutch Data Protection Authority.
You can contact us using the contact details above to exercise these rights.
11. Cookies and website use
SHF uses functional and, where applicable, analytical cookies.
Where analytical cookies are used, these are configured in a privacy-friendly manner.
Where legally required, prior consent will be requested for the placement of cookies.
12. Changes
SHF may amend this privacy policy. The most recent version is always available on the website.
13. Contact and questions
For questions about this privacy policy or the processing of personal data, please contact info@scotthaldane.nl.
