Utrecht Region privacy statement

Who we are

Utrecht Region is the brand name for a public-private partnership of government organisations, universities, research institutes and businesses. Our combined efforts are focused on developing and strengthening the position of Utrecht Region as Europe’s hotspot for healthy urban living. We also want to encourage investment. Our goal is to create an inspirational and international environment that contributes to future sustainable employment at home in Utrecht Region. Utrecht Region’s Invest team is a one-stop shop for practical assistance and information to help companies establish and maintain operations in Utrecht Region.

Personal data processing

For what purpose and in which country does Utrecht Region process personal data?
Utrecht Region processes your data for the following purposes:

• Storing personal data in our CRM system
• Sending you our newsletter, if you have indicated that you wish to receive it
• Informing you in the future about current activities in which Utrecht Region is involved that may be of interest to you

On the basis of what principles is the personal data processed?
Utrecht Region processes your personal data:

• On the basis of your consent for the processing of your personal data for sending the newsletter, sending invitations or responding to a question, complaint or other kind of communication
• Because it is necessary for the performance of an agreement to which you are party
• Because it is necessary for representing the legitimate interests of Utrecht Region. This consists of Utrecht Region’s specific interest in being able to deal with questions, complaints or other kinds of communication at your request, Utrecht Region’s practical interest in being able to organise an event or Utrecht Region’s interest in being able to provide and optimise its services.

If personal data is processed on the basis of consent, this consent may be withdrawn at any time. Below Utrecht Region’s​ sets out which personal data processing takes place under its responsibility. We handle your data with care at all times. Utrecht Region will store your personal data (digitally) with care and protect it with the necessary security measures. We will never sell on your personal data.

Personal data processing via the website

By completing our contact form you are indicating your interest in Utrecht Region’s activities and you can specify whether you wish to receive the newsletter. If you wish to receive it, Utrecht Region asks you to provide the following personal data:

• First name
• Last name
• Email address
• I’d like to subscribe for the newsletter

Utrecht Region processes your personal data so that it can deal with a question, complaint or other kind of communication you have provided and add you to our network. Your data is stored in Utrecht Region’s CRM file and is supplemented with company information such as place of business, and sector. If you’ve mentioned that you wish to receive the newsletter, we use your data to send you the newsletter. This is why it is mandatory to enter your personal data. Utrecht Region processes your personal data on the basis of your consent for the processing of your personal data for the above purposes.This personal data is retained until you tell us you want to edit or remove the data.

Registering for an event

You can register for an event or meeting through the website. From a legal perspective, you are then concluding an agreement with Utrecht Region. This service is subject to our general terms and conditions. For this you must provide the following personal data on the associated form:

• Company name
• Job title
• First name
• Last name
• Email address

If you do not provide the above personal data, you will not be able to register for an event.

The personal data you sublit is used to maintain a list of the event’s participants. Your data is stored in Utrecht Region’s CRM file. This list of participants is used for practical purposes, for example in deciding whether an event can go ahead or not in light of the interest shown in it. The legal basis of this processing is that this data processing is necessary for representing Utrecht Region’s and your legitimate interest. This interest consists specifically of Utrecht Region’s practical interest in being able to organise an event.

Utrecht Region’s records which visitors have attended its events/meetings to improve its activities, services and provision of information. Following the conclusion of the agreement your personal data may also be used to contact you about similar events or with a view to network-related activities appropriate to Utrecht Region’s services which Utrecht Region believes may be relevant to you or to which you could make a relevant contribution. The legal basis of this processing is that this data processing is necessary for representing our legitimate interest. In exchange for organising and giving you the opportunity to attend an event, we consider it reasonable and legitimate that we process your data in our network. Remember that you can at any time exercise your right of objection, inspect your data and if you wish edit it or have it removed. Utrecht Region will comply with this without further ado and in such a case not contact you anymore. The right of objection is addressed later in this privacy policy. Your personal data is not passed on to third parties for commercial purposes. If we organise an event with a partner who makes a contribution to the event, your data may be shared with this partner as part of the organisation of the event.

Remember that photos may be taken during the event. You will find further information about this later in this privacy policy.

Processing relating to other business processes

We are also taking this opportunity to tell you about some personal data processing relating to other business processes within Utrecht Region. We have included this information in this (public) privacy policy because, for example, it is information to which we refer in our order confirmation.

Photos of events

Utrecht Region organises events and meetings fairly regularly. Photos may be taken during these events. Utrecht Region may publish these photos, for example in a newsletter or other kind of communication. Utrecht Region will also announce this at the time of the event and ask whether there is any objection to this possible publication. If possible, we comply with a potential objection immediately by not showing the person concerned in the picture or not showing them so they can be recognised.

The legal basis of this processing is that this data processing is necessary for representing our legitimate interest. We have put a lot of time and care into organising an event. We also want to bring this event to the attention of other potential interested parties and we use the photographic material for this.

Remember that you can exercise your right of objection at any time, including up to the time that we publish the photos. Utrecht Region will comply with this without further ado and in such a case not publish any photo in which you appear. The right of objection is addressed later in this privacy policy.

Cookies

You can visit this website anonymously. We’ve installed analytical cookies from Google Analytics. These are functional cookies in which no personal data is stored. Google may provide this information to third parties if it has a legal obligation to do so or in so far as third parties process the information on behalf of Google. We have no influence over this. The legal basis of this processing is that this data processing is necessary for representing our legitimate interest. This interest consists of our interest in improving the functionalities of the website and assessing how many visitors the website receives.

Retention period

Utrecht Region retains the personal data until you tell us you want to edit or remove it. You can inspect, edit or remove your data at any time. If you want to deregister completely, your personal data is removed immediately.

Source of personal data

We only process personal data that you have provided to us yourself through the form on the website, when registering for an event organised by Utrecht Region or for which Utrecht Region was an organising partner or during contact with one of our staff.

Data processors and other third parties

Personal data may be processed on behalf of Utrecht Region by so-called data processors and data sub-processors. In the case of Utrecht Region they are hosting company Insiders and the companies called Spotler and EM-Cultuur, which are responsible for the email programs Mailplus and Mailinglijst in which we process data and that takes care of sending (automatic confirmation) emails. The data processors and sub-processors act under the responsibility of Utrecht Region and may not carry out any personal data processing of their own. Your personal data is not provided to any other parties. Your personal data is however shared with other parties if we are obliged to do so by law or a court decision.

Your privacy rights

Under the General Data Protection Regulation (hereinafter “GDPR”) you have a number of rights. You have the right to ask Utrecht Region to inspect (Art. 15 of the GDPR) and rectify (Art. 16 of the GDPR) or erase (Art. 17 of the GDPR) your personal data. You also have the right to ask Utrecht Region to limit the processing of personal data (Art. 18 of the GDPR). Under certain circumstances you also have the right to transfer data (Art. 20 of the GDPR) and the right of objection (Art. 21 of the GDPR). Further information about when you can exercise one or more of these rights can be found on the Dutch Data Protection Authority website.

If you wish to exercise one or more of these rights, you can contact us via connect@utrechtregion.com or on telephone number 030 – 232 30 80.

Apart from the above rights, you also have the right to submit a complaint to the Dutch Data Protection Authority at any time.

Complaints

If you are dissatisfied with the way in Utrecht Region deals with your personal data, we would like to hear from you. You do however always have the right to make complaints about our handling of your privacy-sensitive data to the Dutch Data Protection Authority.

LinkedIn

From the Utrecht Region website you can link to various media channels, including LinkedIn. LinkedIn collects information about you, for example through the use of cookies. How LinkedIn does this is set out in its own privacy notice.

Clicking on links

From the Utrecht Region website you can click on links to websites of our partners. These websites may collect information about you. You can check or request what information is collected from the various websites.

Google

If you visit our website through Google, Google will collect information about you. What data Google collects about you is set out in its own privacy notice.

Changes

This privacy policy is subject to change. If there are changes, we will tell you about them. The current version of the privacy policy was last amended on 30-9-2019.