Privacy statement LOWI

This English document is for information purposes only.
The Dutch text of this document is binding.

Privacy Statement The Netherlands Board on Research Integrity (LOWI)

This privacy statement explains which personal data are collected by the LOWI, how these data are processed and for what purpose. This privacy statement is in compliance with the duty of care under the General Data Protection Regulation (GDPR).

LOWI
The Netherlands Board on Research Integrity (LOWI) was established in 2003 by the Royal Netherlands Academy of Arts and Sciences (KNAW), the Netherlands Organisation for Scientific Research (NWO), and the Association of Universities in the Netherlands (VSNU). Ever since, the LOWI advises the Boards of its affiliated institutions regarding alleged violations of principles of research integrity. The LOWI merely advises in response to a petition eligible for consideration.

Privacy policy
The LOWI is aware of its responsibility when processing personal data. The LOWI wants every person whose personal data it processes to be confident that this is done in a careful and lawful manner. The LOWI processes personal data in accordance with the General Data Protection Regulation (GDPR) and the ensuing privacy rules.

Purposes
The LOWI processes your personal data in the first instance to fulfil the following purposes:

  • Independent and scrupulous consideration of petitions submitted to the LOWI;
  • Archiving purposes;
  • Optimization of the management with regard to LOWI procedures;
  • Communication with the parties;
  • Communication with external parties who approach the LOWI with queries;
  • Communication with affiliated institutions.

Categories of personal data

  • Personal details (name, address, hometown);
  • Signature;
  • E-mail address / phone number;
  • Personal data as mentioned in procedural documents.

Foundation
Your personal data will be processed by the LOWI only if and to the extent that at least one of the following applies:

  • processing is necessary for the performance of an agreement;
  • processing is necessary for the purposes of the legitimate interests pursued by the LOWI.

The legitimate interests of the LOWI include the independent and scrupulous consideration of petitions submitted to the LOWI and the optimization of management for the subsequent procedures.

Confidentiality of your personal data
Your personal data is treated confidentially by the LOWI. To ensure this, the duty of confidentiality is of major importance. In article 4 of the LOWI Regulations 2018, it is specified that parties, the members and the secretariat of the LOWI and any experts have a duty to maintain confidentiality.

Disclosure to third parties
Procedural documents may contain personal data that is disclosed to all the parties during the LOWI procedure. In some cases, procedural documents are disclosed to independent experts. As mentioned above, the duty of confidentiality applies to all parties involved. The LOWI will not disclose personal data to other third parties. Final LOWI opinions are published on the LOWI website in anonymised form.

Securing your personal data
The LOWI takes technical and organizational measures to protect your personal data and to prevent unauthorized access to your personal data. The paperwork concerning the LOWI procedures is securely locked away and digital procedural documents are stored on secure servers of the Royal Netherlands Academy of Arts and Sciences (the Academy). The LOWI has a data processing agreement with the Academy. Employees of the Academy do not have access to this part of the server, access is only granted to the secretariat of the LOWI.

Retention period for your personal data
In principle, personal data are not retained any longer than is necessary to achieve the purpose for which the personal data are collected. After the LOWI procedure has been concluded, procedural documents and final version of the LOWI opinion that is not anonymised are archived.

Third-party websites
This statement is not applicable to websites of third parties that are connected to our website by means of links. The LOWI advises you to go through the privacy policy of these third parties thoroughly.

Exercising your privacy rights
You can submit a request to the LOWI to exercise the following rights:

  • Right to access your personal data
  • Right to rectify and/or add to your personal data
  • Right to erasure of your personal data
  • Right to restrict the processing of your personal data
  • Right to data portability
  • Right of objection
  • Right not to be subjected to a decision based exclusively on automated processing.

You can exercise your privacy rights by sending an e-mail to secretariaat@lowi.nl. In so far as reasonably possible, the LOWI will handle your petition within the legal allowed timeframe.

Personal Data Authority
The LOWI will work with you to find a solution if you have a complaint regarding the processing of your personal data. If this does not lead to a satisfactory result, you have the right under the GDPR to submit a complaint to the Personal Data Authority.

Changes to this privacy statement
The LOWI may change this privacy statement. Any changes will be published on the LOWI’s website. Changes made to this privacy statement will never be in violation of the GDPR and the privacy rules arising from it.

Cookies
The LOWI makes use of cookies in so far as these are necessary for the operation of the website and to monitor the quality or effectiveness of the website.

Contact details
LOWI
Attn. of the Secretariat
P.O. Box 19121
NL-1000 GC Amsterdam
The Netherlands

E-mail: secretariaat@lowi.nl
Website: www.lowi.nl
Chamber of Commerce registration number: 75367262

Entry into force
This privacy statement entered into force on 11 December 2019.