Version July 2018
1. Who is Het Nieuwe Instituut and why this explanation?
Who are we?
Het Nieuwe Instituut Stichting (hereinafter referred to as ‘Het Nieuwe Instituut’) is an organisation fulfilling a variety of functions, which will be explained in more detail below. Our (contact) details are:
- Name under the articles of association: Stichting Het Nieuwe Instituut
- Location and visiting address: Museumpark 25, 3015 CB Rotterdam
- Postal address: PO Box 237, 3000 AE Rotterdam
- E-mail address AVG: firstname.lastname@example.org
- Data Protection Officer’s e-mail address: email@example.com
- Phone number Data Protection Officer: 010 - 4401200
- Chamber of Commerce number: 545.843.53
- VAT number: NL8513.60.683 B.01
Museum of Architecture, Design and Digital Culture
Het Nieuwe Instituut is a museum of architecture, design and digital culture, and a platform for the creative industry. Exhibitions, workshops, publications, guided tours and debates are organised on a variety of design disciplines such as graphic design, product design, games, fashion, (interior) architecture, urban planning and landscape architecture.
State Archive for Dutch Architecture and Urban Planning
Het Nieuwe Instituut manages the National Archives for Dutch Architecture and Urban Planning, which contain drawings, photographs, posters and models from the archives and collections of Dutch architects and urban planners. It also runs the Study Centre, an internationally oriented library with books and magazines on architecture, urban planning, spatial planning, interior design, art, design and digital culture. The collection is accessible to the public and can be consulted in the Study Centre.
Agency for Architecture, Design and Digital Culture
Het Nieuwe Instituut acts as a mediator in, for example, linking regional administrative issues to the innovative power of designers and makers, or as consultants on Dutch contributions to international events on architecture, design and digital culture (and their crossovers).
At various levels of scale, the Agency for Architecture, Design and Digital Culture connects the potential of the field with issues in the outside world. In addition to projects on a local and regional scale, it is increasingly clear that the international role of the various design sectors is also a factor. Since its inception, Het Nieuwe Institute has been responsible for the Dutch submissions to international manifestations such as the Venice Architecture Biennale, and for policy on market expansion.
As of 2016, Het Nieuwe Instituut has acted as the Coordinator Creative Industry Internationalisation. Three tasks are fulfilled under the authority of the Ministry of Education, Culture and Science: a coordination function, talent mapping and support for international crossovers.
Research and Business Development Departments
In recent years, there has been renewed attention within the cultural sector on the role and practice of research. In a world in which enormous amounts of information are circulating at increasingly higher speeds, research plays a crucial role in making both existing and new ideas visible and explaining them. Institutions have a responsibility to conduct research and present it to the public. The Research Department of Het Nieuwe Instituut aims to stimulate projects, practices and initiatives whose success does not depend on the number of academic references, the use of official formats or commercial success, but which offer alternatives to established research practices and explore collective forms of knowledge creation.
In this declaration (hereinafter referred to as the ‘Privacy Statement’), ‘we’, ‘us’ or ‘our’ all refer to Het Nieuwe Instituut. ‘You’ or ‘Your’ refers to the user(s) of our website or people we wish to inform via this Privacy Statement.
Why this Privacy Statement?
Het Nieuwe Instituut may process your personal data to gain insights into the performance of our activities. Examples include you visiting Het Nieuwe Instituut or our website, consulting the National Archives, contacting the Agency, requesting more information about our collection or the depot, attending one of our meetings, exhibitions or other events, signing up for one of our newsletters, or in your capacity as a Friend or Member.
We are aware of the necessity to protect your personal data. Careful handling of personal data is of vital importance to Het Nieuwe Instituut and all its affiliated legal entities. We act in accordance with applicable legislation and regulations, such as the General Data Protection Regulation (AVG). We will only collect and process your personal data if this is permitted under the AVG. Your personal data will be treated confidentially and will only be processed for the purpose for which it was collected. We ensure that your data is protected in an appropriate technical and organisational manner.
In this Privacy Statement you can read which personal data we (might) collect from you and why (for what purposes). You can also find more information about your rights as an involved party here.
This Privacy Statement applies to visitors to our website www.hetnieuweinstituut.nl, and all sub-domains. Furthermore, this Privacy Statement applies to all those whose personal data we process in the context of our activities, services and activities.
We hope that all the information below is clear. If you have any questions, please contact us. Our contact person for the Privacy Statement and related topics can be reached via the contact details mentioned above.
2. What personal data do we collect?
Het Nieuwe Instituut will only process your personal data if this is necessary for the performance of our activities, services or work. Another reason for processing your personal data may be because you have provided Het Nieuwe Instituut with your contact details yourself. For example, because you would like to get in touch with or stay in touch with us, want more information, have applied for one of the newsletters, and/or support us as a sponsor or patron.
Below is a list of personal data that we usually process. Paragraphs 3 and 4 include additional information regarding the purposes of and legal grounds for the processing. Which of your personal data is collected depends on our relationship with you.
The following personal data may be collected:
- First and last names, initials
- Address details
- Telephone number
- Date of birth
- E-mail addresses
- Bank account number or card details
- Function, profession or training
- Photographic and/or video images
- Interaction data, such as IP address, surfing and click behaviour on our website and location data
- Area of interest
- Events visited/hall rental
3. General purposes and grounds for the processing of personal data
Below is a summary of the general purposes and the legal grounds for processing your personal data. Section 4 explains this information for specific activities or for each group of stakeholders in more detail.
Het Nieuwe Instituut will only process your personal data if this is necessary for:
- Providing information and service purposes, such as maintaining contact, improving the quality of our activities, fulfilling a request for information, or responding to a question or complaint.
- The creation and execution of agreements between you and Het Nieuwe Instituut, such as purchasing and paying for tickets online; for (digital) (visual) material; for the delivery of products or services by you as a supplier, employee, volunteer or self-employed person; hiring Het Nieuwe Instituut as an event location; for gifts, loan and donation agreements and the processing of a bequest.
- Following up on legal obligations whereby we are obliged to pass on your personal data to the government, such as the tax authorities.
- Promotional purposes such as sending newsletters and displaying announcements or messages on social media channels like Facebook, Instagram, Twitter, LinkedIn and Snapchat, and online advertisements (remarketing).
- Development and analytical purposes to further develop, maintain and improve our website.
- Statistical analysis and market research, such as evaluating responses to our online promotional campaigns and sending or conducting (online) surveys.
- Marketing purposes, to better understand your preferences and wishes.
- Security and the prevention and detection of damage, theft or fraud.
- Scientific and historical research, archiving in the public interest.
- Educational, academic, journalistic and artistic purposes.
Our processing operations for the above purposes are based on the legal principles laid down in the AVG: ‘the execution of agreements’, ‘the fulfilment of legal obligations’, ‘task of general interest’, our ‘legitimate interest’ and/or because you have consented to the processing and have given us permission to do so. These legal provisions also apply to specific processing operations listed in Paragraph 4 below.
If you choose not to provide the personal data requested by Het Nieuwe Instituut, we may not be able to provide you with the information and/or agreements or services you have requested and/or we may not be able to fulfil the purpose(s) for which we requested and processed your personal data.
4. Purpose and basis of specific processing operations of personal data
Online or telephone contact with Het Nieuwe Instituut
Het Nieuwe Instituut collects your personal data when you contact us, whether by social media, e-mail, telephone or post. We must use these personal details to be able to respond to your questions, and/or to provide the services and/or information or products you have requested.
The requested personal information includes your name and contact details (such as e-mail address, telephone number or address) and depends on how you want us to respond (by e-mail, telephone or post) and your personal choices and requests.
Contact with the State Archive and the Study Center
Anyone who wants to visit and consult the State Archives can contact Het Nieuwe Instituut. You can apply for a free pass at the desk on presentation of an identity document. To this end, you will be asked to provide various personal details on the application form and must identify yourself with a valid identification document. In this instance, we will process your personal data, i.e., your name, address, place of residence, and telephone number. You cannot apply for a pass without a valid ID document. Our privacy statement explains how we process your personal data.
Processing operations for journalistic purposes which are performed for the purposes of educational, academic, artistic or literary expression.
The collection, the Study Centre and the State Archive of Het Nieuwe Instituut may contain objects or documents that include personal data of living persons such as a name, image, date of birth or place of residence. These ‘carriers’ could be exhibited or published for journalistic purposes, including forms of educational, academic, artistic or literary expression. This is in line with Het Nieuwe Instituut’s legitimate interest as a museum and its position as a centre of knowledge and expertise.
Naturally, Het Nieuwe Instituut will always weigh this legitimate interest against the privacy rights of those whose personal data play a role on a case-by-case basis. In relation to these specific processing purposes, the rights of involved parties as set out in Paragraph 8 are limited in these cases with regard to the inspection, rectification or deletion of personal data.
Visitors to the Het Nieuwe Instituut Museum
Your personal details may be collected when you visit Het Nieuwe Instituut as a visitor. We only process this personal data if it is required to allow you to enter our museum, for example, because you bought an admission ticket for our museum online or because it is necessary to check whether you are on a guest list for an event.
Video surveillance system
We use a video surveillance system to ensure that your visit to Het Nieuwe Instituut is enjoyable and safe, and for the protection and safety of Het Nieuwe Instituut and its collection, visitors and staff.
The aim of this security system is so that our security staff can monitor Het Nieuwe Instituut. The system is used to monitor for offences such as theft, destruction or other undesirable behaviour.
By visiting our museum, visitors agree that they can be recorded by the video surveillance system. The images obtained will only be viewed and used internally, except in the event of a violation of the aforementioned conditions or other calamities. In that case, Het Nieuwe Instituut has the right to provide the images to the police and investigation services or the indemnity insurer.
Events in Het Nieuwe Instituut
At most events, we process the personal data of guests and visitors as lists. These lists are reviewed by the Hospitality Department with respect to granting access. The lists can also be shared with the employees and management of Het Nieuwe Instituut, who have a legitimate marketing interest in knowing more about visitors. They may also be used to elaborate on and further develop our business activities and marketing objectives.
When we organise an activity or event together with another party, the relevant contact details of people may be shared.
Photographs and video recordings at events
During events it is possible that a photographer engaged by Het Nieuwe Instituut photographs and/or films the event, the participants and the visitors. Het Nieuwe Instituut has a legitimate marketing interest in making and publishing these recordings, which include recognisable images of people, on its website and/or on social media, while of course respecting the privacy of those involved.
Visit in the context of education and educational programmes
The visiting regulations apply to visits by (school) children, a school or educational institution for educational purposes (such as workshops). The personal data of individual participants in the group will not be processed. The name and contact details of the contact person of the group as well as the bookings per school are recorded in our booking system.
Based on your personal data, we may approach you in the future regarding other activities associated with our educational programme. If you do not wish to receive this information, we will delete your data and no longer use it.
Online visitors to our website
Het Nieuwe Instituut provides information about its activities on its website: www.hetnieuweinstituut.nl
When you visit the website of Het Nieuwe Instituut, we process your IP address. This can be personal details. We do this to analyse how often our website is visited. We also measure visitor flows to our website and may collect information about your browsing behaviour. We do this to customise your experience of the website. Among other things, we record your preferences and settings and collect statistical data that help us to improve and further develop our website.
We have included additional information about this in Paragraph 9 of this Privacy Statement, and elaborated on it in our extensive cookie statement, which can be found at www.hetnieuweinstituut.nl/en/cookiestatement
Newsletter: stay informed
Het Nieuwe Instituut periodically sends out newsletters by e-mail to inform interested parties about our activities and events. You can sign up for this via the Eventbrite and Mailchimp websites, among others. When you register, you provide us with your e-mail address, possibly also your (first) name, and you grant us permission to process your personal data.
You have the right to unsubscribe free of charge from our newsletters at any time by contacting our Data Protection Officer via the contact details in Paragraph 1 of this Privacy Statement. You can also do this by using the unsubscribe feature which is included in every newsletter you receive from us.
The processing of personal data for our marketing purposes
Het Nieuwe Instituut may collect, store and use personal data in its CRM system for marketing purposes. For example, if you provide one of the staff members of Het Nieuwe Instituut with your contact details, if you have met them, or if you have entered into an agreement with Het Nieuwe Instituut as a contact person.
We may contact you by telephone, e-mail or post for marketing purposes regarding our activities, events and to discuss ways to support our Institute. If you inform us that you do not wish to receive this form of marketing, we will stop sending it to you. We will not contact you for such marketing purposes by electronic means (by e-mail) without your consent.
If you do not want your data to undergo the processing described to above, you can report this to our Data Protection Officer or make use of the unsubscribe function included in every newsletter you receive from us.
Friends/Members of Het Nieuwe Instituut and gifts, donations, bequests and loans
With regards to the administrative processing and settlement of gifts, donations, bequests and in- and outgoing loans received by us from Friends, Members and other Patrons, Het Nieuwe Instituut will process your personal data, such as your first and last name, e-mail address, telephone number, address details and payment details, in order to comply with the legal obligations under the agreement. Because of our status as an ANBI (a Public Benefit Organisation), we may be under a statutory obligation to provide your personal data to the tax authorities.
We will ask you whether you, or the legator, wish to retain anonymity with regard to (the exhibition of) the donated, borrowed or acquired object, and in publications or publicity about it, or whether you agree to us stating your name or that of the legator if the object is exhibited or appears in any publication or our publicity.
You have the right to withdraw this consent by sending a letter and/or e-mail. Het Nieuwe Instituut reserves the right to refuse such a request if, for example, it can invoke Article 85 Paragraph 2 of the AVG because, for example, this right does not apply to processing operations for journalistic or academic purposes. .
Agency, Research, Business Development
Het Nieuwe Instituut processes personal data in order to perform its activities for the benefit of the Agency for Architecture, Design and Digital Culture and in the framework of its research activities. We will only use the data collected for the intended purposes within the capacity of the Agency and research and business development activities.
Hiring a hall in Het Nieuwe Instituut
If third parties hire a hall in Het Nieuwe Instituut, the organiser of the event is responsible for processing the personal data of the participants in the event in question.
Het Nieuwe Instituut processes the personal data necessary for the implementation of this agreement together with the list of visitors to the event, which is shared with Het Nieuwe Instituut’s staff, for whom visitor information is important for security reasons.
Job applications to Het Nieuwe Instituut
During a job application procedure, we process personal data, such as your name, address, e-mail address, telephone number, date of birth and gender. In addition, Het Nieuwe Instituut will ask for information about the courses you have followed and your employment history. In this context, Het Nieuwe Instituut may want to view a (business) social media profile such as LinkedIn. Het Nieuwe Instituut will only process the data if it has a legitimate interest in doing so and if it benefits the procedure of finding the right candidate for the position.
5. How long do we store data?
Het Nieuwe Instituut does not store personal data for longer than is necessary for the purpose for which it was obtained, unless we are legally obliged to do so. We may store it because we have a legitimate interest, or because you asked us to do so and granted us permission.
Your personal data will be deleted if it appears that your contact details are no longer correct, if your personal data were processed with your consent and you withdraw your consent, if the legitimate interest on the basis of which we process personal data lapses, and after the time periods specified below expire:
State Archive and Study Center
The information that Het Nieuwe Instituut collects and processes regarding visitors to the State Archive and Study Centre will be kept until the visitor’s pass expires. If the visitor no longer uses the pass, the data will be stored for a maximum of 52 weeks after the last visit, unless there is a legal obligation to store it for longer.
The images taken for the purpose of security and camera surveillance will in principle be stored for a maximum of 4 weeks. In the event of an incident, the images relating to that incident will be kept until the incident has been (completely) resolved.
Dealing with complaints
Information about how questions or complaints are dealt with will be kept for a maximum of 2 years after these questions or complaints have been addressed.
Photos and film recordings at events
Het Nieuwe Instituut stores photographic and/or video footage of events for a maximum of 15 years after the event has ended, unless there is a legitimate interest (legal basis) that is linked to our archival function to preserve certain photos for an indefinite period of time.
Donors, Friends, Members, funds, patrons, contacts
The contact details of people who support Het Nieuwe Instituut (for example as a Friend or Member) or who are or have been associated with us as a partner or member are kept for a maximum of 7 years after the termination of the agreement, taking into account the marketing interests involved and the function of our (sponsor) network.
The personal data of people who purchase products and/or services (such as tickets or [visual] material), or who are the contact person for educational visits or hall rental at Het Nieuwe Instituut, are stored for a maximum of 5 years after the termination of the last agreement.
Job applicant data
The personal data processed in the context of a job application will be kept for a maximum of 4 weeks after the application procedure ends. If Het Nieuwe Instituut wishes to retain personal data for a longer period, it will ask the applicant for permission, after which the data will be stored for a maximum of one year.
6. Who is involved in processing your personal data and with whom do we share such data?
During the execution of their work, staff of Het Nieuwe Instituut may access your personal data. Access to personal data is only possible if the employee needs it to perform his or her duties.
To support our organisation, we may engage third parties to process personal data. In the event that Het Nieuwe Instituut hires such ‘processors’, it will conclude an agreement in which we confirm, among other things, the obligations of such a third party and also, for example, that your personal data is properly protected.
Unless we have a legitimate interest or a legal obligation, Het Nieuwe Instituut will not disclose your personal data to third parties for commercial purposes, unless you grant us permission to do so.
You retain the right to withdraw your consent in such cases; see Paragraph 8 below. Your personal data may be processed within countries of the European Economic Area (EEA). Your personal data will not be processed outside the EEA.
7. What security measures do we take and how do we report data leaks?
Het Nieuwe Instituut has taken appropriate technical and organisational measures to protect your personal data against loss or against any form of unlawful processing (hacking), unauthorised access and disclosure.
In the unlikely event of a data leak, we will – in cases where this is required by the AVG and/or other legislation – notify the Personal Data Authority (in good time) and, where necessary, also notify you personally.
8. What are your rights?
Pursuant to the AVG, you have the following rights as an involved party:
- The right to request information about how your personal data is processed;
- The right to have your personal data transferred to another party (data portability);
- The right to change your personal data;
- The right to withdraw your consent; The right to have your data deleted if it is no longer necessary for the purposes for which it was obtained or if you withdraw your consent. You do not always have the right to have data deleted, exceptions may apply;
- The right to limit the processing;
- The right to object to the processing;
- The right to lodge a complaint with the Personal Data Authority if you believe that Het Nieuwe Instituut is in violation of the applicable privacy rules.
Het Nieuwe Instituut considers it important to point out that the rights described above are not absolute rights and that under certain circumstances Het Nieuwe Instituut may not be obliged to comply with a particular request. We assess each request individually in the light of the specific circumstances and current legislation. If we are unable to execute a particular request, we will always give you our reasons for not doing so.
If you do not agree with our decision, you can lodge a complaint with the Personal Data Authority or submit it for arbitration. However, the right to object to the use of personal data for (direct) marketing purposes is absolute. This means that we will always accept a request to block anything that falls under direct marketing.
You can send your privacy and other requests to Het Nieuwe Instituut by e-mail to firstname.lastname@example.org and/or by post to the following address: Het Nieuwe Instituut, Museumpark 25, 3015 CB Rotterdam, for the attention of our Data Protection Officer.
In relation to these specific processing purposes, the rights of involved parties (with regard to access, modification or deletion of personal data) as set out in Paragraph 8 are limited.
Our website uses so-called cookies, scripts, beacons/tags and pixels (hereinafter: cookies). Cookies are small text files that contain (limited) information about you as a user and are stored on your computer by your browser.
- Functional cookies
Functional cookies are essential for Het Nieuwe Instituut's website to function properly.
- Analytical cookies
These cookies are used for analytical purposes. For example, Het Nieuwe Instituut can analyse visitors’ browsing habits on the website.
- Marketing cookies
Tracking cookies consist of cookies (from third parties) that monitor visitors’ Internet behaviour with the aim of displaying targeted advertisements.
- Other cookies
This category includes cookies that cannot be included in the previous categories but do have tracking or profiling properties.
For a complete and comprehensive overview of all cookies used by Het Nieuwe Instituut, please refer to our Cookie Statement (www.hetnieuweinstituut.nl/en/cookiestatement)
Because we post links to third party websites on our website, it is important to remember that when visiting such third party websites, the Privacy Statement of the website concerned applies, and not that of Het Nieuwe Instituut.
10. Amending this Privacy Statement
Our Privacy Statement will be amended from time to time. The most up-to-date version is available on our website: www.hetnieuweinstituut.nl/en/privacystatement.
For the latest information about privacy in our locations, at our events and on our site, we advise you to consult the current version on our website.