DANS believes your privacy is important. This privacy statement tells you which data DANS collects, how these are processed and for what purpose.
DANS is an institute of the Dutch Academy KNAW and funding organisation NWO and is part of the legal entity of The Royal Netherlands Academy of Arts and Sciences (the Academy) KNAW.
DANS is aware of its responsibility when processing personal data. DANS wants every person whose personal data it processes to be confident that this is done in a careful and lawful manner. DANS processes personal data in accordance with the General Data Protection Regulation (GDPR) and the privacy rules arising from it.
Which personal data is recorded by DANS?
DANS only processes personal data if this is necessary for a specific purpose. The purpose determines which personal data have to be processed and no more data will be asked for than is essential for that purpose. Depending on the purpose, the following personal data may be processed: name, address, town/city, e-mail address, company data and disciplines.
On what basis does DANS process personal data?
DANS only processes your personal data if there is a legitimate basis for doing so. Depending on the purpose, personal data are processed because:
- you give your consent for this to be done
- it is essential for implementing an agreement that has been made with you
- it is essential in order to fulfill a legal obligation
- it is essential in order to protect your vital interests
- a public interest task is concerned
- DANS has a legitimate interest in doing so.
If DANS processes personal data on the basis of your having given consent, you have the opportunity to withdraw your consent at any time. From that moment on, DANS will no longer process any of your personal data.
DANS processes your personal data in the first instance for the purpose of fulfilling its mission. For this purpose, DANS collects personal data so that the following activities can take place:
- providing a forum for academic debate and the exchange of academic information.
- to conduct the policy with regard to research data for the humanities, social sciences and life sciences.
- maintaining international academic relationships and participating in international academic organisations.
- awarding prizes and establishing and implementing incentive programmes.
DANS also processes one or more of your personal details for the following purposes (depending on the activities that apply to you):
- to be able to help you and inform you regarding specific research and/or collection issues
- to collect relevant data for the purposes of well-defined academic research
- to communicate with you by sending electronic newsletters and e-mails, and/or by post
- to be able to meet financial obligations
- to answer your questions through social media, e-mail, by post or by telephone
- to improve our website.
Securing your personal data
DANS secures your personal data to prevent misuse or unauthorised access to your personal data.
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.
In cases where documents are archived in the public interest, for scientific or historical research, or for statistical purposes, personal data can be stored for a longer period. If this is the case, DANS, in accordance with the GDPR, will take appropriate technical and organisational measures to protect your rights.
Disclosure to third parties
DANS will only disclose your personal data to third parties if there is a legal obligation or basis to do so as referred to in Section 6 GDPR.
When DANS discloses your data to a third party, it will safeguard your rights to privacy, among other things by concluding a processing agreement in which arrangements are made as to how your personal data must be dealt with.
Exercising your privacy rights
You can submit a request to DANS 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, including profiling.
If your personal data are processed with a view to archiving in the public interest, scientific or historical research, or for statistical purposes, legislation places restrictions on, among other things, your right to access, rectification, restriction of processing, and your right of objection. Furthermore, if data are processed with a view to archiving in the public interest, your right to the portability of your personal data is also restricted. In addition, in this context DANS requirement to notify data subjects does not apply in all cases.
Data protection officer
Should you have any questions and/or complaints about the safeguarding of your privacy within DANS, please contact our privacy coordinator Emilie Kraaikamp via our telephone number or the e-mailaddress: privacy(@-at)dans.knaw.nl. The Data Protection Officer (DPO) for The Royal Netherlands Academy of Arts and Sciences (the Academy) is Joëlle Versluis. You can reach her via: +31 20 551 07 36, +31 6 15 65 73 66 and fg(@-at)knaw.nl.
Personal Data Authority
DANS 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.
Three core services of DANS
EASY is the online archiving system of DANS: https://easy.dans.knaw.nl.
Username, email address*, title, initials*, last name*, job title, primary discipline, secondary discipline, tertiary discipline, telephone number, DAI. About your organisation: organisation*, department, address*, postcode*, town*, country
* Required data
Your data is processed so that you can use the EASY facilities that require logging in. This may involve downloading, applying for or depositing data.
When you apply for Restricted Access data sets, your data will be shown to the depositor together with your application. This is necessary for the depositor to gain insight into who you are in order to be able to make a careful assessment of how to grant access.
Only after you have agreed to this will your initials, last name, function and organisation be made visible to other logged in users via the log part of the dataset when you have downloaded a dataset for which you had to log in. They can see the date on which you downloaded files and how many files were involved. The depositor can see which files are involved.
If you have indicated this, your data will also be used for sending you our newsletters.
By creating an account you agree to the General Conditions of Use.
Personal data in research data
These are personal data of third parties that have been included in a dataset for research purposes. The institutions, or individual researchers, that submit these research data with personal data to DANS are responsible for processing them under the GDPR. DANS is the processor. The institutions or researchers are therefore also responsible for the extent to which these data are accessible. Is your data part of a dataset? Please refer to the relevant institution or researcher for more information and to exercise your privacy rights.
DANS concludes a processing agreement with parties that store personal data in research data. DANS is working on this with retroactive effect. Given the large number of datasets that DANS now manages and the limited degree to which DANS has insight into the presence of personal data in them, DANS may not be able to do this for every dataset.
DataverseNL is a network of data repositories that makes use of the Dataverse software developed by the University of Harvard (USA). DataverseNL is offered jointly by the participating institutions and DANS. DANS has been managing the network since 2014; data management in the local repositories is handled by the individual institutions. The institutions that transfer research data containing personal data to DataverseNL are data controllers under the GDPR. Is your data part of a dataset? If so, please refer to the relevant institution for more information and to exercise your privacy rights.
First name*, last name*, email address*, affiliation
* Required data
Your data will be processed to enable you to use the facilities of DataverseNL which require logging in. This may involve creating, managing and publishing dataverses and/or datasets and submitting requests.
When you publish a dataset, your first and last names will be published on the website of DataverseNL.
Email address, Organisation, Job title
Depending on the Guestbook, one or more data are required.
When you want to download files, with or without an account, you may be asked to complete a Guestbook first. Your data can be shown to the administrator and depositor of the relevant dataset. They need the data to be able to make an assessment about granting access.
NARCIS is the national portal for those seeking information about scientists and their work. NARCIS provides access to scientific information, including (open access) publications from the repositories of all the Dutch universities, KNAW, NWO and a number of research institutes, datasets from some data archives as well as descriptions of research projects, researchers and research institutes. https://www.narcis.nl
Personal page information
Email address*, title, initials*, last name*, first name, job title, expertise, teaching assignment, workplace telephone number, DAI, ORCID, ISNI, organisation, URL of personal page with organisation, profile picture. Your data can be linked to the profile of your organisation, to projects, publications and datasets. Collaborations are also shown.
* Required data
Your data will be published publicly on the NARCIS website. By logging in to narcis.nl you can edit your personal data and post or remove your profile picture. The data can be used for scientific research.
Registration data for acceptance of general conditions
Organisation name*, contact*, job title*, postcode and address, town, telephone, email address*
* Required data
Your data will be processed within the context of the general terms and conditions.
Changes to this privacy statement
DANS may change this privacy statement. Any changes will be published on the DANS website. Changes made to this privacy statement will never be in violation of the GDPR and the privacy rules arising from it.
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DANS’ contact details are available online.
Entry into force
This privacy statement entered into force on 12 June 2018.