Your data at T.F.V. 'Professor Francken'
When you become a member of our association, by filling in the registration form (either a physical form or on our website), you give us permission to store and process your personal information. We will keep this data until you resign as a member, unless specified otherwise in this document.
What data we store and why
This section describes the personal information of our members that we store. Only the board members and the members of the
compucie committee, which is the committee responsible for maintaining our digital facilities, have direct access to this data. Sometimes a committee will request the names and email addresses of participants for an activity. In this case it is the responsibility of the board to decide whether they should share the data with the committee.
We store first and family names, birthdate, gender and nationality. Gender and nationality are only used for statistics, that is we're interested in knowing male/female or the national/international student ratio in our associataion. We will never share your personal information with third parties without your explicit consent. We do share statistics with the University of Groningen and partner companies (see third parties).
To be able to contact you we need your email address. Additionally when registering you can opt in to share your home address and phone number.
We use your email address to send you bi-weekly newsletters about our association and invitations or informative emails about activities organized by our association. When an email needs to be sent to participants of an activity we will share the email addresses of the participants with the committee members that organize said activity.
We use your home address (if you have a subscription) to send a physical copy of our magazine, the Francken Vrij, and promotional material (flyers) for important events.
We sometimes use your phone number to contact you if you've signed up for an event but aren't present yet.
As a study association we want to know our member's studies. Hence we store your student number and your (current) study. We share the statistics with the university and partner companies so that they can get an idea of what the members of our association are studying.
Photos taken at our activities are stored on our own server. After reviewal of the photos they are published on our website. Members can contact the Fotocie or the board about removal of these photos.
It may happen that we require additional information when you want to participate at one of our activities.
At some activities we require your curriculum vitae (CV). For instance when we organize an activity with a company for a limited amount of participants. When you register for such an activity we ask you to share your CV so that we can make a selection of members that are allowed to participate at the activity. This selection can either be done by the association or the company that organizes the activity. In the latter case we anonymise your data to both reduce biases in the selection process and to protect your personal data. We will delete your CV within four weeks after the activity.
When organizing a (foreign) excursion we often need a copy of a identifcation document (a passport, identification card or drivers license). When you register for such an event you will be asked to share this document. We advise you to use KopieId to make a copy of your identification document. The digital copy that we get will be stored on our own server that is only accessible by the board or
compuciemembers. We will delete these copies within four weeks after the excursion, unless we are required by law to keep these copies for a longer period of time in which case we will inform you about this decision.
To keep track and deduct your expenses at Francken, the registration form gives you the option to provide your International Bank Account Number (IBAN). We store your IBAN in our
database and on the
registration-form that you've handed in. Your IBAN is used to automatically deduct money from your account when you've registered for an event which costs money or when you've purchased products from our canteen.
If you'd like to purchase food and drinks in our members room you'll have to opt in into our canteen system (more commonly known as the streepsystem). This system keeps track of the products that you buy so that we can automatically deduct the costs of these products from you bank account.
Deductions & Declarations
We keep a documentation of the costs that you've made at the association. This includes canteen costs (see Canteen), costs for activities, ordering food, buying books and committee clothing. Due to tax law we are required to keep this data for at least 7 years. Additionally the declarations that you've made are documented. Both deductions and declarations are stored in our physical archive.
Sponsorship and advertisements
Our association is dependant on sponsorships and subsidies, hence we will ocassionally send advertorials via email. We never share the email addresses with third parties unless we've explicitely asked you for permission.
We use Google Analytics to keep track of traffic on our website, https://professorfrancken.nl.
We use Mailchimp to send our bi-weekly newsletters and other mass emails. We only share the emailaddress and first and family name of our members with Mailchimp.
We sometimes organize activities with other associations or affiliated organisations such as BEST, Expedition Strategy and the Beta Business Days. We never share you personal information with these organizations unless you've given us permission to do so.
All digital data is stored on a server located at the University of Groningen.
A daily backup is made of all data stored on our servers, one on-site and one off-site (fully encrypted).
When you become a member we archive the (physical) registration form that you've filled in. Furthermore we archive the forms that are used to sign up for activities or that are used to order food. Due to tax law we are required to keep these forms for at least 7 years.
List of data that we store
The following is a list of personal information that we store of our members.
- First and family names
- Email address
- Home address (optional)
- Phone number (optional)
- Student number
- Current study
- IBAN (optional)
- Canteen transactions (optional)
- Financial transactions (optional)
- Activity attendance (optional)
- Photos (optional)
- Any additional information that you've personally allowed us to keep and provided to us