Your personal data and your privacy

The Amsterdam University of the Arts (hereinafter referred to as the: AHK) is an umbrella organisation for arts education in Amsterdam. The Amsterdam University of the Arts consists of the following six academies: Breitner Academy, Conservatorium van Amsterdam, Netherlands Film Academy, Reinwardt Academy, Academy of Theatre and Dance, and Academy of Architecture. In addition, the AHK has a few cross-academy organisational units within the context of research and innovation. Finally, the organisation is supported by the Service Bureau.

The AHK handles your personal data carefully in accordance with the requirements of the General Data Protection Regulation (GDPR). In this Privacy Statement, the AHK will inform you about the way in which the AHK handles your personal data and what your rights are.

The AHK is responsible as an institution for the processing of the personal data and special personal data of the students and employees affiliated with the AHK within the meaning of the GDPR. If your data is processed by one of the above-mentioned academies, or by a study programme, research group, the Service Bureau or another organisational unit, then this processing falls under the responsibility of the Amsterdam University of the Arts.

Our organisation processes personal data in order to be able to provide, prepare and financially arrange good education. Furthermore, specific processing may be necessary, for example in order to monitor special situations in the study career of students or to comply with statutory obligations. In addition, we process your data in order to execute and improve our services, in order to compile user statistics and in order to improve our websites. We mainly process personal data of students and employees.

We process data of AHK students in order to:

• process registrations for study programmes, courses or meetings;
• facilitate visa applications;
• recruit and select students;
• register and process study results, study progress, student counselling, study support and information related thereto;
• provide education;
• collaborate digitally, including via video conferencing;
• provide teaching materials and make teaching materials or facilities available;
• calculate, determine and collect tuition fees;
• publish and promote students and their (graduation) work;
• facilitate accreditations;
• handle disputes;
• conduct audits;
• execute applicable statutory duties;
• examine, evaluate and improve the quality of the education;
• safeguard health, safety and security;
• draw up organisational analyses and management reports.
• We process data of AHK employees in order to:
• handle job applications;
• appoint or contractually hire employees;
• comply with obligations relating to employment law;
• follow the performance of employees;
• provide materials and make materials or facilities available;
• handle benefit claims in connection with termination of an employment contract;
• handle disputes;
• conduct audits;
• execute applicable statutory duties;
• examine, evaluate and improve the quality of the education;
• organise workplace healthcare;
• safeguard health, safety and security;
• collaborate digitally, including via video conferencing;
• draw up organisational analyses and management reports.

The personal data is only used by the AHK for the above-mentioned purposes. Your consent will be explicitly requested for other purposes.
 

The following personal data and special personal data may be processed by the AHK:

• Name and address details (name, first names, initials, titles, address, postcode, town/city), telephone number, email address, date and place of birth, Dutch citizen service number, copy of identity document, nationality, sex, passport photo, IBAN;
• Personal data or special personal data that is necessary for proper assistance of students and employees with regard to health and welfare;
• Insurance details of employees and students;
• Where applicable, the date of death of the data subject;
• Other details collected via cameras that are visible in the buildings and on the grounds of the AHK, or the existence of which have been made known;
• Other personal data required by law based on specific legislation (for example the Dutch Higher Education and Research Act, tax law, Compulsory Identification Act, Eligibility for Permanent Incapacity Benefit (Restrictions) Act, etc.).

Specifically for students:

• Student number, correspondence number Dutch Ministry of Education, Culture and Science (Ministerie van Onderwijs, Cultuur en Wetenschap, OCW), prior education diploma, possible degree certificates;
• Form of enrolment and/or status of prospective student (applicant);
• Study data and study progress data (year of enrolment, study programmes, study phase, study form);
• Data concerning the nature and progress of the study, as well as the study progress results and data concerning the student counselling and study support;
• Debtor data of students and data concerning student grants and loans;
• Decisions concerning termination of enrolment, removal, suspension or other measures;
• Date on which those people who were not awarded a certificate of the final review of the student’s academic record left the AHK;
• Date on which the certificate of the final review of the student’s academic record was obtained;
• Most recent prior education followed that grants access to higher education with statement of subject combination;
• Year in which the diploma connected with the prior education was obtained;
• And the following data of parents, guardians or carers of students or course participants: name and address details, telephone number, email address, place of birth, nationality.

Specifically for employees:

• Employee number, position, responsibilities and powers, attendance, assessment with assessment criteria, salary, education, Certificate of Conduct,
• And in the case of hired employees: contract agreements, Dutch Chamber of Commerce number and Certificate of Conduct.

In addition to the lists above, student counsellors and other confidential advisers process data of a personal and individual nature, whether or not directly connected to the education process. Whatever is recorded always takes place with the permission of the student and is only accessible to the student counsellors or confidential advisers concerned and to the student in question.

The Amsterdam University of the Arts has a Data Protection Officer (hereinafter referred to as the: DPO) who ensures that the processing of personal data by the AHK is in accordance with the GDPR. The DPO of the AHK is registered with the Dutch Data Protection Authority. The statutory duties and powers give this officer an independent role within the organisation. The role of the DPO is currently performed by:

• Mr N. Wortel

You can contact the DPO via email: privacy@ahk.nl

If you have a relationship with the AHK, you have the option of receiving a copy of the personal data about you that we process and manage after submitting a written request for this. 
If the overview provided by us contains inaccuracies, you may request in writing that we amend or delete data (although the AHK is obliged to follow the personal data from the Education Executive Agency (DUO) based on the data in the Personal Records Database (Basisregistratie Personen, BRP) of your place of residence).

In the case of a request to delete data, the AHK will endeavour to delete the data in so far as this is both technically and legally possible (for example, the AHK is obliged to store specific information based on the Public Records Act).

If you would like to make use of these rights, you can submit a request for this to our Data Protection Officer via the email address privacy@ahk.nl. You can also contact this address with any questions about your privacy or about your rights.

If the overview provided by us contains inaccuracies, you may request in writing that we amend or delete data (although the AHK is obliged to follow the personal data from the Education Executive Agency (DUO) based on the data in the Personal Records Database (Basisregistratie Personen, BRP) of your place of residence).

The AHK may make use of service providers for the processing of personal data, who are exclusively contracted as processor and act on behalf of the AHK. Processors work on the basis of a processing agreement concluded to that end. Apart from that, the personal data is not provided to third parties, unless the AHK is obliged to do so based on specific legislation. Your personal data will not be rented, sold or shared in another way with, or provided to, third parties.
The AHK is responsible for ensuring that the personal data is only processed and managed within the European Economic Area and not outside of it. The AHK can only choose to allow specific processing to take place outside the EEA in the case of situations in which there are no reasonable alternatives and the country meets the requirements that are set by the European Commission. The AHK will only provide personal data to countries outside of the EEA in some cases. This will happen in the following situations: for the purpose of communication with foreign students who are going to study at the AHK, students of the AHK who are studying abroad, employing staff members from outside the EEA and in connection with academic research.

• The personal data of students and employees will not be stored longer than is required or necessary in order achieve the goals for which the data was collected. In addition, we apply the retention periods from the Selectielijst voor de administratieve neerslag van de openbaar gezagtaken en niet-publiekrechtelijke werkprocessen van Nederlandse Hogescholen (Disposal list for the administrative deposition of the public authoritative tasks and non-public work processes of Dutch Universities of Applied Sciences), drawn up and published by the Netherlands Association of Universities of Applied Sciences (Vereniging Hogescholen).

The AHK is responsible – together with possible processors – for appropriate organisational and technical security of personal data. In this way, we ensure that this data is only accessible to persons who are authorised to that end, based on their position or duty, and that the data is only used for the purposes for which it was obtained and on a legal basis.
In order to optimally protect your personal data against unauthorised access or unauthorised use, the AHK applies appropriate security technologies. We will press charges in the case of (attempted) misuse. In addition, the AHK takes organisational measures in order to secure personal data against access by unauthorised parties. The AHK sees to it that employees and students are sufficiently aware of how to work securely with personal data and works to continuously ensure that awareness. 

The AHK protects your safety and property, among other things, via CCTV monitoring in the buildings. The images from these cameras are carefully handled and saved. Camera images are automatically destroyed after four weeks unless the images have to be saved in connection with an incident observed.

The AHK uses various video tools in order to make online learning and collaboration possible. The AHK uses video, among other things, for the following purposes:

• Recording final projects, (exam) performances and documenting creations that are made or performed by students within the context of the study for the benefit of record-keeping and accreditations;
• Registering lectures and producing other online teaching materials;
• Submitting filmed practical assignments;
• Giving (peer-to-peer) feedback;
• Collaborating or online lessons via ‘live’ sessions, in which teachers and students or employees are present online;
• So-called ‘asynchronous’ lessons where teachers share teaching materials with students via video and/or students are asked to submit videos of their work as part of the learning process.

Live video conferences or teaching sessions may be recorded if this is necessary for educational or accreditation purposes (e.g. registering exams). Permission will be requested from all participants for other situations. 

The AHK has a procedure for reporting and dealing with data breaches. More information can be found via: https://www.ahk.nl/informatiebeveiliging/datalekken/ (in Dutch) 

We make use of ‘cookies’ when offering electronic services. These are small files that are sent with the pages of this website and saved by your browser on your computer. Preferences and surfing behaviour is remembered with the assistance of cookies and used for a following visit to the website. In addition, the AHK makes use of cookies in order to measure the effectiveness of adverts and to place adverts with external parties on the basis of previous visits to our website.

More information about the way in which the AHK uses cookies can be found via: https://www.ahk.nl/en/about-the-ahk/contact/cookies 

Our websites contain hyperlinks to websites of third parties. The AHK is not responsible for the content of these website and is also not responsible for the privacy policy and the use of cookies on these websites. Please read the privacy statement of the website in question in order to see what they do with your personal data.

The AHK reserves the right to make amendments to the Privacy Statement. 

Amendments will be published on the website.

The AHK appreciates your questions and comments with regard to this Privacy Statement. If you believe that this Privacy Statement is not being complied with or if you have complaint about the use of your personal data by the AHK, or if you want to submit a request to make use of your rights as a data subject, you can contact the DPO directly via the email address: privacy@ahk.nl.

Under the GDPR, you are entitled to submit a complaint to the Dutch Data Protection Authority about our processing of your personal data. You may contact the Dutch Data Protection Authority for this.
 
This Privacy Statement was last updated on 29 July 2024.