Privacy

(This privacy statement was last updated on February 19, 2025.)

Use of Personal Data

IISG processes your personal data only when necessary for a specific purpose. Depending on the purpose, the following personal data may be processed:

• First and last name;
• Address details;
• Telephone number;
• Other personal data provided by you in the context of correspondence or research;
• Other personal data processed by us in the context of research.

Purposes of Processing Your Personal Data

IISG processes your personal data for one or more of the following purposes:

• To assist and inform you about specific research issues;
• To fulfill its role as an employer;
• To collect relevant data for (specific) scientific research;
• To communicate with you via electronic newsletters, emails, and/or mail;
• To fulfill financial obligations;
• To answer your questions via social media, email, mail, or telephone;
• To improve our website.

Legal Bases

IISG processes your personal data only if there is a lawful basis. Depending on the purpose, personal data is processed because:

• You have given consent;
• It is necessary for the execution of an agreement with you;
• It is necessary to comply with a legal obligation;
• It is necessary to protect your vital interests;
• It concerns a task of public interest;
• KNAW has a legitimate interest in doing so.

Retention Period of Your Personal Data

Personal data is generally not retained longer than necessary to achieve the purpose for which it was collected. Personal data in documents subject to the Public Records Act 1995 is stored in the manner and for the duration prescribed by this law.

The retention periods for documents established for IISG can be found in the selection list.

In cases where data is archived in the public interest, for scientific or historical research, or statistical purposes, personal data may be stored for a longer period. If this is the case, KNAW will take appropriate technical and organizational measures in accordance with the GDPR to protect your rights.

Disclosure to Third Parties

We only provide your personal data to other companies or institutions if it is necessary for executing an agreement, if we have received your consent, or if we are legally obliged to do so (e.g., if the police require it in case of a suspected crime). Third parties we collaborate with:

• External IT service providers;
• The supplier of our administration tool and our accounting office;
• Email and contact form service providers;
• Consultants;
• Parties providing cookies (see cookie statement).

If your personal data is shared with third parties, IISG will ensure that an appropriate agreement, such as a data processing agreement, is concluded to guarantee an adequate level of security for your personal data.

Security

IISG takes appropriate security measures to protect your personal data and prevent misuse and unauthorized access. These security measures include firewalls, encryption, multi-factor authentication, and access control.

Exercising Your Privacy Rights

You can submit a request to IISG to exercise the following rights:

• Right to access your personal data;
• Right to rectify and/or supplement your personal data;
• Right to have your personal data deleted;
• Right to restrict the processing of your personal data;
• Right to data portability;
• Right to object;
• Right not to be subject to a decision based solely on automated processing, including profiling.

If your personal data is processed for archiving in the public interest, scientific or historical research, or statistical purposes, the law imposes restrictions on your rights of access, rectification, restriction of processing, and objection. Additionally, in the case of archiving in the public interest, your right to data portability is also limited. Furthermore, the obligation to notify data subjects does not automatically apply within this context for IISG.

Data Protection Officer

If you have any questions and/or complaints about privacy protection within KNAW, you can contact our Data Protection Officer via email: fg@knaw.nl.

Filing a Complaint

If you have any questions or wish to file a complaint about the use of your personal data, you can contact us using the contact details at the bottom of this privacy statement. We handle every question and complaint internally and will communicate further with you. However, if you believe that we are not assisting you properly, you can contact the Dutch Data Protection Authority to file a complaint.

Changes to This Privacy Statement

IISG has the right to make changes to this privacy and cookie statement. Changes will be published on our website. Therefore, please check this privacy and cookie statement regularly to stay informed of any changes.

Contact Details

KNAW:

Visiting Address:
Het Trippenhuis
Kloveniersburgwal 29
1011 JV Amsterdam

Mailing Address:
P.O. Box 19121
1000 GC Amsterdam

Phone: +31 20 551 0700
Email: knaw@knaw.nl
Website: knaw.nl

IISG:

Visiting Address:
Cruquiusweg 31
1019 AT Amsterdam
Phone: +31 20 6685866

Mailing Address:
P.O. Box 2169
1000 CD Amsterdam

Phone: +31 20 6685866
Email: privacy@huc.knaw.nl
Website: www.iisg.nl