ozsw

d.d. September 9, 2024

The OZSW is always subject to the privacy policies of its institutional host. The OZSW is currently housed at Radboud University, Nijmegen. The following further specifies how the OZSW handles personal data. The term ‘OSZW office’ used in this document refers to the secretary, assistant director, and director of the OZSW. 

1. Personal data administered by the OZSW 

The OZSW administers personal data of (1) research master students, PhD researchers, and senior researchers who are enrolled as OZSW members, (2) non-members who attend OZSW events, (3) invited speakers at OZSW events, (4) OZSW functionaries, and (5) external contractors.   

For individuals and parties in categories (3) and (4), the OZSW complies with the relevant legal frameworks and the institutional policies of its host university. It has no further privacy policy of its own for these categories. 

Concerning individuals in the first three categories, the OZSW keeps a membership administration and an administration for activities. Concerning individuals in these categories, the OZSW administers personal data for the following purposes. 

1. Having an accurate view of the composition of our membership base. 
2. Having an accurate view of who participates in our activities. 
3. Charging accurate membership and activity fees. 
4. Creating certificates for participants who complete our activities. 
5. Tailoring activities and communications to specific audiences. 
6. Reporting to the OZSW board and relevant external parties. These include the Disciplineoverleg Letteren en Geesteswetenschappen (DLG), the Programmabureau Duurzame Geesteswegenschappen, and the LOGOS Council of Dutch Research Schools in the Humanities.   

1.1 Research master students 

Research master students are enrolled by (the functional equivalent of) the research master coordinator of their university. Research master students are the only members who can declare travel expenses with the school. This requires that the OZSW is given relevant receipts and corresponding bank statements, plus bank details needed for a bank transfer. This information is shared with the financial administration of OZSW’s hosting institution, as it handles financial transactions on behalf of the school. 

1.2 PhD researchers 

Regular PhD researchers are enrolled in the OZSW by (the functional equivalent of) the relevant graduate school coordinator of their university.  

Associate PhD researchers can enroll themselves as OZSW members on the school’s website. They pay an annual membership fee. Information needed for billing associate PhD researchers is shared with the financial administration of OZSW’s host university, as it handles financial transactions on behalf of the school. 

PhD members can access and update their personal information on their profile page on the OZSW website. 

1.3 Senior researchers enrolled as OZSW members 

Regular senior members and associate senior members can enroll themselves as OZSW members on the school’s website. 

Associate senior members pay an annual membership fee. Information needed for billing associate senior members is shared with the financial administration of OZSW’s host university, as it handles financial transactions on behalf of the school. 

Senior members can access and update their personal information on their profile page on the OZSW website. 

1.4 Non-members who attend OZSW activities 

For non-members who attend OZSW activities, the OZSW administers the data indicated in the table in section 1.7. 

1.5 Organizers and speakers at OZSW activities 

Organizers and / or speakers can sometimes declare travel and / or accommodation expenses with the OZSW. The OZSW then requires relevant bank statements and corresponding receipts, plus the personal details and bank details required for a bank transfer. This information is shared with the financial administration of OZSW’s host university, as it handles financial transactions on behalf of the school. 

2. Membership administration 

The OZSW membership administration is accessible to the OZSW office. 

	Research master student	Regular PhD	Associate PhD	Regular senior	Associate senior
First and last name	x	x	x	x	x
Membership start date	x	x	x	x	x
PhD start date		x	x
First and last name(s) PhD supervisor(s)		x	x
Email address	x	x	x	x	x
Home address			x		x
Phone number			x		x
Profile picture (optional)	x	x	x	x	x
University name		x	x	x	x
Faculty name		x	x	x	x
Department name		x	x	x	x
Department address		x		x
OZSW chamber		x	x	x	x
Specialization		x	x	x	x

3. Activity administration 

Activity administration is accessible to the OZSW office and an activity’s organizer(s). In addition, the anonymized results of the survey sent at the end of an activity are shared with the Chamber and the organizer.   

	Study groups	All other activities
First and last name	x	x
Email address	x	x
Gender		x
Date of activity registration		x
Address		x
Phone number		x
University		x
OZSW membership type		x
Membership of other research schools		x
Motivation		x
Dietary preferences		x
Personal requirements		x
Survey answers post-activity		x

4. Data storage locations 

The OZSW membership and activity administrations are kept in the back end of the OZSW website and on a dedicated OZSW channel in the Microsoft Teams environment of the OZSW’s institutional host.  

The OZSW website is hosted by Antagonist. The OZSW website uses WordPress. The back end of the OZSW website is password protected and only accessible to the OZSW office and the OZSW’s web developer. 

The OZSW Microsoft Teams channel is only accessible via the password protected institutional accounts of members of the OZSW office.  

The OZSW also uses Aanmelder for the administration of activities with a participation fee. When Aanmelder is used, activity administration is also kept on the OZSW Aanmelder account. This password protected account is only accessible to the OZSW office.  

OZSW financial records are kept by the financial administration of its institutional host.  

For work in progress regarding membership administration, activity administration, and financial administration, the OZSW office keeps documents and records on password protected personal accounts with their institutional host.