PrivacyPrivacy

1. Who is Nieuwe Instituut and why this statement?

Who are we?

Stichting Nieuwe Instituut, hereinafter “Nieuwe Instituut”, is an organisation with various functions that will be explained in more detail below. Our (contact) details are:

• Statutory name: Nieuwe Instituut Foundation
• Business and visiting address: Museumpark 25, 3015 CB Rotterdam
• Postal address: Museumpark 25, 3015 CB Rotterdam
• GDPR email address: avg@nieuweinstituut.nl
• Email address of data protection officer: edoornhein@devos.nl
• Telephone number for GDPR questions: 010 - 4401200
• Chamber of Commerce number: 545.843.53
• VAT number: NL8513.60.683.B.01

Museum for Architecture, Design and Digital Culture

Nieuwe Instituut is a museum for architecture, design and digital culture, and a platform for the creative industry. Exhibitions, workshops, publications, tours and debates are organised about various design disciplines such as graphic design, product design, games, fashion, (interior) architecture, urban planning and landscape architecture.

National Collection for Dutch Architecture and Urban Planning

Nieuwe Instituut manages the National Collection for Dutch Architecture and Urban Planning with drawings, photographs, posters and models from the archives and collections of Dutch architects and urban planners. There is also the Research Center, an internationally oriented library with books and magazines on architecture, urban development, spatial planning, interior design, art, design and digital culture. The collection is accessible to the public and can be consulted in the Research Center.

Agency for Architecture, Design and Digital Culture

Nieuwe Instituut acts as a mediating link in, for example, linking regional administrative issues to the innovative power of designers and makers. Or in the interpretation of the Dutch contribution to international presentations of architecture, design and digital culture (and their crossovers). At various scale levels, the Agency for Architecture, Design and Digital Culture connects the potential of the field with questions from the outside world. In addition to projects on a local and regional scale, it is increasingly clear that the international role of the various design sectors is also important. Since its inception, the institute has been responsible for Dutch submissions to so-called state events, such as the Venice Architecture Biennale, and for policy in the field of market expansion. As of 2016, Nieuwe Instituut acts as Coordinator of Internationalisation in the Creative Industry. On behalf of the Ministry of Education, Culture and Science, three tasks are fulfilled: a coordination function, Talent Mapping and supporting international crossovers.

Research Department

In recent years, renewed attention has been paid to the role and practice of research within the cultural sector. In a world in which enormous amounts of information increasingly circulate at great speed, research plays a crucial role in making visible and clarifying both existing and new ideas. Institutions have their own responsibility in developing and presenting research. The Research Department of the Nieuwe Instituut aims to stimulate projects, practices and initiatives whose success does not depend on the number of academic references, the use of official formats or commercial success, but which offer alternatives to common research practices and explore collective forms of knowledge formation.

In this statement (hereinafter: “Privacy Statement”), 'we', 'us' or 'our' refers to the Nieuwe Instituut. Where reference is made to 'you' or 'your', this refers to the user of our website or the person we wish to inform via this Privacy Statement.

Why this Privacy Statement?

In the context of carrying out our activities, Nieuwe Instituut may process your personal data. For example, in cases when you visit the Nieuwe Instituut or our website, want to consult the National Collection, contact the Agency, request more information about our collection or the depot, visit one of our meetings, exhibitions or other events or register for a newsletter or as a Friend, Circle member or Member. We are aware of how important the protection of your personal data is. Careful handling of personal data is of great importance to Nieuwe Instituut and all affiliated legal entities. We act in accordance with applicable laws and regulations, such as the General Data Protection Regulation (GDPR). We will only collect and process your personal data if this is permitted under the GDPR. Your personal data will be treated confidentially and only processed for the purpose for which it was collected. We ensure that your data is secured in an appropriate technical and organisational manner. In this Privacy Statement you can read which personal data we (can) collect from you and why (for what purposes) we do so. You can also find more information here about the rights you have as a data subject.

For whom?

This Privacy Statement applies to visitors to all websites created under the management of Nieuwe Instituut, including all subdomains. If one of our websites uses special or different handling of personal data, it will offer its own or additional Privacy Statement. Furthermore, this Privacy Statement applies to all persons whose personal data we process in the context of our activities, services and work. We hope that all information is clearly included below. If you have any questions about this, you can contact us. Our contact person for the Privacy Statement and related topics can be reached via the contact details mentioned above.

2. What personal data do we collect?

Nieuwe Instituut only processes your personal data when this is necessary for the performance of our activities, services or work. This also applies if you have provided your contact details to Nieuwe Instituut yourself. For example, because you would like to get in touch with us or stay in touch, would like more information, you have registered for a newsletter and/or would like to support us as a sponsor or benefactor. Below you will find a list of personal data that we process more generally, with further information about the purposes and grounds of the processing provided in paragraphs 3 and 4. Which personal data is collected from you depends on our relationship with you. This may concern the following personal data:

• First and last name, initials,
• Title,
• Address data,
• Phone number,
• Date of birth,
• Gender / preferred pronouns,
• Email addresses,
• Bank account number or card details,
• Position, profession or education,
• Photo and/or video images,
• Interaction data, such as IP address, surfing behaviour on our website, click behaviour and location data.
• Area of interest
• Activities attended
• Data that appears in the National Collection for Dutch Architecture and Urban Planning
• Other information that you provide to us

3. General purpose and grounds for the processing of personal data

Below is listed the general purposes for which and on the basis of which legal bases we process your personal data. In paragraph 4, this information is further specified and explained for specific activities or per group of stakeholders.

Nieuwe Instituut will only process your personal data when this is necessary for:

• Information provision and service purposes, such as maintaining contact, improving the quality of our activities or handling a request for information, question or complaint.
• The conclusion and execution of agreements between you and Nieuwe Instituut, such as the purchase and payment of online tickets, (digital) (image) material, in the delivery of products or services by you as a supplier, employee, volunteer or self-employed person, hiring a Nieuwe Instituut space as an event location, for gifts, loan and donation agreements and for the settlement of a legacy.
• Compliance with legal obligations whereby we are obliged to pass on your personal data to the government, such as the tax authorities;
• Promotional purposes such as sending newsletters; Development and analysis purposes to further develop, maintain and improve our website.
• Statistical analysis and market research, such as measuring response to our online promotional campaigns and sending or conducting (online) surveys.
• Marketing purposes to better understand your preferences and wishes.
• Security and the prevention and detection of damage, theft or fraud
• Scientific and historical research, archiving in the public interest.
• Educational, academic, journalistic and artistic purposes.
• Obtaining access to an archive, including assessing requests for access to restricted archives.

Our processing for the above-mentioned purposes is based on the legal bases laid down in the GDPR "the execution of contracts", "the fulfilment of legal obligations", "task of public interest", our "legitimate interest" and/or because you with the processing has agreed and given us permission to do so. Those legal grounds also apply to the purposes of specific processing mentioned in paragraph 4 below.

We process personal data (zip code and house number) together with Rotterdam Festivals, among other things, to generate and collect statistical data (including segmentation based on the Cultural Target Group Model) about our audience. The results of the various studies cannot be traced back to natural persons. We use the anonymous data for accountability towards our subsidy providers, and, for example, as input for our programming and marketing policy. You can read more detailed information about this processing in the Rotterdam Festivals privacy statement. If you choose not to provide the personal data requested by Nieuwe Instituut, we may not be able to provide you with the information and/or agreements or services you have requested and/or we may not be able to fulfil the purpose (and) for which we have requested and process the personal data.

4. Purpose and grounds for specific processing of personal data

Online or telephone contact with Nieuwe Instituut Nieuwe Instituut collects your personal data when you contact us, whether via social media, by email, by telephone or post. We need to use this personal data to respond to your questions and/or to provide services and/or information or products that you have requested. The personal data requested includes your name and contact details (such as email address, telephone number or address) depending on how you want us to respond (by email, by telephone or by post) and your personal choices and requests.

Inspection of the National Collection and visit to the Research Center

Anyone who wants to visit and consult the National Collection can do so at Nieuwe Instituut. You can request a free pass at the counter upon presentation of your ID. To this end, we ask you for various personal data on the application form (name, address, place of residence and telephone number) and we identify you using a valid ID. It is not possible to apply for a pass without showing your ID. We do not make or keep a copy of your ID. Some archives have limited access, for example because they contain personal data of third parties. In order to view these archives, you must demonstrate that you have a basis within the meaning of the GDPR. We ask you to complete a form for this. The form also asks for your name, telephone number and/or email address. Nieuwe Instituut processes the data you provide on the basis of your consent.

Processing for journalistic purposes for educational, academic, artistic or literary forms of expression

Within the collection, the Research Center and the National Collection of Nieuwe Instituut, there may be objects or documents that contain personal data of living persons, such as name, image, date of birth or place of residence, for example. These 'carriers' could be exhibited or published for journalistic purposes. This could involve education, academic, artistic or literary forms of expression. This falls within the legitimate interests of Nieuwe Instituut as a museum and because of its position as a knowledge and expertise centre. Naturally, Nieuwe Instituut will always weigh up this legitimate interest and the privacy rights of those whose personal data play a role on a case-by-case basis. In connection with these specific processing purposes, the rights of data subjects as stated in paragraph 8 are limited in these cases with regard to access, modification or deletion of the personal data.

Visitors to the Nieuwe Instituut museum

When you visit Nieuwe Instituut, personal data may be collected from you as a visitor. We only process this personal data when this data is necessary to provide you with access to our museum, for example because you buy an admission ticket for our museum online or it needs to be checked whether you are on a guest list of visitors in the case of an event. .

Video surveillance system

We use a video surveillance system to ensure that a visit to Nieuwe Instituut runs smoothly, safely and responsibly, for the protection and safety of Nieuwe Instituut, the collection, visitors and staff. The purpose of this system is to allow our security staff to monitor Nieuwe Instituut via this surveillance system. The surveillance system checks for violations such as theft, vandalism or other undesirable behaviour. By visiting our museum, visitors agree that they may appear in the images of the video surveillance system. The images obtained will only be viewed and used internally, unless there is a violation of the aforementioned conditions or other calamities. In that case, Nieuwe Instituut has the right to provide the images to the police and investigation services or the non-life insurer.

Events in Nieuwe Instituut

At most events, we process the personal data of invitees and visitors on lists. These lists are reviewed by the Hospitality department in connection with providing access. The list can further be shared with employees of Nieuwe Instituut and the management of Nieuwe Instituut, who have a legitimate marketing interest in being aware of those present, partly to further determine and develop our business activities and marketing purposes. When we organize an activity or event together with another party, the relevant contact details of people may be shared.

Photo and video recordings at events

During events, it is possible that photos and/or film images are taken of the event, the participants and the visitors by a photographer engaged by Nieuwe Instituut. Nieuwe Instituut has a legitimate marketing interest in making and publishing these recordings in which people can be recognised on its website and/or on social media, whereby the privacy of those involved is of course taken into account.

Visit in the context of education and educational programs

In the case of a visit by (school) children to a school or educational institution for educational purposes (such as workshops), the visiting regulations apply. The personal data of the individual participants of the visit will not be processed. The name and contact details of the group contact person as well as the bookings per school are recorded in our booking system. Based on your personal data, we can contact you in the future for other visits as part of our educational program. If you indicate that you do not wish this, we will delete your data and no longer use it.

Online visitors to our website

Nieuwe Instituut provides information about its activities via its websites, including www.nieuweinstituut.nl. We use Matomo, a leading open-source analytics platform, to collect data about the use of our website. This allows us to improve the user experience and gain insight into visitor behaviour. Our version of Matomo is self-hosted, meaning the data collected is controlled solely by us and is not shared or accessed by third parties. In line with our commitment to privacy, we have configured Matomo to anonymise IP addresses by remove the last two segments (e.g. '82.174.0.0'), making it impossible to identify individual visitors by their IP address. This ensures that your personal data remains protected. The data we collect through Matomo is used to optimize our website and understand which parts of the site are most attractive to our visitors. We collect this information with the aim of continuously improving the content and functionality of our website.

Newsletter to stay informed

Nieuwe Instituut periodically sends various newsletters by e-mail to inform interested parties about the Nieuwe Instituut and its activities and events. You can register for this via the website, Eventbrite and Mailchimp. When you register, you provide us with your e-mail address, possibly also your (first) name, and you give us permission to process your personal data. You have the right to unsubscribe from receiving our newsletters at any time and free of charge by contacting our data protection officer using the contact details in paragraph 1 of this Privacy Statement. You can also use the 'unsubscribe' function that is included in every newsletter you receive from us.

The processing of personal data in connection with our marketing purposes

Nieuwe Instituut may collect, store and use personal data in its CRM system in the context of its marketing interests. For example, if you provide one of the employees of Nieuwe Instituut with your contact details, have met or have concluded an agreement with Nieuwe Instituut as a contact person. We may contact you by telephone, email or post for marketing purposes regarding our activities, events and opportunities to support our institute. If you let us know that you do not want to receive this form of marketing, we will respect this. We will only contact you for such marketing purposes electronically, by email, if you have consented to this. If you do not wish to receive the aforementioned processing, you can inform our data protection officer or use the unsubscribe function that is included in every newsletter you receive from us.

Friends/Members/Circle Members (Benefactors) of Nieuwe Instituut and gifts, donations, legacies and loans

In the context of the administrative processing and settlement of the gifts, donations, legacies and incoming and outgoing loans received by us from Friends, Members and other Benefactors, Nieuwe Instituut will, in order to implement the agreement and to comply with legal obligations , process your personal data such as first and last name, e-mail address, telephone number, address details and payment details. In connection with the status as ANBI, a public benefit institution, we may be legally obliged to provide your personal data to the tax authorities. We will ask you whether you, or the testator, wish to remain anonymous during (exhibition of) the donated, borrowed or acquired object, publications or publicity about it, or whether you grant us permission to mention your name or that of the testator at the exhibition of the object and in any publication or publicity about it. You have the right to withdraw this consent by sending a letter and/or email. Nieuwe Instituut reserves the right to refuse such a request if, for example, it can invoke Article 85(2) of the GDPR, among other things because this right does not apply to processing for journalistic or academic purposes.

Agency, Research

When carrying out its activities on behalf of the Agency and in the context of research activities, Nieuwe Instituut processes personal data. We will only use the data collected for this purpose within the intended purposes within the Agency's function and research activities.

Venue hire in Nieuwe Instituut

When hiring a room in Nieuwe Instituut by third parties, the event organizer is responsible for processing the personal data of the participants in the event in question. Nieuwe Instituut processes the personal data necessary for the execution of this agreement together with the visitor list for the event, which will be shared with Nieuwe Instituut employees for whom the visitor information is important for security reasons.

Applications at Nieuwe Instituut

During an application procedure we will process personal data, such as your name, address, email address, telephone number, date of birth and gender. In addition, Nieuwe Instituut will ask for information about the training courses you have completed, as well as your employment history. In this context, Nieuwe Instituut can also view a (business) social media profile such as LinkedIn. Nieuwe Instituut will only process the data to the extent that it has a legitimate interest in processing it and if the processing is necessary for the purpose, namely finding the right candidate for the position.

5. How long do we store data?

Nieuwe Instituut does not store personal data for longer than is necessary for the purpose for which the personal data was obtained, unless storing this data is necessary for us to comply with a legal obligation. Or, because we have a legitimate interest in this, whether we store this data at your request and with your permission. Your personal data will be deleted if it appears that your contact details are no longer correct, your personal data is processed on the basis of consent and you withdraw consent, the legitimate interest on the basis of which we process personal data no longer applies, and after the specific periods stated below have expired:

National Collections Research Centre

Archives that Nieuwe Instituut manages in the public interest are in principle kept indefinitely. That is inherent to its purpose. The information that Nieuwe Instituut collects and processes regarding visitors to the National Collection and library collection will be kept for as long as the visitor's pass has been issued to the visitor. If the visitor no longer uses the pass, the data will be kept for a maximum of 2 years after the visit, unless there is a legal obligation. Data that Nieuwe Instituut receives in order to assess a request for access to a restricted archive will be kept for a maximum of 1 year after the request has been processed if the request is granted and for a maximum of 1 month after the request has been processed if the request is granted. turned down.

Security / Camera surveillance

The images taken in the context of security and camera surveillance will in principle be kept for a maximum of 4 weeks. If there is an incident, the images relating to that incident will be retained until the incident has been (completely) handled.

The settlement of complaints

Information about the handling of questions or complaints will be kept for a maximum of 2 years after their settlement.

Photo and film recordings at events

Nieuwe Instituut will keep photo and/or video material from events for a maximum of 15 years after the event. Unless there is a legitimate interest (legal basis) in connection with our archive function to keep certain photos indefinitely.

Donors, Friends, Members, funds, benefactors, contact persons

The contact details of people who support the Nieuwe Instituut (for example as a Friend or Member) or who are (or have been) associated with it as a partner or member, will be retained for a maximum of 7 years after termination, also taking into account the marketing interest in this and the function of our (sponsor) network. of the agreement, gift, donation or collaboration. The personal data of people who purchase products and/or services (such as tickets or (image) material), act as a contact person during educational visits or hire a room at Nieuwe Instituut will be kept for a maximum of 5 years after the termination of the last agreement.

Applicant data

The personal data processed in the context of the application procedure will be retained for a maximum of 4 weeks after completion of the application procedure. If Nieuwe Instituut wishes to keep the personal data for longer, it will ask the applicant for permission, after which the data will be kept for a maximum of one year.

6. Who is involved in the processing of your personal data and with whom do we share such data?

When carrying out the work, employees of Nieuwe Instituut may have access to your personal data. Access to personal data is only possible if this is necessary for the specific employee to perform his or her work. We may use third parties to support our organisation, whereby this third party processes personal data. If Nieuwe Instituut engages such “processors”, in those cases Nieuwe Instituut has entered into an agreement in which we agree, among other things, what the obligations of such a third party are and also, for example, that your personal data will be sufficiently secured. Unless there is a legitimate interest of our museum or a legal obligation, Nieuwe Instituut will not provide your personal data to third parties for commercial purposes. Except with your express permission. In that case, you have the right to withdraw your consent, see paragraph 8 below. Your personal data may be processed within countries of the European Economic Area (EEA). No processing of your personal data takes place outside the EEA.

7. What security measures do we take and how do we report data leaks

Nieuwe Instituut has taken appropriate technical and organisational measures to protect your personal data against loss or any form of unlawful processing (hacking), unauthorised access and disclosure. Persons who have access to your data on behalf of Nieuwe Instituut are obliged to maintain confidentiality and handle your data with care. Our employees are bound by an internal privacy policy. When Nieuwe Instituut engages third parties as processors, we require the same technical and organisational measures from our processors and we have recorded this with them in a processing agreement. In the unlikely event of a data leak, we will - in cases where this is necessary according to the GDPR and/or other legislation - report this (in a timely manner) to the Dutch Data Protection Authority and, where necessary, also to you personally.

8. What are your rights?

Under the GDPR, you as a data subject have the following rights:

• The right to request information about the processing of your personal data;
• The right to have your personal data transferred to another party (data portability);
• The right to change your personal data;
• The right to withdraw the consent you have given;
• The right to have your data deleted if the data is no longer necessary for the purposes for which it was obtained or when you withdraw your consent. You do not always have the right to have data deleted, exceptions may apply. This applies in particular to material from the National Collection;
• The right to limit processing;
• The right to object to the processing;
• The right to file a complaint with the Dutch Data Protection Authority if you believe that Nieuwe Instituut is acting in violation of the applicable privacy rules.

Nieuwe Instituut attaches importance to pointing out that the rights described above are not absolute rights, and that under certain circumstances Nieuwe Instituut does not have to comply with a specific request. We will assess each request individually based on the concrete circumstances and applicable legislation. If we cannot respond to a specific request, we will always provide you with reasons for this decision.

Data Protection Officer

To ensure compliance with the obligations under the General Data Protection Regulation and the policy of the Dutch Data Protection Authority as much as possible, Nieuwe Instituut has appointed an external Data Protection Officer: Ms Els Doornhein, De Vos & Partners Advocaten, Van Miereveldstraat 13, 1071 DW Amsterdam. Mrs Doornhein can be reached via: edoornhein@devos.nl.

Complaints

If you do not agree with a decision regarding your rights, you can file a complaint with the Dutch Data Protection Authority or submit it to the court. The right to object to the use of personal data for (direct) marketing purposes is absolute. This means that we will always accept requests not to use personal data for direct marketing. You can send your (privacy) requests to Nieuwe Instituut by e-mail to avg@nieuweinstituut.nl and/or by post to the following address: Nieuwe Instituut, Museumpark 25, 3015 CB Rotterdam, for the attention of our data protection officer. In connection with these specific processing purposes, the rights of data subjects as stated in paragraph 8 (with regard to access, modification or deletion of personal data) are limited.

9. Use of cookies/hyperlinks

Functional Cookies: These are essential for the basic functioning of the website and ensure that you can navigate the site efficiently and use the functions offered on it. Analytical cookies: We use a self-hosted version of Matomo to collect data about how visitors use our website. This information helps us to improve our website and services. Matomo is configured in such a way that it anonymises IP addresses, thus guaranteeing your privacy. We do not use marketing cookies or other tracking cookies that monitor your internet behaviour for advertising purposes. You have the option to manage cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website.

Hyperlinks

To the extent that we place links to third-party websites on our website, it is important to know that when visiting such third-party websites, the Privacy Statement of the website in question applies, and not that of Nieuwe Instituut.

10. Adjusting this Privacy Statement

Our Privacy Statement may be amended from time to time. You will find the applicable version on our website: https://nieuweinstituut.nl/en/pages/privacy.