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If you are a contact person on behalf of an affiliated institution, we process the following details in a so‑called “contact person card”:
- First and last name
- Role
- Job title
- Decision‑making authority
- Preferred communication channels
When you, as a contact person, communicate with Npuls, we may also collect the following information:
- The content of interactions with Npuls when these are related to the services or resources provided by Npuls. This may include information about participation in meetings, notes of telephone conversations, messages sent and received by e‑mail, the contents of submitted web forms and participation in events..
We use your contact details and the content of interactions to coordinate collaboration with institutions. This helps us to record and follow up agreements, to avoid contacting contact persons or institutions too frequently, and to carry out consistent and targeted relationship management. This enables us to run the Npuls programme effectively (legal basis for processing: legitimate interests).
In addition, we use these data to prepare reports aimed at improving our services and measuring the progress of initiatives (legal basis for processing: legitimate interests). These reports contain only aggregated information (at institution and sector level) and cannot be traced back to individual persons.
How long do we keep these data?
We retain your data for as long as you remain in contact with Npuls and an active relationship exists. If there is no contact for a period of 24 months, your data will be anonymised. This means that we remove your name, e‑mail address and telephone number from the contact person card and associated interactions so that the information can no longer be traced back to you. Npuls will then use the anonymised data only for the preparation of reports. -
If you are a contact person on behalf of, for example, a systems supplier, a collaboration partner, a funding scheme, a growth fund or a ministry involved in a component of the Npuls programme, we process the following details in a “contact person card”:
- First and last name
- Role
- Job title
- Decision‑making authority
- Preferred communication channels
When you, as a contact person, communicate with Npuls, we may also collect:
- The content of interactions with Npuls when these relate to the services or resources provided by Npuls. This may include information about participation in meetings, notes of telephone conversations and e‑mails sent and received.
Why do we collect these data?
We use contact details and the content of interactions to coordinate collaboration with service providers, to follow up agreements and to prevent over‑contact. This allows us to carry out consistent and targeted relationship management (legal basis for processing: legitimate interests).How long do we keep these data?
We retain your data for as long as you remain in contact with Npuls and an active relationship exists. If there is no contact for a period of 24 months, your data will be anonymised. This means that we remove your name, e‑mail address and telephone number from the contact person card and associated interactions so that the information can no longer be traced back to you. Npuls will then use the anonymised data only for the preparation of reports. -
Via our website you can register for events. For this purpose, we may collect the following data:
- First and last name
- E‑mail address
- Organisation
- Sector in which you work
- Job title
- Payment information
- Dietary requirements
- Any other information you provide voluntarily
We use the Yellenge platform (provided by Owello) to process these data.
Why do we collect these data?
We need your data to process your registration (legal basis for processing: consent). In addition, where applicable, we periodically link information about events you have attended to your contact person card for the continuity of relationship management (legal basis for processing: consent).We also use these data to prepare reports aimed at improving our services and measuring the progress of initiatives (legal basis for processing: legitimate interests). These reports contain only aggregated information (at institution and sector level) and cannot be traced back to individual persons.
Hoe lang bewaren we deze gegevens?
After the event, we retain your data for 30 days.Data that we link to the contact person card are retained for the same period as the general retention period for the contact person card, as described above.
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Via our website you can subscribe to our online newsletter. For this we collect the following personal data:
- First and last name
- E‑mail address
- Organisation
Every Npuls newsletter contains a link that allows you to unsubscribe. We use the Spotler service to process these data.
Why do we collect these data?
We require these data to process your subscription (legal basis for processing: consent). In addition, where applicable, we periodically link information about your subscription to the contact person card for the continuity of relationship management (legal basis for processing: consent).We also use these data to prepare reports aimed at improving our services and measuring the progress of initiatives (legal basis for processing: legitimate interests). These reports contain only aggregated information (at institution and sector level) and cannot be traced back to individual persons.
How long do we keep these data?
Each time you receive a newsletter you can easily unsubscribe via the unsubscribe option in the e‑mail.After you have unsubscribed from the newsletter, the data that we have linked to the contact person card will be removed within a maximum of 30 days.
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Via our website you can contact us using a form, for example to ask a question. Depending on the fields completed in a web form, we may collect the following data:
- First and last name
- Address
- E‑mail address
- Telephone number
- Area(s) of interest
- Organisation
- Sector in which you work
- Job title
- Any other information provided in the form
Why do we collect these data?
We use the information provided via the contact form solely to handle your question or request (legal basis for processing: legitimate interests).Hoe lang bewaren we deze gegevens?
We retain your data until one month after your question or request has been fully processed so that we can still respond to any follow‑up questions. -
Via our website you can submit applications for various schemes using a web form. Depending on the fields completed in a web form, we may collect the following data:
- First and last name
- Address
- E‑mail address
- Telephone number
- Area(s) of interest
- Organisation
- Sector in which you work
- Job title
- Any other information provided in the form
Why do we collect these data?
We use the information provided via the web form solely to follow up your application and to provide support in relation to the relevant scheme (legal basis for processing: legitimate interests).In addition, where applicable, we link information about the application to your contact person card for the continuity of relationship management (legal basis for processing: legitimate interests).
How long do we keep these data?
We retain your data for as long as is necessary to process your application.Data that we link to the contact person card are retained for the same period as the general retention period for the contact person card, as described above.
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Npuls manages several online community's via the Pleio platform. Through these community's, members can take part in discussions, share knowledge and collaborate on projects. This privacy statement applies to all Npuls community's hosted on Pleio, including Data & AI, XR, and edusources.
Npuls processes personal data in accordance with the General Data Protection Regulation (GDPR). Below, you can read which data we process, why we process it, how long we store it for, and what rights you have.
Which personal data do we process?
Through Pleio, personal data is processed insofar as it is necessary for the proper functioning of the platform and the community's.
1) Profile data
Which data?
- Email adress
- Username
- SURFconext-ID
- EduID (if used)
Optional:
- Profile photo
- Job title
- Employer
- Organisation
- Sector (mbo, hbo, wo)
- Specialism/expertise
- Pesonal description (“About me”)
- Skills or intersts (e.g. “I can help you with...”)
Why do we process this data?
- To provide you with a personal profile
- To enable participation in community's
- To send notifications about topics you follow
- To make you visible and discoverable for other community members
Legal basis: Legitimate interest of Npuls (functioning of the community) and consent.
Retention period: As long as you are a member, or until you delete your profile or disable notifications.
2) Login and security data
Which data?
- IP-adress
- Timestamp of first and most recent login
- System log data
- Device, location, timestamp
- Active sessions
- Browser information (User Agent)
Why do we process this data?
- To ensure the technical functioning of the platform
- To detect security risks, misuse, or unauthorised access
- To safeguard stability and availability
Legal basis: Legitimate interest of Npuls (security and continuity).
Retention periods:
- IP address and log data: 2 weeks
- Most recent login time: until the next login
3) Notifications
Which data?
- Email adress
Why do we process this data?
To send you notifications about questions, updates, community's, projects, people or publications you follow.Legal basis: Legitimate interest of Npuls.
Retention period: As long as you are a participant, or until you unsubscribe (via your profile or through a notification).
4) Content you post yourself
Which data?
In all Pleio community's, members can post content themselves, such as:
- articles
- comments
- questions in a helpdesk or forum
- shared documents or learning materials (specific to edusources)
- attachments or media uploaded by you
Why do we process this data?
Because this is the content you actively publish within the community. The platform can only function if posted content is visible and searchable.
Legal basis: consent (by actively posting content).
Retention periods:
- As long as you are participant
- When deleting your profile, you can choose:
- Delete everything (profile+ content), or
- Delete your profile but keep your content → your name will be replaced with “Anonymous user”
You may also delete content yourself or ask us to delete it for you.
Visibility of profile data
Within the Pleio platform, certain profile information is visible by default.
- For logged-in visitors: All profile information you have entered, except your email address and SURFconext ID / EduID.
- For visitors who are not logged in: Username, profile photo, job title, employer, biography.
Deleting your profile
You can delete your profile at any time. You can choose between:
- Deleting your profile and all posted content, or
- Deleting your profile but keeping posted content, in which case your username will be anonymised to “Anonymous user”.
Npuls will delete your profile within one month of your request.
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Npuls uses the Yellenge registration system. All Npuls events from Yellenge are recorded in Npuls' CRM. This allows us to create as complete a picture as possible of the transformation process in institutions participating in the Npuls programme.
What kind of data is stored?
- Whether a contact person was present at an event (via an Engagement Registration). This means that the email address that was present at the event is looked up in the CRM and linked if available. If the email address was not yet present in the CRM, it is transferred to the CRM.
- Any notes about whether someone had a specific role at an event, such as speaker.
Why is this data stored?
The processing of personal data in the context of event management is necessary to effectively organise, follow up on and document events within the Npuls programme. Recording data about interested parties, registrations and actual participation makes it possible to send relevant communications (such as confirmations, thank-you emails and surveys) and to provide targeted follow-up to participants (legal basis for processing: legitimate interest/consent). The processing of personal data at an individual level is necessary here in order to gain insight into the progress of the Npuls programme.
How long do we retain this data?
Personal data in the CRM is retained for up to two years of inactivity by a contact person. Participation data is anonymised after the two-year period.