Privacy Policy

1. Important notice
For the purposes of relevant data protection legislation, we are a controller of your personal data and as a controller we use the personal data we hold about you in accordance with this Privacy Notice.

This is the Privacy and Cookie Notice of the website of HUB Organoids B.V. hereafter: (‘Website’). This notice is governed by the EU General Data Protection Regulation (“hereafter: “GDPR”) and applies to all personal data that HUB Organoids B.V., a limited liability company organized and existing under Dutch law, having its offices at Yalelaan 62, 3584 CM Utrecht, the Netherlands, registered with the Dutch trade register under number 90780833, (hereafter: ‘HUB Organoids’, ‘we’, ‘our’ or ‘us’), processes as a data controller of its website visitors (hereinafter referred to as: ’you’ and ‘your data’) via our Website.

The purpose of this notice is to clearly describe how we collect, use and disclose personal data collected through the Website and which rights you have with respect to your personal data.

This document contains the following information:

1. Important Notice
2. Categories of personal data
3. How we collect and store the up mentioned personal data
4. Who has access and how we might share personal data
5. How we secure your data
6. When we will remove your data (retention periods)
7. Your rights
8. Complaints
9. Modifications
10. Contact details

2. Categories of personal data we collect

Personal data is any information that directly or indirectly identifies a natural person. Such information could include a name, e-mail address and the IP-address of your computer. We process your data for the purposes set out in paragraph 3. For as far we collect personal data through cookies, more information is provided under paragraph 3.

A.   The categories of personal data about you that we may collect are:

• personal data you provide to us in person, via our website or by telephone, including your name, address, email address and telephone number and any other contact details you supply when completing a form on our website;
• your professional online presence, for example, your LinkedIn profile;
• personal data you provide when you apply for a job advertised or submit a speculative job application and/or your CV;
• via our information technology (IT) systems, e.g.: door entry systems and reception logs; automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems and email.
• personal data gathered using cookies; and
• details of your visits to our website including but not limited to traffic data, location data, weblogs and other communication data.

B.   We may also create personal data about you, for example, if you contact us by telephone we may make a written record of key details of the conversation.

C.   In addition, we may obtain certain special categories of your data (“Special Categories of Data”). The Special Categories of Data are: (i) personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership; and (ii) the processing of genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

3. How we collect and store the up mentioned personal data

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us via our contact details (article 6(1)(a);
(b) We have a legal obligation (article 6(1)(c);
(c) We have a legitimate interest (article 6(1)(f).

We will now explain what types of information we store and why we need this information.

A. CONTACT FORMS

If you decide to contact us by providing us with your contact details on our website, then we will process the following personal data: (i) your first and last name; (ii) the organization you represent and your job title, to the extent that you choose to provide this information to us; (iii) your email address and/or your telephone number, depending on the medium you have chosen to let us get in contact with you. We are allowed to process this data on the basis of article 6(1)(f) GDPR, since this information is necessary to properly answer your question. If you do not provide personal data for this purpose, we might not be able to contact you and answer your question.

HUB Organoids does not process any sensitive data under Article 9 of the GDPR such as information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, personal data concerning health and information about your sex life or sexual orientation) during the initial contact. For compliance purposes we kindly request you not to submit any sensitive data when you contact us. Otherwise, any data of a highly personal nature or sensitive data provided to us will be deleted.

B. ACCESS TO THE HUB ORGANOIDS DATABASE

Via our Website our customers may access the HUB Organoids database. For this purpose, customers need to sign up (this is qualified as “consent”) and provide us with their name and (business) email-address in order to receive a link to access the HUB Organoids database.

C. NEWSLETTER

with your e-mail address and optional your name, initials and additional information like company name or a functional classification to be able to send you the right content. We are allowed to process this data based on your consent. You are at any time allowed to withdraw your consent by contacting us via our contact details. After the active receipt of your personal data HUB Organoids will send you the newsletter.

D. ONLINE CAMPAIGNS

To stay connected to people that are interested in us, we may launch campaigns. Details of subscription information of a campaign is provided per campaign. We are allowed to process this data based on your consent. You are at any time allowed to withdraw your consent by contacting us via our contact details. After the active receipt of your personal data HUB Organoids will send you any relevant information, content and/or messages.

E. SOCIAL MEDIA

On our webpage, we also link to our LinkedIn page. If you follow our LinkedIn page or like something on our LinkedIn page (this is qualified as “consent”), personal data concerning you will be processed. HUB Organoids acts as a joint controller with LinkedIn for the processing of personal data provided to us through Page Insights, which exists solely of aggregate data. You are at any time allowed to withdraw your consent by contacting us via our contact details.

F. HUBSPOT

Our website uses HubSpot, a marketing automation tool that allows us to accept forms and respond to our users with the content they request. HubSpot uses cookies to help gauge the interest of our users, make repetitive tasks easier, serve personalized content, and facilitate our marketing. You consent to accepting HubSpot cookies when you visit our website. To reject cookies from HubSpot, you can turn them off in your web browser.

G. JOB APPLICATIONS

For the management of the recruitment process HUB Organoids makes use of the services of Teamtailor, a provider of applicant tracking software. The applicant’s personal data submitted during the application process is stored and used for recruitment and selection purposes. We may request the following information from you, which is not a defined list. For example (full) name, postal address, email address, phone number, IP address, social security number, date of birth, passport number. Regarding your application we collect application information such as resume, cover letter, interview notes, pre-employment references, education, employment history, professional experience, certifications, qualifications and presentations.

You are asked for your consent and we will use this information for the following (business) reasons:

• managing your application for a role you applied for or were referred to;
• assessing your suitability for the position you have applied;
• verifying your identity, employment history, education history, qualifications and language proficiency;
• checking references;
• fulfilling our obligations related to a contract of employment;
• communicating with you.

For job application purposes, we will not be actively asking for any sensitive data under article 9 of the GDPR. In case of receipt, we will automatically delete, and therefore not collect, use or process the sensitive data.

We collect personal data through the application and/or recruitment process in the following ways, pursuant to applicable law:

• Directly from you: when you create your account profile to share information or to receive information regarding job openings from our Applicant Tracking System and take part in recruitment interviews and activities.
• Other sources: from employment or recruitment agencies and your references.
• Publicly available sources: we collect information from public sources, when permitted by law. We may use such sources to verify your credentials or complete any other reviews as required by law.

We will only use your Personal Data for the business purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will:

• Make sure that we get your specific consent for the new purpose or
• Point to a clear legal provision requiring or allowing the new processing in the public interest – for example, a new function for a public authority.

If you provide to us any Personal Data relating to third parties, such as your reference(s), it is your responsibility to ensure that information you submit does not violate any third party’s rights and that you have obtained approval from that individual to provide that information to us.

Data that you have provided to us in your application, will be deleted no later than four weeks after the application procedure has ended. Unless the personal data are retained, with the applicant’s consent, for one year after the end of the application procedure or you can also choose to connect with HUB Organoids in which case you will join our Talent Pool. In both cases we will retain your data for one year with a view to possible future vacancies.

H. COOKIES

We use “cookie” technology, and other similar technologies, to collect additional Website usage data and to improve our services.
What are cookies?

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your device, which is like computer memory, for example to offer the basic functionality of the website or for statistical purposes. Different types of cookies exist, depending on their features and functions, and they might be stored on the users’ devices for different timeframes: e.g. session cookies are cancelled at the end of each browsing session.

What is the difference between first party and third party cookies?

We differentiate first party cookies and third party cookies. The word “party” refers to the domain as specified in cookie: the website that is placing the cookie. First party cookies are managed by us or used on our behalf and refer to HUB Organoids’ domain. Third party cookies are placed by third parties and refer to their domain name. For example: If we embed YouTube movies into our Website, also cookies from the YouTube domain will be placed. Our website may contain links to third party sites. As we are not control responsible for the privacy practices of those websites, we encourage you to review the privacy policies of these third party sites. This notice applies solely to personal data collected by our websites or in the course of our business activities.

What specific cookies does HUB Organoids use?

We use the following kind of cookies on the Website, and will explain the purpose of these kind of cookies.

First party cookies: HUB Organoids uses functional website cookies to help you login to your accounts if you have registered for these accounts or for submitting forms. HUB Organoids can also place cookies to help testing Website changes and improvements for a better user experience.

Analytical cookies (Google Analytics): Analytical cookies allow us to recognize and count the number of visitors to our Website, to see how visitors behave on the Website and to record which content is read. This helps us to determine how frequently particular pages are visited and to determine the most popular areas of our Website and/or services. This helps us to improve the Website.

Please note that we might be required under local law to obtain consent from you for the use of some of the cookie technologies. If so, we will ask you to consent with the placement of the cookies when you enter the Website. If you do not consent with the placement of the cookie, we will not place the cookie. However, in that case we are not able to personalize the content on our Website. If you have consented with the use of cookies, you have the right to withdraw your consent at any time.

More information with regard to withdrawal or modification or your consent, activation, deactivation and deletion of cookies can be found in the instructions via the help-functionality of your web browser. Please note that if you set your browser to disable cookies, the Website might not work properly and some services or some of the Website’s functionalities may not be available or work smoothly, and you could be required to modify or manually fill in some information or preferences each time you visit the Website.

4. Who has access and how we share personal data

We may share your data with third parties that provide database-, server-, maintenance-, security-, or other similar services to us (hereinafter referred to as ‘data processors’). If we provide access to your data, we require such data processors to keep your data confidential and instruct these parties to process this data only on our behalf. Some of these third parties are established in countries outside the EEA. We will always take steps to ensure that any international transfer of information is carefully managed to protect your rights and interests. We will ensure that transfers outside the EEA are subject to additional safeguards required under local law – for example, the EU Model Clauses pursuant to Article 46(2) of the GDPR.

5. How we secure your data

We implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access and against all other forms of unlawful processing. Also, we require our data processors to implement such appropriate technical and organizational measures.

6. When we will remove your data (retention periods)

Your data will be stored no longer than is necessary for the purposes for which the personal data is collected unless otherwise required by law. For example, if you delete your account or opt-out from communications, we will delete the data, unless this data is required for another purpose set out in this policy or if we are required by law to retain the data. With respect to the specific retention periods of cookies, please check the list of cookies under 1(G).

7. Your rights

You may contact us by using the contact details at the bottom of this privacy statement, if you wish:

1. to know whether or not we process your personal data and access your data;
2. to rectify your data;
3. to erase your data;
4. to restrict your data;
5. to object against the processing of your data; and/or
6. to transmit your data to another organization.

We do not engage in automated decisions about you in connection with the Website. This notice explicitly does not apply to any processing relating to participation by you in clinical research that is conducted by HUB Organoids or any personal data that is processed by HUB Organoids in relation to biological material kept in the HUB Organoids biobank.

We may request provision of additional information necessary to confirm your identity. We will provide information on the actions taken without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. We shall inform you of any such extension within one month of receipt of your request, together with the reasons for the delay.

Please contact us via our contact details if you wish to make a request. We are willing, however, prior to the filing of the complaint to discuss in a good faith the risen concern(s) and try to redress any problems

8. Complaints

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@huborganoids.nl.

You can also complain to the Data Protection Authority of your habitual residence, place of work or place of alleged infringement (the Netherlands), if you are unhappy with how we have used your data.

Dutch DPA’s (Autoriteit Persoonsgegevens, AP) contact details:

Address: Hoge Nieuwstraat 8 P.O. Box 93374 2509 AJ Den Haag/The Hague NETHERLANDS
Webpage: autoriteitpersoonsgegevens.nl
Email: pers@autoriteitpersoonsgegevens.nl
Phone: +31 70 888 8500

We are willing, however, prior to the lodging of the complaint to discuss in good faith the risen concern and try to redress any problems.

9. Modifications

Our privacy and cookies notice will be updated regularly. The most recent version will be available via our Website at all times.

10. Our contact details

If you have any questions or complaints, please do not hesitate to contact us:

Address: Yalelaan 62, 3584 CM Utrecht, the Netherlands
Webpage: www.huborganoids.nl
Email: dpo@huborganoids.nl
Phone: +31 (0)881236332

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