Privacy Statement

The General Data Protection Regulation (GDPR) largely governs how the municipality handles your personal data. You can read more about this on this page.

Processing of Personal Data

The municipality uses your data when it is necessary to carry out its public duties or fulfill its legal obligations. 

• The data the municipality collects from you often depends on the services you use.
• The law defines the municipality's responsibilities. Therefore, it may not use your data simply because it is convenient.
• Sometimes the municipality processes your data because the law requires it to do so. In these cases, the municipality has little discretion.

Specific Processing Operations

• The municipality wants to perform its duties effectively. To identify areas for improvement, it uses information provided by residents for research purposes. Care is taken to ensure that research results cannot be traced back to individual residents.
• The municipality uses cookies on its website, www.voorschoten.nl . It uses them solely to ensure the website functions properly and to collect statistics about the website. The SIM Analytics and Siteimprove Analytics programs are used for this purpose.
• The municipality is sometimes legally required to disclose information from the Basic Register of Persons (BRP) to third parties. If you do not want your information from the BRP to be disclosed, you can request partial confidentiality here. 
• When processing data, the municipality does not use profiling or automated decision-making without human intervention.

Principles Governing the Processing of Personal Data

When processing your personal data, the municipality adheres to the basic principles set forth in the GDPR. The municipality: 

• processes personal data lawfully, transparently, and on a legal basis under the GDPR;
• collects and uses personal data only for a specific and clearly defined purpose and uses it only for the purpose for which it was collected;
• processes only the personal data necessary for the purpose;
• ensures that personal data is accurate and is updated as necessary;
• does not retain personal data for longer than is necessary or permitted by law;
• implements appropriate organizational and technical security measures to protect your personal data.

The Data Controllers

The municipality has three administrative bodies responsible for processing personal data: 

• The mayor is responsible for all data processing related to his or her security duties;
• The city council is responsible for the data processing carried out by the city clerk's office and the council;
• The Municipal Executive is responsible for all other data processing activities.

Collaborate

The municipality sometimes collaborates with other parties to provide certain services to you. To do so, it may be necessary to share your information with these parties. 

• The municipality always enters into a specific agreement with organizations that process your data on its behalf. Among other things, this agreement stipulates that these third parties must maintain the same level of security and confidentiality as the municipality;
• The municipality remains ultimately responsible for ensuring that your data is handled with care.

Retention Periods

How long the municipality retains your data varies depending on the process. When determining retention periods, the municipality usually refers to the selection list, which states: 

• how long the municipality must retain information;
• what information must be destroyed after a certain period of time;
• what information the municipality is required to archive.

Your Rights

Under the GDPR, as a data subject, you have certain rights regarding your personal data. 

• You have the following rights, which you can request via the Privacy (GDPR) Contact Form
• the right to access your data held by the municipality. Please note that when submitting this request, you must clearly describe what you are looking for so that we can assist you properly. The municipality may reject access requests that are too general;
• the right to have your data corrected, supplemented, or restricted; o the right to have your data deleted when the municipality has no valid reason to continue using it;
• the right to object to the use of your personal data;
• The municipality will process your request to exercise these rights within one month. In exceptional cases, this processing period may be extended by up to two months. The municipality will notify you of this in advance;
• To ensure that you—and not someone else—are exercising your rights, the municipality asks that you verify your identity using DigiD.
• It has been agreed with the municipality of Leidschendam-Voorburg that it will handle all matters related to employment, income, and debt for residents of the municipality of Voorschoten. For these matters, please submit a request regarding the aforementioned GDPR rights to the municipality of Leidschendam-Voorburg. They will process your request. You can submit your request via the contact form on the Leidschendam-Voorburg municipality’s website.

Report a Data Breach

• A data breach occurs when someone gains access to personal data without authorization or without that being the intended purpose. The unauthorized destruction, loss, alteration, or disclosure of personal data is also considered a data breach.
• If you discover that your data or someone else’s data, which is processed by the municipality of Voorschoten, has been affected by a data breach, please report it immediately at fg@voorschoten.nl.
• For more information on what constitutes a data breach, please visit the Dutch Data Protection Authority’s website.
• When a data breach is reported, the municipality immediately launches an investigation. If a breach is confirmed, the municipality usually notifies the resident(s) involved.
• In the event of a serious data breach, the municipality will also notify the Dutch Data Protection Authority.

Questions or Complaints

If you have any questions about the protection of your personal data, or if you would like to contact the municipality of Voorschoten for any other reason regarding this matter, please visitthemunicipality’sgeneral contact page. There you will also find a phone number and a contact form.

If you have a complaint about how the municipality of Voorschoten handled your request, you can file a complaint throughthemunicipality of Voorschoten’scomplaint-handling procedure. 

To file a complaint, you can also contact the municipality’s Data Protection Officer (DPO) directly at fg@voorschoten.nl. This officer is responsible for overseeing the protection of your personal data within the organization and holds an independent position.

If you wish, you can also file a complaint with the Dutch Data Protection Authority regarding the municipality’s handling of your personal data. For more information, visit theDutch Data Protection Authority’s website at.