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Privacy Policy

Privacy Statement Stichting Erasmus Student Network Groningen (ESN)

ESN is a student association which has as goal to connect students living in Groningen. We do this by organizing events for Dutch and international students from Hanze University of Applied Sciences and University Groningen.



The Executive Board (EB) represents ESN.

Address: Oude Kijk in ‘t Jatstraat 5, 9712 EA Groningen

Tel. nr.: +31 050 363 7176



Which Personal Data does ESN collect from me?

ESN mainly processes personal data to be able to deliver you the services we offer and to keep in touch with you. We also use cookies on our website, to give you the best user experience.



If you have or applied for an ESN-card, we process the following personal data:

  1. Name
  2. Address
  3. Date of birth
  4. Phone number
  5. E-mail address
  6. Sex
  7. Nationality
  8. Study
  9. Phase of study
  10. University
  11. ESN-card number


If you don’t want to share this information, we can’t provide you an ESN-card.



If you sign up for the newsletter, you agree with sharing the personal data you provide us.

We only process your e-mail address. If you don’t share your e-mail address with us, we can’t send you our newsletter.


Declaration of costs:

If you declare any costs you made on our behalf with us, we process the following personal data:

  1. Name
  2. Date of birth
  3. E-mail address
  4. Bank account details

If you don’t want to provide us the required personal data, we won’t be able to declare your costs.


Any other services:

We provide a lot of services. The personal data we may ask from you are:

  1. Name
  2. Address
  3. Date of birth
  4. Phone Number
  5. E-mail address
  6. Sex
  7. Nationality
  8. Bank account details
  9. Photos

If you don’t want to provide us with the required data for that specific service, we can’t provide you that specific service.


What legal grounds do you have for processing my personal data?

All the processing we do regarding our events or the ESNcard, is based upon the underlying agreement or the legitimate interest we have. The processing we do regarding our newsletter is based upon your permission.


How long does ESN keep my personal data?

We process your data at least for the period your ESNcard is valid, you don’t sign off of our newsletter, or we are working on declaring your costs, or are delivering one of our other services. After that period, we decide if we still need your data, for example, because of a legal reason. If we don’t need your personal data, we will delete it.


Do you also process data of people younger than 16 years?

No, we don’t. If we receive personal data from people younger than 16 years, we will delete it. However, ESN can’t always check if the data we have received is from someone below the age of 16.


What personal data do you receive from others?

We receive personal data from Facebook since it uses cookies and your profile data to collect data. Facebook provides us with statistics from our pages, based on your personal data. The data we receive is anonymized.


Who has access to my personal data?

The general rule is that only the EB has access to your personal data. However, if the service we provide is organized by a committee, they will receive your data as well. They will lose access as soon as they don’t require your data anymore.


How is my personal data protected?

We use sufficient technical and organizational measures to protect your data. For example, if possible we will pseudonymize or anonymize your data. All of the digital data is password-protected, and our website uses RSA-encryption.


Do you use other services to process my personal data?

Yes, we use G-suite from Google INC and Mailchimp. They only receive the absolute necessary personal data. The servers from these companies are in countries which the European Commission declared accurate. We also have processor agreements with these companies.


What rights do I have, regarding my personal data?

You have the right to object to us processing your personal data. You can also ask us to show you what personal data we have from you, we can send you this digitally. If the personal data we have from you, is no longer up-to-date, we will correct it. If we store your personal data without a reason, you can ask us to delete it.

These rights are however not absolute, only if we don’t have a reason to process your data we will delete it. If the processing of your data is based upon your permission, we will also delete your data as soon as withdraw your permission.


Who can I complain to, regarding my personal data?

You always have the right to send a letter of complaint to the national data-watchdog ‘’Authoriteit Persoonsgegevens’’. However, of course, we would prefer you contacting us first if you have a complaint.  


Are you going to change your Privacy Statement?

Over time, we might change our privacy statements, if legal reasons require us to do so. That is why we recommend you check this statement from time to time.