Privacy Statement

1. Who is the Queen Mathilde Cultural Fund?

The Queen Mathilde Cultural Fund is the (English) trade name of Stichting Prins Claus Fonds voor Cultuur en Ontwikkeling. We are located at the Kingsfordweg 151 1043 GR in Amsterdam and we are registered in the Chamber of Commerce under the trade number 41159889.

2. What data does the Queen Mathilde Cultural Fund process?

The Queen Mathilde Cultural Fund may process the following personal data:

• Name, (email) address, phone number, date of birth;

• IP-address;

• Profession, function

3. How does the Queen Mathilde Cultural Fund obtain data and which personal data may be obtained?

The following lists the ways in which we may collect your personal data:

• When you sign up to receive e-mail newsletters from us: your name and email address.

• When you participate in surveys or research: your name, (email)address, phone number, date of birth, profession, function;

• When you register for and participate in our programmes, activities, initiatives, and events: your name, (email)address, phone number, date of birth, profession, function;

• When you request information or assistance: your name and email address, phone number;

• When we process your grant applications: your name, (email)address, phone number, date of birth, profession, function;

• When we respond to your employment inquiries or applications: your name, (email)address, phone number, date of birth, profession, function, education;

• When you communicate with us through the Fund’s website and social media your name and email address;

• When you view the Queen Mathilde Cultural Fund website or social media pages, our servers may keep an activity log that does not identify you individually. In general, we collect and store

- information about the computer or other device that you use to access the site.

- information about your use of the website, i.e. “traffic data” such as time of access, date of access and other data that gives insight into browsing patterns.

4. How does the Queen Mathilde Cultural Fund use data?

General Uses

• Responding to your inquiries;

• Sending you newsletters, mailings, and information about programmes, initiatives, activities, and events by e-mail or another medium;

• Processing your grant application or employment application;

• Event or programme registration;

• Research for projects and nominations;

• Performing statistical and demographic analyses of users of the website and their usage patterns;

5. The legal basis for processing your personal data

For the processing of your personal data for the aforementioned purposes by the Queen Mathilde Cultural Fund the following legal grounds apply:

• For the newsletter the legal ground is permission;

• When you participate or register for our programs, activities, initiatives and event or to process your grant- or job application the legal ground is the performance of a contract;

• For communication via our website and social media accounts and the activity log of our servers the legal ground is permission our legitimate marketing interest.

6. Who receives your personal data?

Employees of the Queen Mathilde Cultural Fund have access to your personal data to the extent necessary for the performance of their work at the Queen Mathilde Cultural Fund. Employees of the Queen Mathilde Cultural Fund who have access to the data, handle it confidentially in accordance with the principles of the Queen Mathilde Cultural Fund.

7. Transfer to third parties

The Queen Mathilde Cultural Fund adheres to the highest standards of ethical practices in all our operations and is dedicated to protecting the privacy of all our contacts.

We share information with collaborating partners in connection with processing applications for joint projects. The personal information included in applications is retained in the Queen Mathilde Cultural Fund database in order to carry out the activities applied for and to facilitate future communication. By submitting an application an applicant agrees to these uses.

The Queen Mathilde Cultural Fund may transfer personal data to the authorities or judicial authorities on the basis of a legal obligation.

For all other matters, the Queen Mathilde Cultural Fund will only use the data if the person concerned has given their explicit consent.

8. Social media networking

Links on the Queen Mathilde Cultural Fund website can redirect viewers to our partners’ websites and various social media networks. If a user clicks through to another site or social media network, the network may place its own cookies and gather data. In this case their own privacy policies apply.

9. How we use Cookies

Like many websites, we use “cookies,” which are small text files that are stored on your computer or equipment when you visit us that records your preferences. We use cookies to track use of our websites and online services. We may also use cookies to monitor traffic, improve the websites, and make it easier and/or relevant for your use. Our website is functional without the retention of cookies. You have the ability to accept or decline cookies. Please see here for more information on cookies: www.allaboutcookies.org.

In order to make the website more user-friendly, the Queen Mathilde Cultural Fund uses Google Analytics, a web service provided by Google Inc. Google Analytics uses cookies to help the website analyse how visitors use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google, which is a member of the Safe Harbour principles. Any user can refuse the use of cookies by indicating this in the settings of their browser: https://developers.google.com/analytics/devguides/collection/analyticsjs/user-opt-out

Cookies from social media networks are also used, as mentioned above, to enable social media integration on the Queen Mathilde Cultural Fund website.

10. Hotjar

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices.

This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

For further details, please see the ‘about Hotjar’ section of Hotjar’s support site.

11. How long does the Queen Mathilde Cultural Fund keep your data?

The Queen Mathilde Cultural Fund does not store your personal data longer than legally permitted, legally required and/or necessary for the purposes for which the data is processed. How long certain personal data is stored by the Queen Mathilde Cultural Fund therefore depends on the nature of the data and the purposes for which it is processes.

12. Security

The Queen Mathilde Cultural Fund takes appropriate and reasonable security measures to protect your personal data against unauthorized access, modifications, disclosure, loss or improper use, and to protect the accuracy and integrity of your personal data.

13. Access, correction and amendment of data

We will use reasonable efforts to securely process all personal information in line with your rights specified under the GDPR, in particular those related to the following requests:

• Access to your personal information;

• Correction of the personal information that we hold;

• Deletion of your personal information;

• A restriction of processing of your personal information;

• Transfer of your personal information to another party; or

• Objection to processing of your personal information based on the Queen Mathilde Cultural Fund legitimate interest to use it and there is something about your particular situation that causes you to object to such processing

In addition, you can also:

• Always withdraw you permission: for example to receive the newsletter

• Submit a complaint to the Belgian Data Protection Authority (AP): for example when you think the Queen Mathilde Cultural Fund I not acting according the GDPR.

14. How to contact the Queen Mathilde Cultural Fund?

If you have any questions about this privacy policy, the way the Queen Mathilde Cultural Fund process your personal data or if you want to exercise any of the above rights, please contact Queen Mathilde Cultural Fund by contacting us at [email protected] or +32 2 500 35445.

15. Amendment Privacy Statement

The Queen Mathilde Cultural Fund has the right to expand or amend this Privacy Statement in the future. Your continued use of our website following the posting of changes to this Privacy Policy will mean you accept those changes.