Last updated [10-10-2018]
EuroGenomics Cooperatieve U.A. is a Dutch legal cooperative formed in April 2016 after years of collaboration between Holstein cattle breeding and A.I. organizations in Europe. Members of EuroGenomics Coöperative U.A. are Viking Genetics, Evolution, CRV, CONAFE, MCB Krasne and The Polish Federation of Cattle Breeders and Dairy Farmers, representing Denmark, Finland, Sweden, The Netherlands, Belgium, France, Spain and Poland.
The daily management of EuroGenomics Cooperative is the responsibility of the General Secretary with support of the Management Board. The Management Board consists of 5 representatives – one from each country – and one of them is appointed as Chairman of EuroGenomics. All Management Board members have equal rights, and are registered as ‘director’ in the Dutch Chamber of Commerce.
Within EuroGenomics there are several working groups on different topics. Participants in the working groups are employees of the EuroGenomics members, associates, partners or related institute, and potentially an invited expert from an outside organization.
Name: Suzanne de Roo
Position : General Secretary
Mobile: +31 (0) 6 13 40 76 01
1. Purpose and legal grounds of personal data processing
EuroGenomics processes personal data for the following purposes:
- For administration purposes & payments
- To carry out employment agreements and member agreements
- To offer our services to you through alternative agreements
- To inform you about EuroGenomics projects and/or activities
- To contact you or to answer your questions
- Based on regulations stated in the official Deed of Incorporation of EuroGenomics (e.g. the appointment of Management Board members and their registration at the Dutch Chamber of Commerce).
- In order to comply with legal obligations (e.g. administration and retention duties)
- To provide an opportunity to make use of the services we offer through the EuroGenomics Extranet – only for members
- To improve our website and services
These purposes are based on the following legal grounds:
- You have given your consent for processing your personal data for one or more specific purposes (article 6.1a of EU GDPR)
- The data processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract (article 6.1b of EU GDPR)
- The data processing is necessary to compliance with a legal obligation to which the controller is subject (article 6.1c of EU GDPR)
2. Personal Data
EuroGenomics processes your personal data because you are an employee of EuroGenomics, representing a member in the management board, employed by a member, participating in one of the working groups or taskforces on behalf of a member or because you provide personal data to us yourself. In case we ask for your personal data, we will explain per situation if the collection of personal data is necessary or mandatory and what the (possible) consequences could be in case the requested personal data is not shared by you. It is noted that EuroGenomics aims to process not more personal data as necessary for the above mentioned purposes.
In general we process the following personal data:
- Full name
- Company name, address and city
- Office phone number
- E-mail address
- Other personal information that you actively provide, e.g. through email and mail correspondence, telephone and visits to the EuroGenomics website and extranet.
Additional personal data that is only registered for employees and management board members:
- Date of birth
- Place of birth
- Address & city
- Private phone number
- Private email address
- Travel information
- Bank account number**
*NOTE: in accordance with the official Deed of Incorporation of EuroGenomics Cooperative, official representatives of the EuroGenomics Members alternate in chairing the Annual General Meeting. In order to confirm decisions made during this meeting – as decided in the Deed of Incorporation – the chairperson signs prepared resolutions and/or minutes. Official representatives are also responsible for signing the Member Agreement with EuroGenomics. These official documents are kept 7 years after the end of the financial year.
**EuroGenomics only registers the Bank account number of employees.
3. Special or sensitive personal data
EuroGenomics is processing the following special or sensitive personal data:
- Citizenship number – only for employees and management board members
- Racial data (e.g. photos)
4. Automated decision making and profiling
EuroGenomics does not use automated decision making and/or profiling.
5. Retention period
EuroGenomics does not store your personal data longer than strictly necessary to achieve the purposes for which your data is collected.
6. Sharing data with third parties
For purposes and based on legal grounds mentioned under 1. Purpose and legal grounds of personal data processing, EuroGenomics is sharing personal data of employees and Management Board members with the following third parties:
- Belastingdienst Nederland – The Netherlands Tax and Customs Administration
- CRV – financial department
- Jack Enters HR
- Interpolis – Insurance company
- Kamer van Koophandel – Dutch Chamber of Commerce
Management Board Members
- Kamer van Koophandel – Dutch Chamber of Commerce
- DAAN legal - lawyer
- Marden; independent and privately owned provider of management and corporate services in the Netherlands, who’s responsible for managing the EuroGenomics postbus
https://www.interpolis.nl/privacy-statement (Dutch only)
Kamer van Koophandel
https://www.kvk.nl/privacy/ (Dutch only)
https://www.daanlegal.nl/privacy-statement/ (Dutch only)
To offer our online Extranet services to employees, Management Board members, Official representatives and member participants to working groups or taskforces, the following data is shared with ALLICE (www.allice.fr) in order to register a profile:
- First & last name
- E-mail address
- Company & address information
- Office phone number
- Work cell phone number
- Photos – only photos of Management Board members are used and only after prior approval
A service agreement with ALLICE has been signed, which specifically discusses the regulations in regards to processing this personal data to ensure a high level of security and confidentiality of your data. EuroGenomics remains responsible for these processing operations. A written consent is required prior to profile registration. Through the Extranet, other board or working group participants are able to see your personal data mentioned above. You are only able to see information from people with whom you are in the same group with. People are in their right to cancel and delete their account at any time.
If personal data is provided to third parties for other reasons, this will only be done with your explicit permission. In such cases EuroGenomics will also conclude a processing agreement with this third party.
In general EuroGenomics does not share data with third parties that will use the provided personal data for their own purposes. Such data sharing is only done when you have given prior approval for it, or if EuroGenomics is legally obliged to provide personal data.
EuroGenomics does not share personal data with third parties outside of the EU.
7. Cookies and comparable techniques
EuroGenomics undertakes to ensure that the collection and processing of your data, taken from the websites www.eurogenomics.com and extranet.eurogenomics.com, complies with the General Data Protection Regulation (GDPR) and with the information technology and civil liberties act (CNIL - the French Data Protection Authority).
Data collection by form
Each form or teleservice restricts the collection of personal data to what is strictly necessary - the principle of minimising data - and in particular states:
- what the objectives of this data collection are (purposes)
- whether this data is mandatory or optional for handling your request
- who will be able to access it (technically only EuroGenomics in principle, except when explained in the form that access by a third party is necessary for handling your request)
- your information technology and civil liberties rights and how to exercise them with EuroGenomics.
Personal data collected as part of the services offered on www.eurogenomics.com and extranet.eurogenomics.com is processed according to secure protocols and enables EuroGenomics to handle requests received via its computer applications.
What is a "cookie"?
A "cookie" is a file of modest size, usually consisting of letters and numbers, sent by the internet server to the cookie file of the browser located on your computer's hard drive. Find out all about cookies on this dedicated page on the CNIL website
Three types of cookies are deposited via the EuroGenomics website:
a- Internal cookies that are needed for the site to work
These cookies enable the site to work optimally. You can reject and delete them by using your browser settings, however your user experience is likely to suffer as a consequence.
Tarteaucitron >> Saving cookie consent choices >> lifespan: 12 months (note: open source script used by the CNIL).
b- Web analytics cookies
In order to adapt the site to visitor demands, we analyse the number of visits, the number of pages viewed, as well as visitor activity on the site and how often visitors return. Google Analytics and Google Tags Manager, the statistical tools used by Eurogenomics, generate the following cookies:
_ga >> Statistical analysis of website traffic >> lifespan: 12 months
We also collect your IP address, in order to determine which city you are logging on from. This becomes anonymous immediately after use. Eurogenomics can in no way trace this back to a natural person. The personal data that is collected -cookie identifier- is stored by Eurogenomics for a duration of 13 months. This data is not given to third parties or used for other parties. You can choose to decline cookies and statistical analysis of your browsing data.
c- Third party cookies for improving the interactivity of the site
The sites www.eurogenomics.com and extranet.eurogenomics.com rely on certain services offered by third party sites. These features use third-party cookies that are directly deposited by these services. These include:
- share buttons (twitter and facebook)
- lists of tweets (twitter)
- videos posted on the site (youtube, dailymotion)
- animated presentations
On your first visit to the site, a banner informs you of the presence of these cookies and asks you to make a choice. They are only stored if you accept them or continue browsing the site by visiting a second page on www.apis-gene.com or extranet.eurogenomics.com.
Go to cookie management for this site
and set your preferences, either globally or service by service.
This information is also available at the bottom right of your browser, by clicking on the number.
Data retention period cookies and website personal data
Duration of administrative utility (DUA) applicable to the main processes managed by EuroGenomics.
note: the DUA covers the lifespan in active databases and internal archives
- Information request to EuroGenomics, via the contact form, without commercial or recruitment follow-up: 90 days upon receipt of form data
- Direct contact by email to the webmaster: 6 months after receipt of the request
- Notification of a personal data breach: lifespan of the file in question + 1 year
8. Data protection
EuroGenomics takes appropriate technical and organizational measures to prevent misuses, loss, unauthorized access and unauthorized modifications.
If you have the impression that your data is not secure or there are indications of abuse, please contact firstname.lastname@example.org.
9. Your rights in regards to personal data processing and withdrawal of consent
Based on the European GDPR you have several rights. Below a clear overview:
Right of inspection; you have the right to view your personal data processed by EuroGenomics.
Right to correct or delete; you have the right to have your data modified or even deleted when it’s no longer correct, or when the processing of the data is no longer justified.
Right to object; this means that you can object to certain processing of your personal data. You have this right based on all data processes that are not based on 1) your approval, 2) by you requested contractual measurements and/or the execution of the by you signed agreement, 3) meeting legal obligations, or 4) the protection of vital interests of yourself or others.
If you complain about the processing of your personal data with the goal to inform you about EuroGenomics projects and/or activities and similar related types of processing, we will honor your complaint. Your personal data will no longer be used for these purposes. When you complain about other types of data processing, we will assess whether we can meet your objection. In this case it is up to EuroGenomics to prove that we, despite of your complaint, have a legitimate interest to continue processing your personal data. If that balancing of interests is to your advantage, we will stop processing your data.
Right to restriction; among circumstances you have the right to a restricted processing of your personal data. This means that EuroGenomics temporarily ‘freezes’ the processing. You can call for this right in four situations: 1) pending the assessment of a correction request, 2) if data should actualy be deleted but you don’t want it to be removed, 3) if EuroGenomics does no longer require the personal data, while you do in preparation to a lawsuit, and 4) pending the assessment of an objection.
Right to data portability; you have the right to receive (back) the information provided by you to EuroGenomics in a standard file format. This right only applies to the personal data that we process from you based on your consent or an agreement signed by you. This right applies only to the data that we already process in digital form (not for analogue processing). You are then free to provide this personal data to another party. If there’s a link between our systems and the systems of the other party to which you want to pass on the data, we may be able to provide that transfer directly on behalf of you. Please ask for the possibilities.
Withdraw your consent
In cases where personal data is processed based on your prior approval, you are entitled at all times to revoke your consent. We will immediately stop the processing. It should be noted that withdrawal of your consent does not have a retroactive effect. This means that all processing operations that have already taken place remain legitimate.
The execution of your rights mentioned above are free of charge, except when misused. You can make use of your rights to contact email@example.com. We will respond as quickly as possible, but within four weeks. In case your requests takes more time due to unexpected reasons, we will inform you about this within the four weeks mentioned. It could be that due to complexity of requests and/or the number of requests, the response time goes up to three months.
To ensure that the access request has been made by you, we ask you to send a copy of your ID along with the request. Please make the Machine Readable Zone (MRZ), passport number, and citizen number black to protect your privacy.
NOTE: We would like to inform you that the above mentioned rights are no absolute rights. Under some circumstances we might not be able to respond to a specific request. We will judge each individual request. If we are not able to respond, we will inform you of the corresponding arguments. In that case, you have the subsequent right to go to court.
Furthermore, we would also like to point out that you have the opportunity to file a complaint with the national supervisor, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens; AP). This can be done through the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons.
Name: Suzanne de Roo
Position: General Secretary
Mobile: +31 (0) 6 13 40 76 01
More about GDPR and how to better manage your personal data
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