Privacy statement International Legal Institute

At the International Legal Institute we are happy to share our knowledge and therefore also our knowledge about privacy legislation and the processing of personal data. That is why we think it is important to provide you with good and clear information in this privacy statement about which data we process ourselves and how and why we do this.

The International Legal Institute Foundation (hereinafter referred to as ‘IJI’, ‘we’, ‘us’ or ‘our’) processes personal data in the role of controller as laid down in the General Data Protection Regulation (the ‘GDPR’).

This privacy statement was last modified on April 21, 2021

1. Which personal data do we process?

Personal data is any information with which a natural person (the data subject) can be identified or identifiable. The personal data that we may process about you (i.e. from receipt and storage to modification, transmission and deletion) include:

• basic information such as your first and last name, title, gender, the company you work for or your position;
• contact details such as postal address, (mobile) telephone number or e-mail address;
• additional personal data such as proof of identity, date of birth, nationality and marital status;
• financial information, such as your bank account number;
• technical data, such as your IP address, the device you use to visit our website and the pages you view;
• personal data that you give us when you apply for a job with us, such as education and career data;
• any other personal data that we receive from or about you or that we can obtain ourselves and that we use for the purposes mentioned below.

2. How do we obtain personal data?

In most cases, we obtain your personal data from you, for example when you give us an assignment for legal services, when you visit our website, fill out a form on our website, apply for a job with us, give us your business card or from information we provide. receive during (telephone) calls and e-mail contact with you.

In addition, we can also obtain your personal data in other ways, for example from a counterparty or from third parties in the context of a case that we handle, via (public) registers (such as the Trade Register of the Chamber of Commerce) or from public sources and websites.

3. What do we process personal data for?

In all relationships that we enter into, personal data is required to ultimately offer the best possible service and cooperation. We process your personal data for the following purposes:

Legal services
We only process the data that is necessary for the preparation, execution and completion (including invoicing) of the relevant assignment (providing legal or tax advice, drawing up a notarial deed, conducting legal proceedings, submitting a tax return or taking care of legal knowledge transfer).

Compliance with legal obligations and (professional) rules

We process personal data to comply with legal obligations and regulations and professional rules applicable to lawyers, civil-law notaries and tax advisers, such as identification, control of data, administrative requirements or retention periods.

Marketing and business development purposes.

In order to maintain and expand our customer base, we can approach you with information, publications or invitations that are relevant to you. We also do this to maintain the relationship with our partners, suppliers and other relations.

Use and improvement of our website
On our website you can sign up for a newsletter, download an article, submit a request for advice or send us a message via the contact page. In order to monitor and improve the content and use of our website, we collect and analyze the surfing behavior of visitors to our website.

Participation in our events
When registering for one of our events, we ask for your personal data. We use this to confirm your registration, to keep you informed about the relevant event, to register your attendance and to be able to send you a proof of participation.

Satisfaction Surveys
We think it is important to know what you think of our services. That is why we can invite you to complete a customer satisfaction survey after completing an assignment. We can also send you an invitation after a visit to one of our events to assess the event in question.

Access control and security
When you visit our offices, we will note your name on arrival. In this way we know who are our guests in the event of a calamity and we ensure that no unauthorized persons are in the building. Camera images are taken at the entrance of our office. These images are not saved.

Applications and recruitment
In order to process your application or your registration for one of our recruitment activities, we ask for your personal data. We keep the data that you share with us by e-mail and in (telephone) conversations for up to four weeks after the application procedure has ended. If we want to contact you again in the future for a vacancy, we will ask for permission to store your personal data for longer. That will be a maximum of one year.

4. On what grounds do we process personal data? 

We may only process your personal data if there is a legal basis to do so. The above processing takes place on the basis of one of the following legal grounds from the GDPR:

• For the execution of an agreement;
• Due to a legal obligation;
• With your permission;
• Because of a legitimate interest.

5. Who do we share personal data with?

We may need to share your personal data with third parties. This is possible in the following cases, among others:

• To provide our legal services.
• To comply with legal obligations.
• External suppliers that we engage for processing as described in this privacy statement, such as our IT suppliers or a translation agency;
• Third parties involved in the hosting or organization of our events;
• If necessary, written agreements are made with non-processors on the basis of privacy covenants.

Third parties to whom we provide your personal data are themselves also responsible for the processing of that data and for compliance with the GDPR. If a third party processes your personal data as a processor on behalf of the IJI, we will conclude a processing agreement that meets the requirements of the GDPR. If necessary, written agreements are also made with non-processors, such as privacy covenants.

If one of our third party suppliers processes personal data outside of the European Economic Area, our written agreement with them will include appropriate measures, usually standard contractual clauses.

In order to monitor and improve the content and use of our website, we collect the surfing behavior of our website visitors. We do this with Google Analytics.

6. How long do we keep personal data?

We do not store your personal data for longer than is necessary for the purpose for which we collected and recorded it.

If there is a legal obligation to retain or a retention period based on professional or behavioral rules, we will adhere to those periods.

7. How are the personal data secured?

We have taken appropriate technical and organizational measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification of your personal data.

If you have any questions about the security of your personal data or if you suspect misuse, please contact us at info@iji.nl.

8. What rights do you have?

You can view the personal data that we process about you. You have the right to have your personal data changed or even deleted if the data is not (any longer) correct, or if the processing is not (no longer) justified. You can also restrict processing, request us to transfer your data or object to the processing under certain circumstances. We will assess whether we can comply with your request on the basis of the law.

The Data Protection Officer (DPO) can handle your request or possible complaint and can be reached by email: info@iji.nl. We will provide a response within 30 days and if it may take longer due to the complexity of your request.

It is possible that we cannot comply with your request within the period of one month. For example, because the processing of certain personal data is required to comply with our legal and legal obligations and/or professional requirements or because of other exceptions, such as the rights and freedoms of third parties or the interest to be able to conduct legal proceedings. If we are unable to comply with a particular request, we will of course inform you of this with reasons.

You also have the right to submit any questions to the supervisory authority (the Dutch Data Protection Authority).

9. Contact us

If you want to know more or have questions or complaints about our processing of your personal data, you can contact us (in writing) via: info@iji.nl or IJI, attn. Data Protection Officer, R.J. Schimmelpennincklaan 20-22, 2517 JN The Hague.

Because we may change this statement from time to time, we recommend that you check this page regularly to be aware of the changes. If we drastically change our privacy statement, we will also publish this via a clear message on our website. If we want to use your data for any other processing, we will actively inform you.