Privacy statement National Open Science Festival

The Open Science Festival organisation (OSF2023NL) values the privacy of its website visitors. When we ask you for your personal details, we handle them with care. We always comply with the General Data Protection Regulation (GDPR). You can read all about this in our privacy statement.

How do we handle your personal data?

  • we clearly state for what purposes we are processing your personal data; we do this by means of this privacy statement;
  • we ask for only the personal data that is needed for legitimate purposes;
  • we keep your personal data very safe and also demand the same from the parties, which process your personal data on our behalf;
  • you may view, correct or delete your personal data at any time.

Security measures

Among other things, we have applied the following security measures to protect your personal data:

  • We store your personal data offline;
  • We use secure (HTTPS) connections to guarantee the security of data transfers; and
  • We apply organizational and physical access controls.

Registration and feedback process

During our registration and feedback process, we may ask you to provide the following personal details:

  • first name and surname (mandatory)
  • e-mail address (mandatory)
  • organisation for which you work
  • dietary preferences
  • any other information you voluntarily provide 

Why do we ask for this personal data?

We need your personal data in order to process your registration (legal basis for processing: performance of an agreement). In addition, we can carry out (statistical) research using the information provided in order to improve our services (legal basis for processing: legitimate interest of the OSF2023NL).

Where do we process your personal data?

OSF2023NL processes your personal data in countries based within the European Economic Area (EEA).

How long do we store your data?

OSF2023NL may use the data that you have provided to us for your registration for research purposes up to 18 months after the event at the latest. This research is aimed at improving the events that we offer to the target group. For the purpose of this research OSF2023NL pseudonymises the data so that it can no longer be directly traced back to individuals, by removing your name and e-mail address. After 18 months your personal details will be completely anonymized, so that they are no longer traceable, either directly or indirectly. OSF2023NL will then only be able to use the anonymized data for statistical research purposes.

Submitting a session proposal  

You may submit a session proposal for the Festival via our website. If you register via our website to present a session, OSF2023NL may process your following personal details:

  • first name and surname (mandatory)
  • mobile telephone number (mandatory)
  • e-mail address (mandatory)
  • gender
  • job
  • organisation or institution in which you work
  • address
  • sector of the organisation in which you work
  • fellow speakers

Why do we ask for these personal details?

OSF2023NL has to process your personal details in order to process your session proposal. By sending us an e-mail, you give consent to us for processing your personal details (legal basis for processing: consent).

How long do we retain these personal details?

If you submit a session proposal via our website, OSF2023NL will retain these personal details until the event takes place and then for a further 2 months for any follow-up questions and in order to send you the evaluation of your session.

Video of plenary and/or parallel sessions

Image and sound recordings of plenary and/or parallel sessions may be made during the Festival for the purpose of knowledge transfer. Speakers will be clearly visible in these videos; visitors will generally not be recognisable and will only be visible from the rear. However, we cannot guarantee this. If you do not wish to be recognisable in the video, you may take a seat at the back of the room. Usually only the front rows of visitors will be visible from the rear. As there are also sound recordings, any questions and comments will also be recorded. We shall publish the videos on (one of) our website(s) for the period set out below.

Why do we ask for this information?

The processing of speakers’ personal details occurs in consultation on the basis of consent or on the basis of performance of the agreement. The processing of personal details of visitors who may be visible in the video is based on the legitimate interest of OSF2023NL and its targeted group (legal basis for processing: legitimate interest). OSF2023NL and its targeted group have an interest in the transfer of knowledge that takes place through the publication of these videos. Before each session, it is clearly mentioned that image and sound recordings will be made and how to ensure that you do not appear in the video.

The content of these videos fall within the scope of ‘journalistic/academic expression’ in the applicable privacy legislation (Article 85 GDPR) and are published on the Internet only for as long as they have journalistic or academic value. Consequently, it is generally not possible to submit a removal request as long as the images still have journalistic or academic value.

How long do we retain these personal details?

We retain the videos as long as they are of journalistic, academic or scientific value. OSF2023NL checks this every year. This value can be demonstrated, for example, by the fact that videos are frequently viewed.

Images of events

During OSF2023NL events, professional photographers, camera people and OSF2023NL may take photos and record videos and/or vlogs. We may use these atmospheric images on Mastodon, Twitter, on websites, newsletters or mailings from OSF2023NL or its partners about the event in question. We may also retain a small and carefully selected part of the visual material in an archive for the purpose of historical awareness. 

Why do we ask for these personal details?

We process these images on the basis of the legitimate interest of OSF2023NL. OSF2023NL has an interest in recording visual material of its events to raise awareness for the event and later editions of the event.

You may indicate that you would rather not be visible in the images. OSF2023NL always takes the privacy of its visitors into account and carefully assesses the visual material to be used in publicity for the event.

How long do we retain these personal details?

In principle, OSF2023NL does not store visual material for longer than 5 years after the event. After 5 years at the latest, the visual material is permanently deleted.

In exceptional cases, OSF2023NL may retain a small and carefully selected part of the visual material for a longer period of time for the purpose of historical awareness. This visual material can be used later, such as for an anniversary. To the extent possible, we select visual material in which visitors are not clearly visible.


OSF2023NL may ask visitors whether they wish to participate in an interview (legal basis for processing: consent). The interview will be made into a video, which OSF2023NL may use for public relations purposes (for example by publishing the video on the website or incorporating it in a review video). 

How long do we retain these personal details?

If you agree to processing of the interview, we do not retain the video of the interview for longer than 5 years after the event in question.  

Contact by e-mail

If you contact us by e-mail for questions or support, OSF2023NL may process the following personal details you provide:

  • name
  • e-mail address
  • any other personal data you send us by e-mail

What rights do you have in relation to your data?

We process your personal data and you can therefore decide what is done with them. To do so, you can contact OSF2023NL; see the contact personal details at the foot of this page. What exactly can you do with the data provided to us?

  • You may request to see your data that we are processing.
  • You may ask us to amend your data, to complete them, or to remove them if they are incorrect or not (no longer) relevant.
  • You may ask us to restrict the processing of your data.
  • You may request a digital copy of your data that we process and you have the right to transfer these data to a different service provider.
  • You may withdraw your consent to the processing of your personal data, for example by unsubscribing from a newsletter. Note: the processing of your personal data before you withdrew your consent remains legal.
  • You may object to processing that is based upon legitimate interest of OSF2023NL or of a third party. To do so you can contact us, see the contact details at the foot of this page.
  • You may file a complaint if you believe that OSF2023NL is not handling your personal data correctly. If you and OSF2023NL are unable to resolve the issue, then you can submit a complaint about OSF2023NL to the Personal Data Authority

Third-party websites

This privacy statement does not apply to third-party websites to which we have links on (one of) our website(s). OSF2023NL is unable to guarantee that these third parties will handle your data in a trustworthy or secure manner. We recommend that you read the privacy statement(s) on those websites before you make use of such websites.

Amendments to privacy statement

OSF2023NL may amend this privacy statement. We therefore recommend that you review this privacy statement regularly.

You can contact us via

Cookie policy

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This privacy statement was last revised on the 24th of Februari 2023.

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