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Privacy policy

Privacy Policy Stichting KEI

In this privacy statement, we explain how Stichting KEI handles your personal data: which data we collect and what we use it for. We also explain how you can access, modify or delete your data. We consider it important that you are well informed about this, and therefore we advise you to read this statement carefully.

Contact details

With all your questions and requests about the processing of your personal data, you can contact:

Stichting KEI
Oude Kijk in het Jatstraat 5
9712 EA Groningen


Stichting KEI and personal data

Stichting KEI is an independent non-profit foundation, by and for students. Stichting KEI organizes a general introduction week once a year for all incoming first-year and transfer students of the Hanze University of Applied Sciences Groningen, University of Groningen, Academy of Midwifery Groningen and Stenden University of Applied Sciences. During the KEI week, everything revolves around getting to know fellow students and your new city of study in all its glory. We receive various registrations for KEI walkers, KEI leaders, and volunteers. We collect personal data when you use our products or services.

This privacy policy applies to the products and services of Stichting KEI. When you use Stichting KEI’s products or services, you entrust us with your personal data. By using our website, you indicate that you accept the privacy policy. Through our websites, we offer several products and/or services. We process privacy-sensitive information, also called personal data. In some cases, we work together with other organizations or companies in the execution of our services. Personal data is therefore processed and secured with care. We comply with the rules of privacy legislation. This means, for example, that we:

  • Clearly state for what purposes we process personal data.
  • Ask for your explicit consent to process your personal data in cases where your consent is required.
  • Limit the collection of personal data to only the personal data necessary for the purposes for which they are processed.
  • Do not pass on your data to third parties unless it is necessary to provide the requested service.
  • When we share your data, we make agreements with third parties, among other things, to ensure that they are not used for other purposes.
  • Take appropriate security measures to protect your personal data and also require them from parties processing personal data on our behalf.

You should be aware that Stichting KEI is not responsible for the privacy policy of other sites and sources.

Use of personal data

When you register with Stichting KEI for KEI-walkers, KEI-leaders, and/or crewmembers, you leave various data with us. These are mainly personal data. We process these personal data depending on which service you choose to use with Stichting KEI. This general privacy statement outlines the categories of personal data that Stichting KEI processes. Stichting KEI strives to provide as complete an overview as possible. The following categories of personal data are processed:

  1. Name and address details: name, address, postcode, place of residence, and country of origin;
  2. Age details: age and date of birth;
  3. Contact details: email address and telephone number;
  4. Gender details;
  5. General data: interests, group preferences, expectations;
  6. Financial data: bank account number;
  7. Account information of educational institution: student number and program of study;
  8. Contact information of ICE person: name and phone number.

Finally, your personal data may be processed when our staff members take photos and video recordings during the KEI-week. This visual material is exclusively used for promotional purposes, such as a promotional video for future KEI events or content for our social media channels. If you want a photo or video recording in which you are clearly visible to be removed, please send an email to info@keiweek.

Purpose of processing personal data

We process your personal data for one or more of the following purposes. This also depends on which services you use from Stichting KEI. This general privacy statement outlines the main purposes for which your data is processed.

Stichting KEI processes personal data for the following purposes:

  1. KEI participants and KEI leaders
  2. Volunteers

a. KEI-participants and KEI-leaders

Stichting KEI processes the personal data of registrations for KEI participants and KEI leaders for the following purposes:

  1. Establishing the identity of KEI runners and KEI leaders. To establish the identity of both KEI runners and KEI leaders, the personal details such as name, address, age, contact details, financial details, account details, and contact details of the ICE person are used;
  2. Creating KEI groups. For the creation of these groups, general data is used;
  3. Recruiting possible volunteers. If you have indicated that you are interested in becoming a volunteer at Stichting KEI, the contact details will be used so that Stichting KEI can approach you.
  4. In case of emergency, Stichting KEI uses the contact details of the ICE person.

b. Volunteers

Stichting KEI processes the personal data of volunteers for the following purposes:

  1. Determining the identity of the volunteers. To establish the identity of the volunteers, the name and address details, age information, contact details, and financial information are used.

Bases for processing

The basis for processing the purposes described above is the consent you have given for the processing. You always have the option to withdraw your consent.

Your rights

You have various rights under privacy legislation. Your requests will be assessed and processed within one month of receipt. If your request is complex or if you make many requests, this period may be extended to a maximum of three months.

Before processing your request, it will first be determined whether the request has been submitted by an authorized person and whether the request is legitimate. Therefore, you may be asked to provide identification before your request is processed.

You have the right to ask Stichting KEI for a (digital) overview of the personal data processed about you, the processing of that data, and the applicable retention periods. If you believe your personal data is incorrect or if you no longer wish your data to be processed, you can request rectification of this data or ask for the processing of your personal data to be stopped and deleted. If you have given consent for the processing of your data, you have the right to withdraw this consent. The use of these rights is free of charge.

Further processing and reuse of data

Stichting KEI may store and process your contact information for reuse of the data. For example, if you sign up as a KEI runner in 2023, we will keep your contact details for potential recruitment as a KEI leader or crew member in 2024. Stichting KEI always complies with legal requirements and will only process personal data in a manner that is compatible with the purposes for which it was obtained. This data will be stored for seven years and then deleted.


We collect data for research to gain a better understanding of our visitors, so that we can tailor our services accordingly. This website uses “cookies” (text files placed on your computer) to analyze how users use the website. The information generated by the cookie about your use of the website may be stored on Stichting KEI’s own secure servers or those of a third party. We use this information to keep track of how you use the website, to compile reports on website activity, and to offer other services relating to website activity and internet usage.

Most browsers are set to accept cookies by default, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features and services on our and other websites may not function correctly if cookies are disabled in your browser.

Third parties

Within the organization of Stichting KEI, your personal data is processed by Tactile B.V. and Appademic B.V. With both Tactile and Appademic, written agreements are always made to ensure the careful and safe handling of your personal data.

Tactile B.V.

Tactile is responsible for the registration and payment system for Stichting KEI. They collect all the mentioned data in the registration form, although not all of it is processed by Tactile. The following data is processed in order to make the payment system work:

  • Personal information such as name, address, and contact details. This is necessary to create a Tactile account;
  • Age information. This is necessary to distinguish between those who are 18+ and 18-, so that the alcohol policy can be enforced;
  • Contact details. This is necessary to keep you informed of the latest developments of the KEI-week and to provide you with the ticket;
  • Financial information. This is necessary to refund the remaining credit that you have charged to your account after the KEI-week.

Appademic B.V.

Appademic is responsible for both group formation and the application for Stichting KEI. To ensure proper group formation, Appademic receives your data from Tactile. The following data is received and processed by Appademic to form the KEI groups:

  • NAW data;
  • Age data. This is necessary to form groups in a desired age ratio;
  • Contact information. This is necessary to link you to a friend. This connection takes place through the specified email address;
  • Gender data. This is necessary to form groups in a desired gender ratio;
  • General information. This is necessary to form groups based on interests and preferences;
  • Account information. This is necessary to form groups in a desired ratio with regard to studies.

Changes to this privacy statement

This privacy statement was established by the Board of Directors on 01-05-2019 and has since been published on the public website of Stichting KEI and has been applicable since then. The University of Groningen may modify this privacy statement. Reasons for modification may include: changes in laws and regulations, changes in the general privacy policy of the University of Groningen, and advances in technology. Of course, you will be informed of these changes. This privacy statement was modified by the Executive Board on 01-05-2023.

Questions and feedback

If you believe that the provisions of this privacy statement are not being followed or if you have a complaint about the handling of your personal data for any other reason, you can email your complaint to:

In addition to the fact that you can contact the KEI Foundation with your questions, requests, and complaints, you have the right to file a complaint with the supervisory authority. In the Netherlands, this is the Dutch Data Protection Authority.