The VIP processes the personal details that you share with us when you use the VIP website. The VIP uses the services of the National Institute for Public Health and the Environment (RIVM) to process your personal details and safeguard your privacy. The VIP is bound by RIVM’s privacy statement, where you can find more information about the processing of your details and your rights.
Why are we asking for your details?
When you submit a request, the VIP will process your first name, surname, position, email address and telephone number as a contact person in order to be able to contact you about the assessment of your request.
If you make comments in response to a public consultation regarding a request, the VIP will process your first name, surname, the name of your town/city and the name of your company or organisation in order to be able to process your comments.
When you contact the VIP to ask a question, it will process your first name, surname, the name of your company or organisation, the name of your town/city or your postal address (street name and number, postcode, town/city), your email address and your telephone number in order to be able to contact you about the answer to your question and engage in further communication about your question.
Mailing list for future public consultations: if you would like to be notified of future public consultations, the VIP needs your consent to add your first name and surname, the name of your company or organisation, the name of your town/city or your postal address (street name and number, postcode, town/city), your email address and your telephone number to a database set up for this purpose.
How will your details be processed?
The VIP will only process those personal details that are necessary to process your request, process your consultation comments or answer your question. Staff who have access to your personal details for the purpose of assessing your dossier or answering questions are bound by a duty of confidentiality. The VIP and RIVM will not share your personal details with third parties.
For how long will your details be retained?
The retention period for your personal details depends on the reason why you provided your details to the VIP:
The VIP will retain your personal details for the purpose of processing your dossier for as long as it takes to complete the assessment procedure. You can also give your consent for the VIP to retain your personal details for a period of up to five years after it has processed your dossier to assist with any follow-up on your request and to alert you in the future if there are any substantive developments regarding your dossier. You may withdraw this consent at any time.
As regards consultations: the VIP will retain your personal details for the purpose of processing your comments in response to public consultations for as long as it takes to complete the assessment procedure for the dossier that you commented on. You can also give your consent for the VIP to retain your personal details for a period of up to five years after it has processed the dossier to assist with any follow-up on the request. You may withdraw this consent at any time.
When you contact us: the VIP will retain your personal details for the purpose of answering your question for as long as it takes to do so. You can also give your consent for the VIP to retain your personal details for a period of up to five years after it has answered your question to assist with any follow-up and to alert you if there are any developments regarding your question. You may withdraw this consent at any time.
Mailing list for future public consultations
Finally, you can give separate consent if you would like to be notified of future public consultations. If you do so, the VIP will retain your personal details in a database set up for this purpose until you ask to be removed from the mailing list.
The right to access your personal details
- The right to receive confirmation of whether any details are being retained about you and to receive information about these details in an intelligible format
- The right to receive information about the source of the personal details and the grounds for and methods of processing
- The right to update or correct your personal details or to add new details
- The right to restrict access to any of your personal details that have been processed unlawfully
- The right to restrict the processing of your personal details
- The right to object to the use of some or all of your personal details