1. Who is responsible for your data
Stichting International Tax Center Leiden ("ITC Leiden", "we", "us"), a foundation registered with the Dutch Chamber of Commerce under number 27169660, registered office at Rapenburg 65, 2311 GJ Leiden, the Netherlands, is the controller (verwerkingsverantwoordelijke) for the personal data described in this statement, within the meaning of the General Data Protection Regulation (GDPR / AVG).
Questions about this statement or about your data can be sent to admin@leidenevent2026.nl.
2. What we collect, and why
2.1 Registration for the training
When you register through the form on this page, we collect: first name, last name, email address, your ITC Leiden alumnus/alumna status, your chosen participation format (online or in person), and your session selection.
We use this data to: (a) create and manage your registration; (b) send you confirmation, scheduling, and access details for the sessions; (c) verify eligibility for the alumni rate; and (d) keep the financial records our foundation is legally required to keep. The legal basis is performance of a contract (Art. 6(1)(b) GDPR) for (a)–(c) and compliance with a legal obligation (Art. 6(1)(c) GDPR, Dutch tax bookkeeping duty) for (d).
2.2 Payment
Payment is completed through our payment portal, which is a separate, third-party service. We do not see or store your full payment card or bank account details ourselves — the payment provider processes these directly, under its own privacy policy.
Our payment gateway is the ITC Leiden payment portal (accessible at itc-leiden.nl/payments), which processes transactions securely under its own privacy terms.
2.3 The AI Readiness Check
The five-question self-check is designed to run entirely in your browser. It does not send your answers to us, and nothing you type is stored on our servers.
Voice input. If you choose to answer question five out loud instead of typing, your browser's built-in speech-recognition feature converts your spoken words to text. In most browsers (for example Chrome), this works by sending the audio to the browser vendor's own cloud speech service (e.g. Google) for transcription — that step happens between your browser and the browser vendor, not through our servers, and we never receive or store the audio or the transcript. If you would rather not use voice input at all, you can type your answer instead; the check works identically either way.
2.4 Live and recorded sessions
The online sessions are delivered live and recorded so that registrants who could not attend live can watch a replay. If you turn on your camera, microphone, or use the chat during a live session, that image, voice, or text becomes part of the recording and may be visible to other participants and, as a replay, to other registrants. We retain recordings only for the replay period stated on the registration page, after which they are deleted unless we tell you otherwise in advance.
2.5 Leiden Event 2026 reunion RSVP (28–29 August)
The separate RSVP form for the 50th-anniversary reunion weekend collects: your name, study year, email address, attendance format (individual or with a partner), your partner's details if attending together, your Friday symposium/reception attendance, transport preference, Saturday activity preference, Saturday dinner attendance, an optional WhatsApp number, your country of residence, and any dietary requirements or special requests.
We use this to plan the programme, catering, and transport, and to keep the financial records our foundation is legally required to keep for the participation fee. The legal basis is performance of a contract and, for the statutory records, a legal obligation (as in §2.1).
Dietary requirements and special requests. If what you tell us reveals a health condition, a religious practice, or another special category of data under Art. 9 GDPR (for example an allergy, a medical condition, or a religious dietary rule), we treat submitting that field as your explicit consent (Art. 9(2)(a) GDPR) to us and our caterer using it solely to plan your meals — for no other purpose, and we do not ask for more detail than the catering team needs.
3. Who else sees your data
We share personal data only with parties who need it to run the training or to meet a legal obligation:
- the payment portal, to process your payment;
- the video/webinar platform used to deliver the live and recorded training sessions;
- the caterer and any transport organiser for the reunion weekend, limited to dietary requirements, attendance numbers, and transport preference;
- our bookkeeping/accounting function, for invoicing and the statutory retention of financial records;
- the Dutch Tax Administration or another authority, only where the law requires it.
We do not sell personal data, and we do not share it with third parties for their own marketing purposes.
4. How long we keep it
- Registration and invoicing data: kept for seven years after the calendar year in which the training took place, in line with the Dutch statutory bookkeeping retention period (Art. 52 of the General Tax Act — Algemene wet inzake rijksbelastingen).
- Session recordings: kept only for the stated replay period, then deleted, unless a longer period is announced in advance for a specific edition.
- AI Readiness Check answers: not retained by us at all — they exist only in your own browser session.
- Reunion RSVP logistics (transport, activity, dietary preferences): deleted within three months after the event weekend, once no longer needed to run it — separately from the financial record of your participation fee, which follows the seven-year rule above.
5. Your rights
Under the GDPR, you can ask us to: give you access to the personal data we hold about you; correct it if it is inaccurate; erase it; restrict how we use it; or provide it to you in a portable format. Where we rely on your consent for something, you may withdraw that consent at any time. To exercise any of these rights, write to admin@leidenevent2026.nl. If you are not satisfied with our response, you have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
6. Cookies and similar technologies
See our separate Cookie Policy for details of what this page does — and does not — set in your browser.
7. Security
We take appropriate technical and organisational measures to protect the personal data we hold against loss or unlawful processing, proportionate to the limited and low-risk data set involved in running a training registration.
8. Changes to this statement
We may update this statement if the way we collect or use data changes — for example if we add a new registration field, a new tool, or a new payment provider. The version published on the registration page is always the current one.
9. Contact
Stichting International Tax Center Leiden, Rapenburg 65, 2311 GJ Leiden, the Netherlands — admin@leidenevent2026.nl.