The Mondriaan Fund is the public incentive fund for visual arts and cultural heritage in the Netherlands and the Caribbean part of the Kingdom. On behalf of the Ministry of Education, Culture and Science (Onderwijs, Cultuur en Wetenschap; OCW), we provide subsidies and invest in hundreds of activities, projects and programmes. We support artists, curators and organisations such as museums, cultural heritage institutions, art venues, archives and galleries in realising their plans. By doing so, we encourage development and innovation, we actively seek connection with the public and all the regions in the Kingdom, and we contribute to a strong, representative and future-proof sector.
In addition, the Mondriaan Fund is responsible for the Dutch entry in the Venice Biennale, we organise the Prix de Rome, the talent exhibition Prospects during Art Rotterdam and we ensure international exchange in the form of organised trips and an active visitors’ programme. We also encourage the conduct of research and the writing of essays.
For handling subsidy applications and organising activities to achieve our goals, the Mondriaan Fund processes personal data. Everyone whose personal data is processed by the fund can trust that such personal data is treated with care. Whether you are an applicant, an interested follower, a colleague or a visitor to the website, your personal data will be treated and secured with the greatest possible care.
The Mondriaan Fund complies with national and European privacy laws and regulations. In this privacy statement, we inform you about how we handle your personal data. For more information about the regulations, also visit the website of the AP (Autoriteit Persoonsgegevens).
What is personal data?
Personal data is any information that makes it possible to identify you. Examples include your name, address, telephone number, e-mail address, date of birth or an IP address.
Who is responsible for processing your personal data?
The Mondriaan Fund Foundation, the incentive fund for visual arts and cultural heritage, established by its articles of association at Brouwersgracht 276, 1013 HG in Amsterdam, is responsible for processing your personal data.
What personal data do we process and why?
This is the data that we request of you, that we receive or that you are able to add if you wish to do so:
- Subsidy applications and subsidy files: when a subsidy is requested or when someone is involved in an application, the fund processes the personal data necessary for receiving, assessing, handling and completing the application. This includes, among other things, name and contact details, date of birth or year of birth, nationality (as needed), bank account number, professional and educational details, information about your role or position within the project, details from an extract provided by the Chamber of Commerce (for legal persons), and information that is included in attachments such as CVs, project documentation, budgets and substantive explanations. Data is also processed about the status and assessment of the application. In specific cases, it may be necessary for the fund to process a citizen service number (BSN). This only happens when and to the extent that there is a legal basis for doing so.
- Objection, appeal and formal requests: when an objection or (further) appeal is filed against a decision or when a formal request is submitted (for example based on the GDPR or the Dutch Open Government Act), the fund processes the personal data needed to handle that request. This includes, for example, name and contact details, file information, the contents of the objection or appeal and relevant correspondence.
- Advisers and commissions: For the selection, registration and deployment of advisers and commission members, the fund processes personal data such as name and contact details, date of birth and nationality (as needed), CV, expertise or speciality, a brief biography and information necessary to prevent a conflict of interests.
- Communication and contact: When you contact us, we process the personal data that you share with us, such as name, e‑mail address, telephone number and the contents of your message as well as any attachments. We use this data to answer your question and to perform our work.
- Research and evaluation: The fund may carry out research or commission research in order to evaluate and improve subsidy schemes and work processes. This research takes place in the context of the public task of the fund. Where possible, data is anonymised or pseudonymised for processing.
- Financial administration: For the financial settlement of subsidies, compensation and expense declarations, the fund processes personal data such as name, (professional) contact details, bank account number, invoice and expense declaration data and – where required by law – tax details.
- Website and publications: When visiting the website, your technical details may be processed, such as IP‑address, device details and browser information. You can read more about that here. In addition, the fund can, in the context of legally required transparency‑ and accountability obligations, publish details about subsidised projects, such as the name of the applicant or institution, the title of the project, the website address of the institution and – if applicable – a public summary or brief biography. The biographies of advisers may also be published.
- Job applications: For job applications, the fund processes the personal data necessary for the recruitment and hiring process, such as name, contact details, CV, cover letter and other information provided by the applicant.
On what basis are we allowed to process your personal data?
The Mondriaan Fund only processes personal data when there is a valid legal basis for doing so pursuant to the General Data Protection Regulation (GDPR).
Task performed in the public interest / exercise of public authority
The primary basis for the processing of personal data by the Mondriaan Fund is that the processing is necessary for the fulfilment of a task performed in the public interest or for the exercise of public authority, as intended in Article 6 paragraph 1 sub e of the GDPR.
The Mondriaan Fund is charged, pursuant to the Dutch Specific Cultural Policy Act and the General Regulations of the Mondriaan Fund, with providing subsidies in the area of visual arts and cultural heritage. In the context of this statutory task, the fund processes the personal data needed for receiving, assessing and handling subsidy applications, taking decisions about the granting or rejecting of subsidies, the payment of and accounting for subsidies, handling objection and appeals processes, meeting the accountability and record-keeping obligations and complying with transparency obligations, for example pursuant to the Dutch Open Government Act. No consent is required for these processing activities. The processing directly derives from the statutory task of the fund and is necessary to be able to fulfil that task in a careful and lawful manner.
Legal obligation
In some cases, the Mondriaan Fund processes personal data because this is necessary to comply with a legal obligation pursuant to Article 6 paragraph 1 sub c of the GDPR. This may be the case, for example, for obligations based on tax law, social security laws or the Dutch Archives Act. If the BSN is processed, this is only done if there is a basis for doing so in accordance with the Wabb (General Provisions for the Citizen Service Number Act).
Consent
The Mondriaan Fund processes personal data based on consent (Article 6 paragraph 1 sub a GDPR) only in situations not related to the fulfilment of the statutory subsidies task. This concerns, for example, sending the digital newsletter. In these cases, the data subject can always withdraw the given consent.
How long do we retain your personal data?
The Mondriaan Fund retains personal data no longer than necessary for the purposes for which the data is processed. We also align the retention periods with the processing register, the Selection List and the Dutch Archives Act.
Personal details that are part of subsidy applications will be retained in accordance with the Selection List. Application files that concern the substantive assessment of subsidy applications will be permanently retained, because these files are a part of the fulfilment of the fund’s public task and are intended for archiving in the public interest. This applies to both granted and rejected applications. Data that concern the administrative handling of subsidy applications, such as final accountability and documents in the context of objection and appeal processes, will be retained for 10 years after closure of the file. After the expiry of this period, these will be destroyed.
Personal data that is part of financial records, such as payment details, invoices and expense declarations, will be retained for seven (7) years in accordance with tax law and regulations.
Information related to the handling of GDPR requests will be retained for a maximum of 5 years after the completion thereof. For documentation concerning Open Government Act requests, this period is 10 years.
Personal details of newsletter subscribers will be retained as long as the subscriber is registered to receive the newsletter. After unsubscribing to the newsletter (opt-out), the data will be destroyed.
With whom do we share your personal data?
We only share personal data with third parties if there is a legal basis for doing so, when this is necessary for the fulfilment of our public task or when we have your explicit consent to do so. In addition, only the personal data necessary for fulfilling the relevant purpose will be provided.
The performance of our work involves various parties that may play a role in the processing of personal data. Examples include other governmental agencies, the Tax Department, a supervisory body or a collaboration partner. Depending on the situation, these parties act as a processor or as an independent controller. If a party processes personal data on behalf of the fund and thereby acts as a processor, the fund concludes a processor agreement that documents what personal data may be processed for what purpose. For the persons whose personal data is processed (the “data subjects”), the fund is always the point of contact with regard to the processing of personal data.
How do we secure your personal data?
We use systems and standards to protect your personal data. We regularly update these systems and standards to meet new regulations and developments in the market. In addition to technical security measures such as encrypting personal data and access controls on computer systems, employees have a duty of confidentiality, and access to personal data is only granted to authorised employees. Measures are always determined with consideration of the current state of the technology, and security is updated accordingly. We also process your personal data as much as possible within the European Economic Area (EEA). When personal data is processed by suppliers outside the EEA, the fund ensures that appropriate safeguards are in place, in accordance with the GDPR.
What do we do in the event of a data leak?
We have procedures for recording and handling data leaks. If there is a data leak that is likely to present a risk for data subjects, then the fund reports this in accordance with the legal requirements to the AP and, if needed, to the data subjects.
Would you like to review, transfer or delete your personal data?
As a data subject, you have the following rights:
- the right to request information about the processing of your personal data;
- the right to have your personal data transferred to another party (data portability)
- the right to change your personal data;
- the right to withdraw consent, if the processing is based on consent;
- the right to have your data deleted if the data is no longer needed for the purposes for which it was obtained or when you withdraw your consent. You do not always have the right to deletion; exceptions can apply; and
- the right to restriction of the processing.
If you want to have your personal data updated or deleted, you may submit a request to do so via e-mail: cevinpl@zbaqevnnasbaqf.ay. In order to prevent third parties from being able to request information about you, we may request additional information in order to establish your identity. If a copy of your identification is needed for this, we recommend using the KopieID app in order to provide this in a privacy-friendly way.
We will handle requests related to these rights within one month, but we have the right to extend that period to 2 months. If we do that, we will inform you about that in a timely manner. Please be aware that a request cannot always be granted. Should we have a reason for not fulfilling, or not being able to fulfil, your request, we will of course inform you of this.
Objection to processing and complaints about the manner of processing
You also have the right to object to the processing of your personal data.
If you have complaints about the processing of your personal data, we will be happy to assist you. You can reach us via e-mail: cevinpl@zbaqevnnasbaqf.ay. Your complaint will then be addressed by our Privacy Officer.
In the event that we cannot come to an agreement, you may submit a complaint to our Data Protection Officer Els Doornhein (rqbbeaurva@qribf.ay) and/or to the supervisory body, the AP. You can find more information about this on the website of the AP (Autoriteit Persoonsgegevens).
Third-party websites
This privacy statement applies to this website. It does not apply to websites, apps and/or (social) media platforms of third parties that link to our website or to which we refer on our website. We cannot guarantee that these other websites, apps and/or platforms handle your data in a reliable and secure manner. We therefore advise that you always carefully review the applicable privacy statement there.
Data Protection Officer
In order to guarantee compliance with the obligations pursuant to the General Data Protection Regulation and the policy of the AP as much as possible, the fund has appointed an external Data Protection Officer: Els Doornhein from De Vos & Partners Advocaten, Van Miereveldstraat 13, 1071 DW Amsterdam.
Els Doornhein can be reached via: rqbbeaurva@qribf.ay.
Changes
We recommend that you regularly consult this privacy statement because we update it from time to time. Doing so will keep you informed of the most current state of affairs with respect to the way in which we use and protect your personal data.
Suggestions
We trust that the foregoing information has provided you with more insight into how we handle your data. We look forward to receiving your suggestions for improving our standards of care via cevinpl@zbaqevnnasbaqf.ay.