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Privacy Statement



This privacy statement (“Statement”) provides information on the processing of personal data by The Hague Peace Projects, located at Paviljoensgracht 20, 2512 BP, The Hague, Netherlands (“THPP”), concerning the Emotional Support & Wellness Program (“Program”). The Program was set up in response to the crisis in Nicaragua and seeks to provide emotional support to Nicaraguan exiles residing in The Netherlands. Further contact details of THPP are provided at the bottom of this Statement.


This Statement applies to personal data processed by THPP and/or on behalf of THPP concerning the (potential) participants (“Participants”) and volunteers (“Volunteers”) involved of the Program, based on which they may be identified or become identifiable (“Personal Data”). The Participants and Volunteers are hereinafter collectively referred to as data subjects (“Data Subjects”).


This Statement informs Data Subjects on the elements as stated in articles 13 and 14 of the General Data Protection Regulation (“GDPR”), such as the Personal Data processed, the purposes for processing, retention periods etc. THPP reserves the right to review and/or alter the Statement periodically, in order to comply with (local and/or EU) legislation, and for any other purpose deemed reasonably necessary by THPP.

For queries and inquiries about this Statement, please contact THPP’s privacy point of contact/data protection officer (“DPO”) Erick Ortega at: e-mail: or telephone number: +1 786 508 6870.

Please find below an overview of the subjects included in this Statement.

  1. Categories of Personal Data, purpose, legal basis and data retention
  2. Security of Personal Data
  3. Transfer of Personal Data
  4. Rights in relation to Personal Data
  5. Questions and inquiries
  6. Categories of Personal Data, purpose, legal basis, and data retention

Personal Data is any information about an identified or identifiable natural person. This means that information is either directly about someone or can linked to this person. Below is described in which situation THPP collects different categories of Personal Data, for what purposes, on which legal bases and how long the Personal Data will be retained. In general, THPP does not store Personal Data longer than necessary for these purposes, unless the retention of the Personal Data is necessary to comply with a legal obligation.

1.1         Participants

THPP processes Personal Data on the legal basis of the performance of the Emotional Support agreement concluded between Participant and THPP, for the purposes described below. For every purpose is indicated which Personal Data is processed.

The Personal Data processing is necessary to:

  • Determine whether a potential Participant is eligible to participate in the Emotional Support Program:
    • Whether the Participant is above 18 years;
    • Country of residence (where Participant lives);
    • Nationality;
  • Contact the Participant in order to schedule the Emotional Support Sessions:
    • Name;
    • E-mail;
    • Phone number (optional); and
    • Availability to schedule the appointments.

Potential Participants are asked how they heard about the Emotional Support Program. The Personal Data provided in this question is processed based on THPP’s legitimate interest, for the purpose of understanding how THPP can best bring the Emotional Support Program to its target audience (e.g. refugees from Nicaragua, residing in the Netherlands). Participants are not required to provide an answer to this question.

The Personal Data as described above are provided by the Participants when they fill in and submit the online form.

Please note that the Volunteers of THPP will not take notes containing Personal Data of the Participants. If a Volunteer takes notes, it will only contain information of general nature, for example conversation topics based on a categorization of potential topics.

When a Participant is eligible to take part in the Program, Volunteers and Participants will have 1-3 sessions. After the last session, the Personal Data of the specific Participant will be deleted immediately. In case the (potential) Participant is not eligible to participate or the sessions end prematurely, the Personal Data will be deleted after THPP becomes aware of this.

1.2 Volunteers

THPP processes Personal Data on the legal basis of selecting Volunteers for the program and establishing volunteering agreement, for the purposes described below. Per purpose is indicated which Personal Data elements are processed.

Personal Data is processed to:

  • Evaluate applicability for volunteering service according to the model of the program and program commitments to Participants:
    • Whether the Volunteer is above 18 years old;
    • Availability for volunteering – how many hours per week Volunteer can dedicate; and
    • Volunteering agreement period – duration for which Volunteer is available that includes period of training and volunteering;
  • Establish a contact, setup volunteer email address and MS Teams account for accessing program resources and participating in program meetings:
    • First and Last name;
    • E-mail;

These Personal Data are provided by the person who is applying for volunteering.

The Personal Data will be retained for the volunteering period and after it ends deleted immediately.

1.3         Purpose limitation

THPP will only process Personal Data to the extent necessary for the described purposes. Personal Data may in principle not be processed for other purposes other than that for which the Personal Data were collected. If there is a necessity or need to process Personal Data for other purposes, it shall be investigated by THPP whether the purposes of the intended data processing is compatible with the original purposes. THPP shall provide the Data Subject prior to that further processing with information on that other purpose.

  1. Security of Personal Data

THPP handles Personal Data carefully and confidentially and uses appropriate technical and organizational measures to preserve the integrity and security of the Personal Data. Our implemented, technical, and organizational controls include:

  • access controls, access on a ‘need to know’-basis
  • confidentiality agreements
  1. Transfer of Personal Data

THPP transfers Personal Data to the following recipients:

  • Microsoft Forms, to obtain information required to determine potential Participant’s eligibility and contact details (as described in chapter 2).

THPP transfers Personal Data outside of the European Economic Area (“EEA”), as Microsoft is established in the United States. These transfers only take place in compliance with the Applicable Laws and where appropriate safeguards are in place that ensure the level of protection of Data Subjects as required by these Applicable Laws (e.g. transfers on the basis of an adequacy decision or standard EU Model clauses). THPP uses standard EU Model clauses for safeguarding this transfer.

Volunteers are asked to use Calendly to schedule the Emotional Support Sessions with Participants. With created link to Volunteer’s calendar on Calendly Participants are asked to enter their e-mail address and date of online meeting. For a further explanation on the used transfer mechanism of Personal Data by Calendly please follow information in their privacy statement.

  1. Rights in relation to Personal Data

Data Subjects have the right of information, access, rectification, addition and erasure of Personal Data, and the right to object against or restrict the processing of Personal Data (or withdraw an earlier given consent), as well as the right to data portability. The procedure of THPP that enables Data Subjects to exercise these rights, is described below.

Data Subjects may file a request for access with THPP, and THPP shall respond as soon as possible, and in any event within one (1) month, about:

  1. whether THPP holds any Personal Data relating to the respective Data Subject; and,
  2. if so, information is provided on the purposes of the processing, the categories, the recipients (if applicable) the envisaged period for which the Personal Data will be stored, or the criteria used, the existence of the right to request rectification, erasure, restriction or to object to such processing, the right to lodge a complaint with a supervisory authority, the existence of automated decision-making, where the data is transferred to a third country, the appropriate safeguards and the source(s) of the Personal Data.

THPP informs the Data Subject within one (1) month after receiving the request whether the request shall be complied with (in time), and if not, accompanied with the reasons for the delay or rejection. Information provided shall be free of charge. Data Subjects can exercise these rights at reasonable intervals. Data Subjects can exercise their rights by contacting the Privacy contact person in writing or per e-mail at (see address above).

THPP will comply with a legitimate request of a Data Subject for rectification, addition and erasure, if the Personal Data are factually incorrect, incomplete, or irrelevant for the purpose(s) of the data processing, or otherwise processed in violation with the Applicable Laws.

With regard to a request to erase Personal Data, it should be taken into account that THPP shall not comply with such request, if it is incompatible with any legal obligations of THPP.

In the event of concerns about the handling of Personal Data, Data Subjects also have the right to lodge a complaint with a local supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens, located at Hoge Nieuwstraat 8 in Den Haag, reachable via telephone: 088 – 1805 250.

  1. Questions and inquiries

For queries and inquiries about this Statement of THPP, please contact the DPO Erick Ortega at: e-mail: and telephone number: +1 786 508 6870.