Privacy Policy

Stichting QuantHouse, trading as Amsterdam Quant Society (AQS), respects your privacy and is committed to protecting your personal data.

This privacy policy explains how we collect, use, store, and protect your personal data when you visit our website, register for events, apply for roles, become a member, or otherwise interact with Amsterdam Quant Society.

Last updated: 15 March 2026

1. Who we are

The data controller responsible for your personal data is:

Stichting QuantHouse
KvK: 99678586
Hondsdraf 7
1705 RP Heerhugowaard
The Netherlands
Email: contact@amsquants.nl
Website: https://amsterdamquantsociety.nl

Throughout this policy, "AQS", "we", "us", and "our" refer to Stichting QuantHouse trading as Amsterdam Quant Society.

2. Scope of this policy

This privacy policy applies to personal data we process when you:

• visit our website;
• contact us by email or contact form;
• apply for a role, committee, board, or other position;
• register for or attend an event;
• sign up as a member;
• interact with us through our socials, articles, or community activities;
• otherwise provide your personal data to us.

3. What personal data we may collect

Depending on your interaction with AQS, we may collect and process the following personal data:

a. Contact details

• first and last name;
• email address;
• phone number, if you provide it;
• any other contact details you choose to share.

b. Academic and membership information

• university;
• degree programme;
• year of study, if provided;
• membership status;
• other information relevant to your participation in AQS.

c. Application and recruitment information

If you apply for a role or position within AQS, we may process:

• your CV;
• motivation letter or written responses;
• interview notes;
• application outcomes;
• other information you submit as part of the recruitment process.

d. Event and participation data

• event registrations;
• attendance information;
• preferences or logistical information you provide;
• follow-up communications related to events.

e. Communication data

• emails, messages, and other correspondence you send to us;
• records of our communications with you.

f. Technical and website data

• IP address;
• browser type;
• device information;
• website usage data;
• security and access logs;
• cookie-related data, where applicable.

g. Media

We may take photographs or videos during AQS events or activities. If so, these may include your image.

4. How we use your personal data

We may use your personal data for the following purposes:

• to manage and operate AQS;
• to respond to your questions or requests;
• to process membership sign-ups;
• to review and handle applications for roles or positions;
• to organise and manage events, workshops, talks, and networking sessions;
• to communicate with members, applicants, participants, speakers, partners, and other contacts;
• to improve our website, communications, and community activities;
• to keep our website and systems secure;
• to comply with legal, tax, and administrative obligations;
• to promote AQS activities, including through event photos or summaries where appropriate.

5. Legal bases for processing

We process personal data only where we have a valid legal basis to do so. Depending on the circumstances, we rely on one or more of the following legal bases:

• your consent;
• the performance of a contract, or steps taken at your request before entering into a contract;
• compliance with a legal obligation;
• our legitimate interests, provided these are not overridden by your rights and freedoms.

6. Sharing your personal data

We do not sell your personal data.

We may share your personal data with third parties where necessary for the operation of AQS, for example:

• website hosting or technical service providers;
• event, registration, or communication tools;
• cloud storage or productivity providers;
• accounting or administrative service providers;
• professional advisers;
• public authorities or regulators where required by law.

Where third parties process personal data on our behalf, we take reasonable steps to ensure appropriate safeguards are in place.

7. International transfers

If personal data is transferred outside the European Economic Area, we will take appropriate steps to ensure that such transfers comply with applicable data protection law and are protected by appropriate safeguards.

8. Retention of personal data

We do not keep personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is required by law.

As a general rule, we may retain personal data as follows:

• contact requests and general correspondence: up to 24 months after the last contact;
• event registration data: up to 12 months after the event;
• recruitment and application data: up to 12 months after the end of the relevant recruitment process;
• membership-related data: for as long as necessary for membership administration and a reasonable period thereafter;
• financial and administrative records: for as long as required by applicable law.

9. Cookies and similar technologies

Our website may use cookies and similar technologies for functionality, security, and analytics.

Where required by law, we will ask for your consent before placing non-essential cookies. You can also manage cookies through your browser settings.

10. Photos and media

We may take photos or videos during AQS events and activities for reporting, community engagement, and promotional purposes, including publication on our website, LinkedIn, Instagram, and other AQS communication channels.

Where required, we will ask for consent before using identifiable photos or videos. In other cases, we may rely on our legitimate interests in documenting and promoting AQS activities, while taking appropriate account of the rights and expectations of attendees.

If you do not wish to appear in photos or videos, or if you object to the publication of a specific image, please inform us at the event or contact us at contact@amsquants.nl. We will assess your request and, where appropriate, remove, blur, or stop using the image.

11. Your rights

Under applicable data protection law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate personal data;
• request deletion of your personal data;
• request restriction of processing;
• object to certain processing;
• withdraw consent at any time where processing is based on consent;
• request data portability, where applicable;
• lodge a complaint with the relevant supervisory authority.

To exercise any of these rights, please contact us at contact@amsquants.nl.

12. Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction.

However, no system can be guaranteed to be completely secure.

13. Third-party websites and social media

Our website or communications may contain links to third-party websites or platforms, such as LinkedIn or Instagram. We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy policies separately.

14. Changes to this privacy policy

We may update this privacy policy from time to time. Any updated version will be published on our website with a revised "Last updated" date.

15. Contact

If you have any questions about this privacy policy or the way we process personal data, you can contact us at:

Stichting QuantHouse
KvK: 99678586
Hondsdraf 7
1705 RP Heerhugowaard
The Netherlands
Email: contact@amsquants.nl
Website: https://amsterdamquantsociety.nl

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