Introduction

The “Are You Okay?” Core Team, which consists of a team of TU Delft staff members, handles personal data with care and operates within the limits of the law, including the General Data Protection Regulation (GDPR). In this privacy statement, we inform you about the purposes for which the TU Delft “Are You Okay?” Core Team processes your personal data, to whom we disclose your data, and how you can exercise your privacy rights. This privacy statement supplements the TU Delft privacy statement. If you still have questions after reading it, you can always contact the coordinator of the “Are You Okay?” Core Team. The contact information can be found at the bottom of this privacy statement.

Definitions

The following definitions apply in this privacy statement:

"Are You Okay?" Core Team
The team of TU Delft staff members who receive reports, offer support, and, if necessary, refer individuals to the appropriate department within TU Delft.

Reporter
The person who contacts the "Are You Okay?" Core Team for support, advice, or to file a report.

Report
A request for support, advice, or a report regarding a situation occurring during or in connection with the OWee or the Introduction Program.

OWee
The Orientation Week for new students organized by TU Delft, including both digital and in-person program components.

Introduction Program (IP)
TU Delft’s introduction program for international students.

What personal data do we process and for what purpose?
If you reach out to the “Are You Okay?” Core Team, this will take place via a face-to-face or phone conversation. During this conversation, we’ll ask you to explain what’s going on and what you need at that moment. We may ask for personal data during this conversation in order to help you further. We collect the following personal data during this process: your name, date of birth, phone number, email address, educational institution, and a description of the situation.

Depending on the nature of the report, you may share sensitive personal data with us, such as information about your health or well-being. This data will be processed only with your explicit consent, to the extent necessary to provide appropriate support, and will be handled with extra care.

This data is processed for the following purposes: to carefully handle your report and ensure appropriate follow-up, and to consider various courses of action, which may require the involvement of another internal department. We will then need your phone number and email address for further communication with you.

The processing of your personal data by our “Are You Okay?” Core Team is based on your consent and, where applicable, TU Delft’s legitimate interest in providing a safe and supportive environment during the OWee and the Introduction Program. We will ask for your consent during the in-person or phone conversation. You may withdraw this consent at any time by sending an email to integrity@tudelft.nl and including your name.

With whom do we share your personal data?
Your personal data will be shared exclusively with staff members or departments that need to be involved in handling your report and only to the extent necessary for the purpose of the processing.

What information is shared with the OWee?
If you file a report regarding an activity that falls under the OWee’s jurisdiction, your name and a description of the situation will be shared with the OWee organization when necessary. The data is used exclusively to address the need and to take action if necessary. This is done only with your knowledge and consent.

What data is shared with the Introduction Program (IP)?
If you report an activity that falls under the IP, your name and a description of the situation will be shared with the IP organization when necessary. The data is used exclusively to address the need and to take action if necessary. This is done only with your knowledge and consent.

Integral Safety (IV)
Your name, phone number, and email address will be shared with the Integral Safety department, if necessary, to further address the report in the event of an incident. This is done exclusively with your knowledge and consent. They use this information to contact you. IV may process personal data if necessary to ensure the safety of individuals and property belonging to TU Delft or a third party.

How long is personal data retained?
After the conversation ends, your personal data will be stored—with your approval—in a secure document within Microsoft Teams. The data will not be retained any longer than is strictly necessary to achieve the purposes for which it was collected—primarily to maintain contact in follow-up to a report—and will be deleted no later than 3 months after the conclusion of the OWee and the Introduction Program on November 21, 2026. You can also request that your personal data be deleted by emailing integrity@tudelft.nl

How is your personal data protected?
The organizer has implemented appropriate technical and organizational measures to protect personal data against accidental or unlawful destruction, accidental damage, loss, alteration, or unauthorized disclosure or access, and against all other forms of unlawful processing (including, but not limited to, unnecessary data collection) or further processing.

What are your privacy rights?
You always have the right to access, delete, correct, or restrict the processing of personal data, as well as the right to object and the right to data portability. Furthermore, you always have the right to withdraw your consent. This consent may be withdrawn at any time by sending an email to integrity@tudelft.nl.

More information can be found in TU Delft's privacy statement.

Questions
Do you have any specific questions or comments regarding TU Delft’s privacy statement based on this information? Please feel free to contact us. You can send an email to the coordinator of the “Are You Okay?” Core Team at integrity@tudelft.nl. You can also direct your questions to the TU Delft Privacy Office via privacy-tud@tudelft.nl or contact TU Delft’s Data Protection Officer (DPO) at the email address fg@tudelft.nl.