Privacy Policy

We Shape the Future provides executive education, learning experiences, community activities and events for social entrepreneurs, intrapreneurs and changemakers.

Our programs combine business knowledge, leadership development and personal growth, and are delivered in collaboration with academics, experienced practitioners, trainers and coaches.

Depending on how you interact with us, we may process:

• Your name and contact details;
• Your organisation, position and professional background;
• Information you provide when contacting us;
• Information provided when applying for or participating in a program;
• Your motivation and other information relevant to a program application or intake;
• Information relating to events, community activities or other WSTF activities you register for;
• Communication preferences;
• Photographs or video recordings taken during programs or events, where applicable;
• Billing and payment information where relevant;
• Technical information relating to your use of our website, where applicable;
• Other information you voluntarily provide to us.

We only collect personal data that is relevant to the purpose for which it is processed.

We may process your personal data to:

• Respond to enquiries and requests;
• Assess and process program applications;
• Organise and administer programs, training sessions, coaching and events;
• Communicate with applicants and participants;
• Provide services and information relating to your participation;
• Manage memberships and community activities;
• Maintain relationships with participants, alumni, faculty, partners and other members of our network;
• Inform you about relevant programs, events and activities where permitted;
• Administer payments and fulfil financial and legal obligations;
• Improve our programs, services and website;
• Protect the security and proper functioning of our organisation and services.

We do not use your personal data for purposes that are incompatible with the purpose for which it was originally collected.

We only process personal data where we have a valid legal basis under the GDPR.

Depending on the circumstances, we may rely on:

• Contract — where processing is necessary to assess an application, provide a program, event, membership or other service you have requested, or to fulfil an agreement with you.
• Consent — where you have given us permission to process your data for a specific purpose, for example certain communications or uses of photographs. You may withdraw your consent at any time.
• Legal obligation — where we are required by law to process or retain information, for example for financial administration.
• Legitimate interests — where processing is necessary for the legitimate operation and development of We Shape the Future, provided that these interests do not override your rights and freedoms.

When you apply for or participate in a We Shape the Future program, we may process information necessary to assess your application and provide the program.

This may include your contact details, professional background, organisation, motivation, learning goals and other information you choose to provide during the application or intake process.

We use this information to assess whether a program is appropriate for you, administer your participation and provide a relevant learning experience.

Some of our programs include personal coaching, intervision, reflection or other forms of personal development.

Information shared during these sessions may be personal in nature. We treat this information with care and confidentiality and only process or share it where this is necessary for the delivery of the program or where you have agreed to this.

Coaches, trainers and other professionals involved in these sessions are expected to respect the confidential nature of information shared by participants.

We encourage participants to respect the confidentiality of information shared by fellow participants during group sessions and intervision.

Our programs are delivered in collaboration with academics, trainers, coaches, experienced practitioners and other experts.

Where necessary for the delivery of a program or activity, we may share relevant participant information with these professionals.

We only share information that is reasonably necessary for their role in the program and expect them to handle personal data confidentially and in accordance with applicable privacy requirements.

Learning and connection can continue beyond participation in a program.

Where permitted by law, we may retain relevant contact and professional information to maintain our relationship with you and keep you connected to the WSTF alumni and wider community.

This may include invitations to community events, alumni activities and other opportunities to learn and connect.

Where your consent is required for these communications, we will ask for it. You can unsubscribe from marketing communications at any time.

If you subscribe to our newsletter or other communications, we may use your contact details to send you information about WSTF programs, events, community activities and other relevant developments.

We only send electronic marketing communications where we have a valid legal basis to do so.

You can unsubscribe at any time by using the unsubscribe option in our communications or by contacting us.

Unsubscribing from marketing communications does not affect necessary communications relating to a program, event or service in which you are participating.

Photographs and video recordings may be taken during some WSTF programs, community gatherings and events.

These may be used to document our activities and, where appropriate and legally permitted, to communicate about We Shape the Future through our website, social media or other communications.

Where consent is required, we will ask for it.

If you do not wish to be recognisably photographed or filmed, you can let us know before or during an event. We will take reasonable steps to respect your preference.

We do not sell your personal data.

We may share personal data where necessary with:

• Trainers, coaches, faculty members and other experts involved in delivering our programs;
• Venues and event partners where necessary to organise your participation;
• IT, website, email and other technology providers;
• Payment, accounting and administrative service providers;
• Professional advisers where necessary;
• Government authorities or other parties where we are legally required to do so.

Where third parties process personal data on our behalf, we take appropriate steps to ensure that they handle it in accordance with applicable privacy and data protection requirements.

We only share personal data that is necessary for the relevant purpose.

Some of the technology and service providers we use may process personal data outside the European Economic Area (EEA).

Where this happens, we take appropriate measures to ensure that personal data receives a level of protection consistent with applicable European data protection law.

Depending on the circumstances, these safeguards may include an adequacy decision by the European Commission, approved contractual safeguards such as Standard Contractual Clauses, or another legally recognised transfer mechanism.

You may contact us if you would like more information about safeguards relating to international transfers of your personal data.

We do not retain personal data longer than necessary for the purpose for which it was collected, unless we are legally required to keep it for longer.

Retention periods depend on the type of information and our relationship with you. In determining these periods, we consider the purpose of the processing, our legal and administrative obligations and whether the information remains necessary for our relationship with you.

For example:

• Financial and administrative records are retained for the period required under applicable Dutch law;
• Application and participant information is retained only for as long as reasonably necessary for application and program administration and any relevant follow-up;
• Newsletter information is retained until you unsubscribe or we otherwise no longer have a valid reason to retain it;
• Alumni and community contact information may be retained while our relationship with you remains active and where we have a valid legal basis to do so;
• Enquiries and correspondence are retained only for as long as reasonably necessary to deal with the enquiry and any relevant follow-up.

When information is no longer required, we delete or anonymise it securely.

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function. Others may be used for analytics or other purposes.

Where consent is legally required, optional cookies will not be placed until you have made your choice.

You can find more information about the cookies and technologies used on our website and manage your preferences through our cookie settings.

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

Access to personal data is limited to people and service providers who require it for legitimate purposes.

No system can be guaranteed to be completely secure. We therefore review our measures periodically and take reasonable steps to maintain a level of security appropriate to the personal data we process.

Under the GDPR, you may have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete personal data;
• Erase your personal data in certain circumstances;
• Restrict the processing of your personal data in certain circumstances;
• Object to certain processing, including processing based on legitimate interests and direct marketing;
• Receive or transfer your data where the right to data portability applies;
• Withdraw your consent at any time where we rely on consent.

These rights may be subject to conditions or exceptions under applicable law.

To exercise any of these rights, please contact us.

We may ask you for information necessary to verify your identity before processing a request.

We will respond within the period required under applicable data protection legislation.

If you have questions or concerns about how we process your personal data, we encourage you to contact us first.

You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens.

We may update this Privacy Statement when our programs, community, services, website or legal obligations change.

The latest version will always be published on our website. The date at the top of this statement indicates when it was last updated.

For questions about this Privacy Statement or the processing of your personal data, please contact: