Article 1 – General provisions

1.1. General terms and conditions are the terms and conditions that apply to admission to and participation in the events organized by the University of Amsterdam for the Summer Introduction which are open and accessible to participants.
1.2. The University of Amsterdam is defined in these terms and conditions as the employees of Student Services of the University of Amsterdam who organise the Summer Introduction.
1.3. A Summer Introduction participant is defined in these terms and conditions as any student or prospective student on a degree programme at the University of Amsterdam who has registered as a Summer Introduction participant.
1.4. An event is defined in these terms and conditions as any activity organised by the University of Amsterdam that is open and accessible to Summer Introduction participants.
1.5. Registration fees cannot be refunded after 10 August 2025, two weeks prior to the Summer Introduction, regardless of the circumstances.

Article 2 – Admission

2.1. E-tickets or any other types of entry ticket are non-refundable.
2.2. Summer Introduction participants may be granted admission to events on presentation of their e-ticket, supplied  by the University of Amsterdam.
2.3. If an event for Summer Introduction participants does not take place, Summer Introduction participants shall not be entitled to any refund, in whole or in part, of Summer Introduction registration fees.
2.4. The right to gain admission to an event shall lapse if it is decided by or on behalf of the University of Amsterdam that the maximum number of people for the event has been reached.
2.5. Summer Introduction participants must show their e-ticket for events to the University of Amsterdam, security officers, and bar staff when first requested.

Article 3 – Other obligations

3.1. Summer Introduction participants may not bring glassware, cans, fireworks, firearms, weapons, dangerous objects, drugs, or drinks, alcoholic or otherwise, to the place where an event is taking place.
3.2. Summer Introduction participants must comply, during events, with rules and instructions issued by the University of Amsterdam, the operators of the area where the event is taking place, security officers, the fire brigade, and other authorised parties. Any Summer Introduction participant who does not comply with rules or instructions, or who causes danger, is drunk, or behaves in a threatening or violent manner, may be denied entry to the event.
3.3. Summer Introduction participants must lend their full cooperation to body searches by security officers when entering an event.
3.4. Summer Introduction participants must observe smoking bans in force at events.
3.5. Summer Introduction participants must prove their identities during events when first requested by any of the persons or parties mentioned in paragraph 2. This is to enable said persons and parties to meet their legal obligations in relation to events, including that of not supplying alcoholic beverages to persons under the age of eighteen.
3.6. Summer Introduction participants who are younger than eighteen may not purchase or consume alcoholic beverages at events organised by the University of Amsterdam.
3.7. Without the express permission of the University of Amsterdam, Summer Introduction participants may not carry out promotional activities at or during events, regardless of whether such activities are commercial or non-profit in nature.

Article 4 – Force majeure

4.1. In the event of force majeure in the broadest sense of the term, including but not limited to illness or cancellation by an artist, late or non-delivery of goods or services, strikes, fire, weather conditions, authorised orders or instructions etc, the University of Amsterdam shall be entitled to postpone an event to a later time or date, or to cancel it altogether.

Article 5 – Liability and damage

5.1. The University of Amsterdam is liable for direct damage sustained by any Summer Introduction participant and which is directly and solely the consequence of failure attributable to the University of Amsterdam. Compensation is payable only for damage against which the University of Amsterdam is insured and which is paid out by the insurance company.
5.2. Any Summer Introduction participant who, on the occasion of the event, including the setting up and taking down thereof, causes, no matter how, any damage to other visitors to the event, employees or property of the University of Amsterdam or third parties hired by the University of Amsterdam, to the event location and equipment, and to any property related to the event at the location of the event, shall be liable for said damage. Summer Introduction participants shall indemnify the University of Amsterdam from all liability claims by third parties regarding damage for which a Summer Introduction participant is liable pursuant to this provision.

Article 6 – Intellectual property rights

6.1. The University of Amsterdam has the right to take photographs and make film recordings on the occasion of an event for promotional publicity purposes. By entering the location of an event, Summer Introduction participants give their permission to the University of Amsterdam to publish such material.
6.2. The University of Amsterdam shall ensure the availability of the agreed services, and shall take every reasonable effort to offer optimum availability thereof. The University of Amsterdam depends on the cooperation and services of, and supplies from, third parties, and is therefore expressly unable to guarantee that every service will be available.

The University of Amsterdam (UvA) places great importance on privacy and handles your personal data with care. In this privacy statement, we describe how the privacy of participants and mentors involved is protected.

Who is responsible for processing my personal data?

The UvA is responsible for processing your personal data in accordance with the General Data Protection Regulation (GDPR). The UvA is located at Spui 21, 1012 WX Amsterdam. Our postal address is PO Box 19268, 1000 WX Amsterdam.

If you have any questions, you can email avg@uva.nl. The UvA has appointed a Data Protection Officer (DPO), who can be reached at fg@uva.nl.

What categories of personal data are processed?

When registering for the introduction (as a participant, mentor, or crew member), the following data will be requested and processed:

• Name
• Email address
• Phone number
• Date of birth
• Gender
• Preferred language
• IBAN (if needed for direct debit)
• Profile picture
• Event-specific details (e.g., dietary preferences, requested workshops)
• Study program
• Emergency contact information

This data is processed in Tactile, where you, as a participant, mentor, will receive an account. We also use necessary cookies to ensure a functional website experience.

For what purpose will my personal data be processed?

The UvA processes your personal data for the following purposes:

• Group formation based on study program and/or primary language
• Communication between you and the UvA
• Potential sharing of personal data with third parties (on a voluntary basis)
• Displaying your information (such as name and profile picture)
• Ensuring the safety of participants, mentors, and crew members

What is the legal basis for processing this data?

The UvA processes your personal data based on contractual necessity and vital interest.

• Contract: To participate in our introduction, it is necessary to register in our event system (Tactile). This allows us to grant you access to events and the mobile app.
• Vital interest: In exceptional circumstances, your personal data may be processed if necessary to protect your vital interests. This typically occurs in urgent medical situations where life or health is at risk.

Will my personal data be shared with third parties?

The UvA will not share your personal data with third parties unless you give voluntary consent. This may happen when you scan your wristband at an information pod provided by Tactile. The UvA has agreements with Tactile regarding the processing and security of your personal data.

Will my personal data be transferred outside the European Union?

No, your personal data will not be transferred outside the European Union.

How will my personal data be secured?

The UvA takes appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, and unlawful processing. Your data is stored and protected by Tactile. You can read more about how Tactile handles data security here:https://www.tactile.events/privacy-policy.

How long will my personal data be stored?

We will retain your personal data only as long as necessary for the purposes for which it was collected. Three months after the introduction, your data will be anonymized in our event system, meaning it can no longer be linked to you. However, we are legally required to retain certain data for specific periods. Where possible, data will be pseudonymized or anonymized.

How can I exercise my privacy rights?

Under the GDPR, you have the right to access your personal data, correct any inaccuracies, request deletion, limit processing, and—under certain conditions—object to the processing of your data and request data portability.

To exercise any of these rights, please contact avg@uva.nl.

If you are not satisfied with how the UvA handles your personal data, you can submit a complaint to the UvA's Data Protection Officer via fg@uva.nl.