OWL measures due to COVID-19:
As you already know, Summer OWL 2021 is happening shortly. We as the OWL board have been working together with Leiden University, the municipality of Leiden, and the GGD (Municipal Health Organization for Preventative Healthcare) in order to ensure our events are held safely and in accordance with the Dutch corona measures.
OWL safety policy with regards to the COVID-19 pandemic has been determined to be as followed:
Everybody who wants to participate in the physical OWL week is required to take a daily COVID-19 antigen test at our designated test location.
Regardless of being fully vaccinated or recovered from COVID-19, this is the basic rule and the only way in which we are allowed to have an in-person OWL.
- Testing starts on Sunday, August 29th, and happens every day until September 3rd. This means you will get a (free) corona test through OWL six times. This also means that you need to be in Leiden on August 29th.
- We share your name, email address, date of birth and phone number with the GGD, for the purpose of the daily testing for COVID-19 during the OWL.
- At the OWL locations you are asked to show the valid negative test result (obtained through OWL) to gain admittance.
- In case you test positive for the COVID-19 virus, the GGD will contact you for any follow-up questions and to conduct a tracing and containment procedure. It will mean you can no longer participate in OWL week. You also need to inform OWL through the Coordination Team, reachable at 071-5273335 so we can inform your group and guides.
University, Dutch healthcare organization GGD and Leiden municipality deem it safest if there is a daily COVID-19 antigen test for ALL participants and guides participating in OWL. The bringing together of people from all over the world (we currently expect people from 64 different nationalities to participate) poses a health risk, not only to the participants themselves, but to Dutch public health in general as it may cause new mutations of the COVID-19 virus. Daily testing, opposed to accepting vaccinated people in general, reduces the risk of outbreaks the most, as vaccination is not a guarantee for being virus-free. This way we can be sure that all participants, guides and organization have been tested negative for the virus and we can nip any potential risks in the bud. It also means we can let go of the restrictive 1.5 meters distance within the groups on our outside locations. Anyone entering our locations will be checked: for being a participant of the OWL, for being in the correct assigned shift and for having a valid negative test result. Anyone without a valid (24hrs) test result will be sent away from our locations until a valid test result can be shown. For logistical purposes it is very important to stick to your assigned testing shift. If you miss your shift, it means you missed your chance to get the test and you will be excluded from the programme for 24 hours (until the next available test-moment).
The GGD has worked closely with us to organize the testing so it can be a swift, safe and easy process. The test location is set up specifically for OWL, at a very central location in the city center and is FREE OF COST for OWL participants. Each group participating in OWL will be assigned a daily shift between 16.00-19.30hrs , and we will coordinate any group shifts for activities with the testing shift so they don’t conflict. The result of the test is communicated, usually within an hour, through text message to you personally.
We understand that it may be an unexpected inconvenience, but we want everybody to be safe and have a good and healthy start of the Academic year at Leiden university. If you do wish to de-register from OWL in light of this new information, you could consider joining the online OWL instead. You can let us know at email@example.com.
Regarding the processing of your personal information
What personal information will be shared with the GGD?
The following information is shared with the GGD: name, email address, telephone number and date of birth.
For what purpose will personal information be shared?
Personal information is shared to facilitate the process of daily testing for COVID-19 during the OWL and communicate the result of your test. Who is the data controller for the sharing of your personal information? Leiden University (www.universiteitleiden.nl) is the data controller for the sharing of your personal information. The GGD Hollands Midden (www.ggdhm.nl) is the data controller for the processing of personal information relating to the actual testing, providing you with the test result, and any tracing and containment procedures.
What is the legal basis for processing?
We share your personal information because Leiden University has a legitimate interest to protect participants and staff during the OWL.
What are my rights under GDPR?
The GDPR grants you certain rights, such as access to personal information processed, the right to be forgotten and the right to object to the processing of your personal information. If you want to invoke these rights you can contact the Privacy Office: firstname.lastname@example.org.
Questions and/or complaints?
If you have any questions or complaints with respect to the processing of your personal data, we would like to hear from you. The university has appointed a Data Protection Officer, who can be reached for all your questions and/or complaints. The DPO can be reached at email@example.com. You also have the right to file a complaint to the national supervisor: the Dutch Data Protection Authority (“Autoriteit Persoonsgegevens”).
We hope to meet you all soon during Summer OWL 2021 – all safe and healthy, and have the most fun week we can with the most possibilities available under government corona measures. If you have any questions or concerns you can always send an email to firstname.lastname@example.org, or give us a call at +31 715273046 during working hours (10:00-18:00).
OWL Board 2021