Privacy Policy

Privacy Policy

Last changes: 25 December 2019

Privacy is very important to us and that is why we are as careful as possible in protecting the data that we manage. In this document, you can read how we collect data from customers and interested parties and what we then do with it.

Virtual Reality Learning Lab’s identity

At the Virtual Reality Learning Lab, we explore the value of Virtual and Augmented Reality for education. We do fundamental research, we teach research courses and we develop prototypes together with students. We share our knowledge and experience by organizing workshops, lectures and master classes for teachers, schools, publishers, libraries and training companies. In addition, we also develop VR & AR apps ourselves, we support students who want to get started with VR and we advise educational institutions and other organizations on developments in the field.


In the context of these activities, the Virtual Reality Learning Lab collects and manages personal data in a number of ways, which can be divided into three categories:

  1. Data of people who are interested in our services, for sending newsletters and possibly for personal contact;
  2. Data of customers;
  3. Data of participants in our activities.

In this privacy statement, we will describe step-by-step how we collect and manage this data and when the data will be deleted.

Contact details

For questions about how we handle the information we collect, you can contact us.

Virtual Reality Learning Lab
PLNT Leiden
Langegracht 70
2312 NV Leiden
The Netherlands

Tel.: +31 6 11952499

Data collection

When collecting data, we take into account the nature of the activity and what data is required for this. Below we describe which data we collect for each purpose.

1. Newsletter

Via our website, people can sign up for our newsletter. An email address is required and it is optional to enter a first and last name. We use these names to address people personally in newsletters or to check whether someone has previously subscribed to the newsletter with a different email address.

We also add people to our newsletter subscription list when they:

  • have participated in one of our activities;
  • have indicated that they wish to receive the newsletter when requesting a brochure;
  • have a direct relationship with the Virtual Reality Learning Lab and have had direct contact with Robin de Lange or another employee.

2. Customers

We collect the e-mail address, name, and the company of a person who has contacted us. In addition, we also collect any additional contact details and their product preferences. The purpose of collecting this data is that we can make targeted contact at a later date.

3. Participants in our activities

When people register for one of our activities, we ask for more privacy-sensitive information, in addition to their name and address. This concerns their profession, specific tasks involved in that profession and dietary requirements. We collect this data to be able to offer tailor-made activities and to meet specific (diet) requirements. People who do not want or cannot leave this information with us are therefore unable to participate in an activity unless a less tailored workshop can be agreed upon. To participate in an activity, the contact details of the participant must, in any case, be provided to us, including their name, address, place of residence and email address at a minimum.

Storage of data

The data that we collect is stored by us and carefully managed. All persons from whom we have collected data are entitled to view, correct and delete their data. Requests for this can be sent to us by email.

Only employees of the Virtual Reality Learning Lab who need access to the stored personal data to perform their work have access to that data.

We use various applications for storing data, whereby we ensure that only employees that need the data to fulfill their duties have access to the data. These are employees of the Virtual Reality Learning lab and freelancers that work with us on a permanent basis.

We have a processor agreement with the companies with whom we exchange data or a processor agreement will be signed shortly.


Airtable stores the information that (potential) customers provide in our forms. We have concluded a data processing agreement with Airtable.


Mailchimp stores the information collected for sending the newsletter. We have concluded a data processing agreement with Mailchimp.


We use Google Drive and Contacts to store personal data. In addition to normal personal data, this also includes special personal data, namely: dietary requirements and financial data. For these services, the general processor agreement found here applies.

Data usage

We use the collected data to a limited extent for automated decision making. When customers indicate that they want to receive our newsletter, their data is automatically transferred to Mailchimp, from where a number of follow-up emails are sent to the new newsletter subscriber.

Deletion of data

Personal data is not stored any longer than legally permitted. We also remove data that is no longer important to us.

All persons from whom we have collected data are entitled to view, correct and delete their data. Requests for this can be sent to us by email.


You can object to the processing of your personal data by sending us an email, to which we will send an answer within ten working days. In that email, we will indicate the consequences of not processing your data and the period within which we can delete any data that has already been collected.

If you have (implicitly) given your permission to process your data, it is possible to revoke it later. The same requirements apply as stated directly above.

Use of third-party software during courses

In the workshops that we offer, we use various software packages to create Virtual Reality experiences, such as Roundme and CoSpaces. The use of this software is not mandatory and can always be used with a temporary user account. We critically review the privacy conditions of external software, but cannot assume responsibility for the data retention policies applied by these companies.