Privacy Statement

20 december 2023

Privacy Statement

(Zie hier voor de Nederlandse versie van dit document)

Great that you are looking at the privacy statement for the XR Innovation Forum (XRIF)! In this privacy statement, we explain in detail that we will handle your personal data with care and in full compliance with the law. SURF is the ICT cooperation organisation of education and research in the Netherlands, a non-profit organisation. We will therefore not use your data for advertising, reselling them to third parties or other unpleasant practices that could invade your privacy.

If you would like to know more, please read this privacy statement on how SURF handles your personal data in the context of using the XR Innovation Forum, a pilot of SURF. This privacy statement only applies to the Discourse instance at

About SURF

We are SURF B.V. (“SURF”), located at Moreelsepark 48, 3511 EP Utrecht. We can be reached at +31-887873000. In the SURF cooperative, the Dutch universities, universities of applied sciences, university medical centres, research institutes and mbo institutes work together on ICT innovation. More about the cooperative. SURF is the data controller for the processing operations we describe in this privacy statement.

What is the XR Innovation Forum?

The XR Innovation Forum is an online discussion platform around (technical) developments and innovation related to eXtended Reality (XR) for education and research. It is a place where anyone from the SURF community with an interest in XR, or expertise in that area, can interact with others in terms of content.

The primary purpose of the XR Innovation Forum is to facilitate knowledge exchange and discussions in the field of XR innovation, particularly in the technical field. The forum is publicly available for everyone to read, even if you as do not have an account or are not logged in. If you want to contribute to the forum, you need an account and must log in.

The forum is based on the Discourse forum software. The forum is hosted by Communiteq, a Dutch company. The hosting of the forum is done entirely in The Netherlands, including all necessary sub-processing and storing backups.

What is Discourse?

Discourse is forum software developed by the company CDCK. Discourse is widely used for online (tech-focused) communities. It is available as open-source and this is also the version used by SURF for the XR Innovation Forum.

What data do we process and for what purpose?

The XR Innovation Forum provides users with a platform to interact in the field of XR innovation as a community. For this, SURF processes, among other things, the user’s e-mail address (as passed on from SURFconext). Below we describe the different types of data processed and for what purpose.

Basic account information

If you want to use the XR Innovation Forum, you first need to log in with your own institutional account, via SURFconext. When you log in for the first time, we ask you to enter a username of your choice, which is used to create your account.

Then, each time you log in, the following data are shared from your institution with the XR Innovation Forum:

In addition, other data are processed while using the XR Innovation Forum:

Your e-mail address and pseudonymous identifier (username) may be used to trace it back to the responsible person only in case of abuse, and only in consultation with the educational or research institution.

Additional profile information

The following data are optional and are intended to enrich your profile. You can complete this information yourself, it is not mandatory. You can also decide whether this information is publicly visible or not.

A small number of statistics about your interaction with the forum are shown when you make your profile public.

Messages, media, following

On the XR Innovation Forum, you can post messages, media (such as photos) or other files that are publicly visible; you can respond to and/or like others’ posts; you can send private messages to other users (direct messages). To do this, we need to process the following data.

Direct messages and messages for followers

IP addresses and other metadata

What do we use your data for?

Legal basis

Personal data is processed on the basis of agreement with the user. Users themselves choose to participate in the conversation on the XR Innovation Forum via this server. Users are free not to use this server, or to delete their account at any time. With the exception of the pseudonymous identifier and institutional e-mail address, users of all content at any time decide for themselves what they make available and share.
Retention period

To whom do we provide the data?

The pseudonym (immutable identity), e-mail address and IP addresses are not provided to third parties. However, these data are visible to the forum provider we use which is also the ICT supplier, and any sub-processors, to the extent necessary to provide the service.

The content you post yourself on the XR Innovation Forum is shared with the world and is publicly visible, i.e. also outside the SURF community.

Cookie use

Discourse stores cookies and other data in your browser to remember your logged-in session and to keep track of whether you have already received certain push notifications (if enabled). These are functional cookies necessary for the application to function. They are not shared with other sites. The XR Innovation Forum does not use analytical or tracking cookies.

See the cookie statement for more details.

Your rights in relation to your data

You have the following rights regarding your personal data:

To exercise these rights, please contact SURF at

Amendments to the privacy statement

SURF may make amendments to this privacy statement. You are therefore advised to consult this privacy statement regularly.

Contact details

Moreelsepark 48
3511 EP Utrecht

This privacy statement was last updated 26 februari 2024

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