Privacy Policy Eindhoven Maatjes

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Last updated: Wednesday, June 17, 12:29 PM

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Eindhoven Maatjes believes it is important that personal data is handled with care. We organize meeting activities, projects and meetings for people who would like to meet new people, need contact or want to be part of an involved community.

In this privacy policy we explain what personal data we collect, why we do it, how we protect this data, with whom we share data and what rights you have.

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Eindhoven Maatjes is an initiative of:

Stichting Impulsmakers, trading under the name Eindhoven Maatjes
Chamber of Commerce number: 93095414
Address: Schans 19, 5641 PP Eindhoven
Website: www.eindhovenmaatjes.nl
Email: info@eindhovenmaatjes.nl

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Stichting Impulsmakers is responsible for the processing of personal data as described in this privacy policy.

We have not appointed a Data Protection Officer.

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1. What personal data do we collect?

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We only collect personal data that is necessary for our activities, communication, administration and organization.

Depending on your contact with Eindhoven Maatjes, we may process the following data.

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When registering for activities

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When you register for an activity or reserve a ticket, we may ask for the following information, among other things:

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• first name and last name;

• email address;

• telephone number;

• age or date of birth, when necessary;

• dietary requirements;

• emergency contact;

• any guidance needs;

• agree to terms;

• information that you share with us via the registration form, WhatsApp or email.

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When participating in activities

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We can maintain participant lists and attendance lists.We do this to organize activities properly, to reach participants, to guarantee safety and to be accountable to subsidy providers or partners.

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In personal contact

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When you contact us by email, WhatsApp, telephone, website forms or during activities, we may process the information that you share with us.

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Sometimes this concerns personal circumstances, such as loneliness, need for guidance, mental health, disability, autism or other information that may be relevant to participate safely and appropriately. We handle this with extra care.

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For volunteers, board members and applicants

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If you are a volunteer, board member, employee or applicant, we may process additional data, such as:

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• name and contact details;

• address details;

• date of birth;

• availability;

• motivation;

• function or role within the organization;

• photo and short introduction for the website, only if permission has been given;

• VOG data when necessary;

• bank account number when required for payments or reimbursements;

• agreements and administrative data.

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2. We do not ask for more information than necessary

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We do not request more personal data than is necessary for the purpose for which we use this data.

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Where certain information is not necessary for participation, organization, safety, administration or accountability, we do not request this information or keep it for longer than necessary.

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3.Why do we process personal data?

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We use personal data for the following purposes:

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• processing registrations and ticket reservations;

• organizing activities, meetings and projects;

• maintaining participant lists and attendance;

• informing participants about practical information;

• being able to reach participants in the event of changes or emergencies;

• taking dietary requirements, accessibility and guidance needs into account;

• sending newsletters or monthly updates, when someone has signed up for them;

• answering questions via email, WhatsApp or website forms;

• processing payments and personal contributions;

• administration;

• creating reports for subsidies, funds or partners;

• improving our activities, website and services;

• recruiting and supervising volunteers, board members and team members;

• complying with legal obligations.

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We do not use your data for commercial sales purposes. Messages we send relate to Eindhoven Maatjes, the Impulsmakers Foundation, our activities, projects or community.

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4. On what grounds do we process data?

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We only process personal data when there is a valid basis for doing so according to the GDPR. A privacy statement must make clear what an organization does with personal data, why this happens and what rights people have.

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Depending on the situation, we process data based on:

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Execution of an agreement

For example, when you register for an activity, reserve a ticket or pay a personal contribution.

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Consent

For example, when you sign up for a newsletter, WhatsApp updates or when we want to use recognizable images of you for publication.

 

Legitimate interest

For example, to organize activities, maintain participant lists, improve our services and ensure safety during meetings.

 

Legal obligation

For example, for our financial administration and tax retention obligations.

 

Vital importance

In exceptional situations we may use data when this is necessary for your safety or health, for example in the event of an emergency during an activity.

 

5.Sensitive personal data

Eindhoven Maatjes works with people who sometimes share personal or vulnerable information. Consider information about loneliness, mental health, disability, autism, guidance needs or personal circumstances.

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We process information about health, disability, guidance needs or other vulnerable personal circumstances only if you share this information with us yourself and this is necessary for safe, appropriate or responsible participation.

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We ask participants not to share sensitive information if it is not necessary. If you do share this information with us, we will treat it confidentially and limit access to people within our organization who need this information.

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6. Participation from 16 years

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Participation in Eindhoven Maatjes is possible from the age of 16.

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Are you 16 or 17 years old? You are then responsible for arranging permission from your parent or legal representative when necessary. By logging in, you confirm that this permission exists.

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Eindhoven Maatjes does not check this permission as standard, but can request it if there is reason to do so.

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If someone receives guidance or cannot participate fully independently, permission or coordination with a supervisor may be required. This is the responsibility of the participant and/or his supervisor.

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Eindhoven Maatjes can refuse participation or request additional coordination when this is necessary to ensure safe and responsible participation.

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7. Photos and videos

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Photos and videos can be taken during activities. Creating and publishing images is not allowed just like that. As soon as people become recognizable, the GDPR applies.

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Photos and videos can be used for example:

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• our website;

• social media, such as Instagram, TikTok, Facebook or LinkedIn;

• flyers or promotional material;

• reports to funds, subsidy providers or partners;

• internal reflections or atmospheric impressions.

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We try to clearly inform participants in advance when photos or videos will be taken. Do you not want to be recognizable on the image? Please inform the organization or supervisor of this in advance or during the activity.

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We request permission where necessary for recognizable publication of photos or videos.This especially applies to recognizable close-ups, portraits, interviews, videos and images used on social media, print or promotional channels.

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You may always withdraw permission for the use of recognizable images. If you withdraw consent, we will delete the images where reasonably possible. We cannot always fully retrieve material that has already been printed, shared, published or distributed by third parties.

We try to act carefully with group photos, atmospheric images or overview images. If someone clearly indicates that they do not want to be recognizable in the picture, we will take this into account as much as possible.

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8. Newsletter and WhatsApp updates

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You can sign up for newsletters or monthly updates from Eindhoven Maatjes. This can be done, for example, via email, WhatsApp or a form.

We will only use your contact details to send you information about Eindhoven Maatjes, our activities, projects and community.

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You can always unsubscribe. This can be done via the unsubscribe link in a newsletter, by responding via WhatsApp or by sending an email to:

info@eindhovenmaatjes.nl

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We do not send commercial messages from external parties.

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9. WhatsApp, email and other communications

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Eindhoven Maatjes uses WhatsApp and email, among other things, to keep in touch with participants, volunteers and interested parties.

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When you contact us via WhatsApp, your name, phone number, profile photo and messages may be visible to us. If you are in a WhatsApp group, other group members can also see certain information, such as your name, phone number and messages.

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We advise not to share sensitive information via WhatsApp if it is not necessary.

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When you sign up for a WhatsApp mailing list or monthly WhatsApp update, we will only use your telephone number for communication about Eindhoven Maatjes and related activities or projects.

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10. Payments and administration

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We ask for a personal contribution for some activities. Payment can be made via iDEAL, cash, PayPal or Wix Payments.

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For payments, we process data that are necessary to receive, check and administratively process the payment. Consider name, payment status, payment method, amount and any invoice or transaction details.

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We keep financial administration for as long as this is legally required.

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11.Website, cookies and statistics

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Our website is:

www.eindhovenmaatjes.nl

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The website is built and managed via Wix.

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We may use cookies and similar techniques to make the website work properly, to collect statistics and to improve the website.

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Cookies are small files that are placed on your device when you visit our website.

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We may use:

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Functional cookies

These are necessary for the website to work properly. No consent is required for functional cookies, but visitors must be informed about this. 

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Analytical cookies

These help us understand how visitors use the website. If these cookies infringe little or no privacy, consent is not always necessary. If analytical cookies collect more data, we ask permission.

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Tracking cookies or marketing cookies

These cookies track visitors across websites or apps. Prior permission is required for this. Tracking cookies can process personal data and therefore require clear consent. 

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If our website shows a cookie banner, you can set or change your preferences via that banner. When we use cookies that require consent, we ensure that visitors can accept, refuse or adjust their preferences. The Dutch Data Protection Authority emphasizes that consent via cookie banners must be clear and must be requested in advance for cookies for which consent is required. 

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12.With whom do we share personal data?

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We never sell personal data to third parties.

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We only share personal data when necessary for our organization, activities, administration or legal obligations.

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We may share data with or have it processed by:

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• Wix, for website, forms, tickets and payments;

• Google, for example for email, storage, documents or administration;

• WhatsApp/Meta, when you contact us via WhatsApp or participate in WhatsApp communications;

• payment providers, such as Wix Payments or PayPal;

• banks, for payments;

• accounting or administrative support;

• volunteers, supervisors or team members, insofar as they need data for their role;

• collaboration partners, funds or grant providers, when this is necessary for accountability.

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Some of these parties may process data outside the Netherlands or outside the European Economic Area. When necessary, we use appropriate safeguards, such as processing agreements, security measures or other legal agreements.

When we share reports with municipalities, funds or partners, we basically do this with numbers, results, general stories and anonymized information.

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We do not share sensitive personal stories, recognizable personal data or traceable participant information with external parties, unless this is necessary, legally required or permission has been given.

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When external parties process personal data on our behalf, we make agreements about security and confidentiality where necessary.

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13. Volunteers, team members and confidentiality

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Volunteers, board members, interns, supervisors and other involved parties may sometimes have access to personal data, for example participant lists, contact details, emergency contacts or information necessary for safe participation.

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They may only use this information for their role within Eindhoven Maatjes. They may not share personal data with others and may not use it for private purposes.

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We remind volunteers, team members and other involved parties of confidentiality and careful handling of personal data.

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14. How long do we store personal data?

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We do not store personal data for longer than is necessary for the purpose for which it was collected. The GDPR does not provide a general fixed retention period for all personal data.Data may not be kept longer than is necessary for the purpose for which they are processed. 

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We basically apply the following guidelines:

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• registration details for activities: maximum 2 years after participation, unless longer retention is necessary for administration, security, complaint handling or subsidy control;

• participant lists and attendance registration: maximum 2 years, unless longer storage is necessary for subsidy or project accountability;

• information about dietary requirements, emergency contact and guidance needs: no longer than necessary for safe and appropriate participation;

• contact details for newsletter or WhatsApp updates: until you unsubscribe;

• payment and administration data: as long as legally required, usually 7 years;

• application data: a maximum of 4 weeks after completion of the application procedure, unless you agree to keep it longer;

• volunteer data: as long as someone is actively involved and then as long as necessary for administration, accountability or legal obligations;

• photos and videos: as long as they are relevant for communication, archive or accountability, unless consent is withdrawn or removal is reasonably possible;

• e-mails and WhatsApp messages: as long as necessary to handle the question, participation, administration or accountability.

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When data is no longer needed, we delete or anonymize it where possible.

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15. How do we protect personal data?

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We take appropriate technical and organizational measures to protect personal data against loss, misuse, unauthorized access, disclosure, alteration or destruction.

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We do this, among other things, by:

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• limit access to data to people who need it;

• use secure systems such as Wix and Google;

• carefully manage passwords and access rights;

• use two-step verification where possible;

• not to share data unnecessarily;

• remind volunteers, team members and those involved of confidentiality;

• handle participant lists and personal information with care;

• delete or anonymize data when it is no longer needed.

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Although we do our best to secure data, we can never guarantee complete security. In the event of a data breach, we act in accordance with the legal obligations.

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16. Your rights

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You have various rights under the GDPR.You have the right, among other things, to information about what organizations do with your personal data and why. 

You have the right, among other things:

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• to ask what personal data we have about you;

• have your data corrected;

• have your data deleted;

• to object to certain use of your data;

• withdraw consent;

• request restriction of processing;

• have data transferred when applicable.

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Would you like to exercise your rights? Please send an email to:

info@eindhovenmaatjes.nl

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We will generally respond to your request within one month.

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To prevent abuse, we may ask for additional information to verify your identity.

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17. Submit a complaint

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If you believe that we are not handling your personal data with care, we would like to hear from you. You can contact us at:

info@eindhovenmaatjes.nl

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You also have the right to file a complaint with the Dutch Data Protection Authority. The Dutch Data Protection Authority is the Dutch supervisory authority in the field of privacy and personal data.

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18. Changes to this privacy policy

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We may amend this privacy policy if our organization, activities, website or legal obligations change.

The most recent version of the privacy policy is always on our website. The top of this privacy policy shows when it was last updated.