Delft, 15 May 2018
Mailing address
PO Box 244
2600 AE Delft
dojo
Willem Bilderdijkhof 165
2624 ZM Delft
Contact
06 83 65 56 69 (during class time)
info@budogouweleeuw.nl
www.budogouweleeuw.nl
Chamber of Commerce no.: 27354868
1 Privacy Policy
1.1 Purpose
In this Privacy Policy we indicate how we handle your personal data.
1.2 Policy
We do everything we can to guarantee your privacy and therefore handle personal data with care. Budo Gouweleeuw adheres in all cases to the applicable laws and regulations, including the General Data Protection Regulation (GDPR). This means that we in any case:
- process your personal data in accordance with the purpose for which it was provided, these purposes and type of personal data are described in this Privacy Policy;
- limit the processing of your personal data to only those data that are minimally necessary for the purposes for which they are processed;
- ask for your explicit permission if we need it for the processing of your personal data;
- have taken appropriate technical and organizational measures to ensure the security of your personal data;
- not pass on personal data to other parties, unless this is necessary for the implementation of the purposes for which they were provided;
- are aware of your rights regarding your personal data, want to point this out to you and respect them.
2 Processing of personal data
2.1 Members
Personal data of members are processed by Budo Gouweleeuw for the following purposes:
- administrative purposes (membership, contribution, gradations);
- informing (newsletter, invitations, calamities, cancellations);
- activities (competitions, exams, other sporting events).
- Basis for this personal data are:
- the registration form;
- the statutes;
- the house rules.
For the above purposes, Budo Gouweleeuw requests the following personal data from you:
- first name, prefix, last name, date of birth (category A);
- address, house number, zip code, place of residence (category B);
- telephone number, e-mail address (category B);
- gender (category B);
- type of sport, gradation, association number JBN (category A);
- bank account number (category B);
- name parent/guardian of a minor member (category B).
Your personal data will be stored by Budo Gouweleeuw for the above processing for the period:
- category A: unlimited (because of gradation and registration fee) unless the member indicates after 2 years after termination of the membership that the data must be deleted (in case of renewed membership, a new registration fee is due);
- category B: up to 2 years after termination of the membership.
2.2 Volunteers / teachers
Personal data of volunteers and teachers are processed by Budo Gouweleeuw for the following purposes:
- administrative purposes (membership, key holder, authorizations, expenses);
- informing (newsletter, invitations, calamities, cancellations);
- activities (competitions, exams, other sporting events).
- Basis for this personal data are:
- the volunteer agreement;
- the key agreement;
- the statutes;
- the house rules.
For the above purposes, Budo Gouweleeuw requests the following personal data from you:
- first name, prefix, last name, date of birth;
- address, house number, zip code, place of residence;
- telephone number, email address;
- ‘Declaration of Good Conduct’ (VOG);
- type of sport, grade, JBN federation number, teaching qualifications (only for teachers);
- Bank account number.
Your personal data will be stored by Budo Gouweleeuw for the above processing for the period:
- up to 2 years after termination of membership or volunteering.
2.3 Employees
Personal data of Employees are processed by Budo Gouweleeuw for the following purposes:
- implement the employment contract;
- implement the tax-mandated payroll administration.
- Basis for this personal data are:
- the employment contract;
- the key agreement;
- the statutes;
- the tax laws and regulations.
For the above purposes, Budo Gouweleeuw may request the following personal data from employees:
- first name, prefix, surname, date of birth, nationality;
- address, house number, zip code, place of residence;
- Declaration of Good Conduct’ (VOG);
- telephone number, email address;
- salary details, bank account number;
- copy ID, social security number.
Your personal data will be stored by Budo Gouweleeuw for the above processing for the period:
- during the period that one has a contract and thereafter only in the financial administration for a maximum of 7 years.
2.4 Minors
We only process personal data of minors (persons younger than 16 years) if written permission has been given by the parent, guardian or legal representative.
3 Provision to third parties
3.1 Outsourced services
We may provide the data you provide to us to third parties if this is necessary for the implementation of the purposes described above.
For example, we use the services of a third party for:
- the internet environment of our website;
- the software and data management for the membership administration;
- the software and data management for the financial administration;
- taking care of the payroll administration.
We never pass on personal data to other parties with whom we have not concluded a processing agreement. We naturally make the necessary agreements with these parties (processors) to guarantee the security of your personal data. Furthermore, we will not provide the information you provide to other parties, unless this is legally required and permitted. An example of this is that the police requests (personal) data from us in the context of an investigation. In such a case, we must cooperate and are therefore obliged to provide this information. We may also share personal data with third parties if you give us written permission to do so.
3.2 Within the EU
We do not provide personal data to parties located outside the EU.
4 Other aspects
4.1 Security
We have taken appropriate technical and organizational measures to protect your personal data against unlawful processing. For example, we have taken the following measures:
- all persons who can take cognizance of your data on behalf of Budo Gouweleeuw are obliged to treat this confidentially;
- we have a username and password policy on all our systems;
- we make backups of the personal data in order to be able to restore it in the event of physical or technical incidents;
- we regularly test and evaluate our measures;
- our employees and volunteers are informed about the importance of the protection of personal data.
4.2 Rights regarding your data
You have the right to inspect, rectify or delete the personal data that we have received from you. You can also object to the processing of your personal data (or part thereof) by us or by one of our processors. You also have the right to have the data provided by you transferred by us to yourself or directly to another party on your instructions. We may ask you to identify yourself before we can comply with the aforementioned requests. If we may process your personal data on the basis of permission you have given, you always have the right to withdraw this permission.
5 Complaints or questions
5.1 Complaints
If you have a complaint about the processing of your personal data, we ask you to contact us immediately. If we cannot find a solution together with you, we will of course find this very annoying. You always have the right to file a complaint with the Dutch Data Protection Authority, which is the supervisory authority in the field of privacy protection.
5.2 Questions
If you have any questions or comments regarding our Privacy Statement, please contact us!
5.3 Contact details
E-mail address: info@budoouweleeuw.nl.