Privacy statement

1. General
The Guild of Saint Michael Gouda attaches great importance to your privacy and the protection of your personal data.

In this privacy statement we provide clear and transparent information about how we collect your personal data in an appropriate and secure manner, how we use them and how we protect them. The Guild of Saint Michael Gouda complies in all cases with the applicable laws and regulations, including the General Data Protection Regulation (GDPR).

This means that we always:
- 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 statement;
- Limit the processing of your personal data to only those data that are necessary for the purposes for which they are processed;
- Request your explicit consent if we need it for the processing of your personal data;
- Take appropriate technical and organizational measures to ensure the security of your personal data;
- Do not pass on personal data to other parties, unless this is necessary for the implementation of the purposes for which they were provided;
- Be aware of your rights as a data subject with regard to your personal data, want to inform you about this and respect these wishes. The Sint-Michielsgilde Gouda acts as controller for the processing of personal data that it processes in the context of this privacy statement. If you have any questions or comments about this privacy statement or the way in which De Sint-Michielsgilde Gouda collects or processes personal data, you can contact us via the email address: gouda@sintmichielsgilde.nl

2. Why do we process personal data?
Your personal data is processed by the Sint-Michielsgilde Gouda for the following purposes and legal grounds:
- The management of our fencing club, including membership registration, communication and payment processing (for the execution of the agreement and legitimate interest);
- To be able to participate in the activities of the Guild of Saint Michael Gouda (in implementation of the agreement);
- To inform you about our fencing club and our activities, to send invitations (for the execution of the agreement and legitimate interest);
- Obtaining government subsidies, as well as complying with our legal obligations, such as accounting obligations (legal interest);
- To check whether you can participate in sports activities in a medically responsible manner (legal interest).
- For promotion, PR, and communication, including managing the club website and managing social media through publishing atmospheric photos (legitimate interest), as well as managing social media through targeted photos (consent).
 
3. What data do we process?
We only collect personal data that is necessary for the functioning of our fencing club and the achievement of our objectives. We may request, collect, store and process the following personal data from you:
- Identification data: name, first name, address, telephone number and e-mail address;
- Personal characteristics: gender, date of birth, place of birth, and nationality;
- Payment information;
- Identification data of the volunteers: name, first name, address, telephone number and e-mail address;
- Image, subject to express prior permission;
- Other personal data that you voluntarily provide to the Guild of Saint Michael Gouda.

4. Who processes the data?
The data is processed by a limited number of board members and managers of the Guild of Saint Michael Gouda.

5. Disclosure to third parties
We may provide personal data to third parties if this is necessary for the implementation of the purposes described above:

We use a third party (processor) for:
- Joining a (national) Association;
- Taking out the necessary insurance.

The Sint-Michielsgilde Gouda never passes on your personal data to processors (other parties) than those with whom we have concluded a processing agreement. We make the necessary agreements with these parties to ensure the security of your personal data.

We will not pass on the information provided to third parties, unless this is legally required or permitted, for example in the context of a police or judicial investigation. We may share personal data with third parties if we have received prior permission to do so. This consent can be withdrawn at any time, without affecting the lawfulness of the processing before its withdrawal.

6. Minors
We only process personal data of persons under the age of sixteen if written permission has been given by the parent or legal representative. The following data from the parents may be processed: identification data and private contact details (for parental consent).

7. Retention period
The Guild of Saint Michael Gouda does not store personal data for longer than is strictly necessary for the purpose for which it was provided or is required by law. The Guild of Saint Michael Gouda undertakes not to keep the data for longer than the period in which the person is a member of the Guild of Saint Michael Gouda.

8. Data protection
The Guild of Saint Michael Gouda takes the protection of your data seriously and takes appropriate technical and organizational measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification.

The following measures, among others, have been taken to protect personal data:
- All persons who can access your data on behalf of the Guild of Saint Michael Gouda are obliged to keep it confidential;
- We have a username and password policy on all our systems;
- We pseudonymize and ensure the encryption of personal data if there is reason to do so;
- We systematically make backups of personal data in order to be able to restore them in the event of physical or technical incidents;
- We regularly test and evaluate our measures and adjust them if necessary;
- Our employees have been informed about the importance of protecting personal data. These employees are granted access to your data to the extent they need that information to properly perform their duties.

 9. Rights regarding your data
You have the right to inspect, copy, modify or delete your personal data. You can contact us for this via the email address: gouda@sintmichielsgilde.nl. In addition, you can object to the processing of your personal data (or part thereof) by us or by one of our processors.

You have the right to have us transfer the data provided to yourself or directly to another party on your behalf. We may ask you to identify yourself before we can respond to the aforementioned requests. The Guild of Saint Michael Gouda will respond to your request as soon as possible, and in any case within one month.

If you have a complaint about the processing of your personal data, we ask you to contact us immediately.

You always have the right to file a complaint with the data protection authority (AP):
https://www.autoriteitpersoonsgegevens.nl/

10. Changes to the privacy statement
The Guild of Saint Michael Gouda can change the privacy statement at any time. The last change happened on May 15, 2024.