1. General
TTC Tamara Hoeselt attaches great importance to your privacy and to the protection of your personal data.
In this privacy statement we want to provide clear and transparent information about how we handle personal data. We do everything we can to safeguard your privacy and therefore handle personal data with care. In all cases, TTC Tamara Hoeselt complies with the applicable laws and regulations, including the General Data Protection Regulation (also known as the GDPR, Regulation (EU) 2016/679).
This means that, in any event, we:
- process your personal data in accordance with the purpose for which it was provided; these purposes and types of personal data are described in this privacy statement;
- limit the processing of your personal data to only that data which is necessary for the purposes for which it is processed;
- ask for your explicit consent where we need it in order to process your personal data;
- have taken appropriate technical and organisational measures to ensure the security of your personal data;
- do not pass personal data on to other parties unless this is necessary in order to fulfil the purposes for which it was provided;
- are aware of your rights as a data subject with regard to your personal data, wish to make you aware of them and wish to respect them. As TTC Tamara Hoeselt, we are the controller for the processing of your personal data. If, after reading our privacy statement, or more generally, you have any questions about it or wish to contact us, you can do so using the contact details below:
TTC Tamara Hoeselt vzw (non-profit association)
Registered office: Catsbeekstraat 20, 3730 Hoeselt
E-mail: info@ttchoeselt.be
Who is this privacy statement aimed at?
This privacy statement applies to all our current members, participants in activities, people who show or have shown an interest in our activities, services or products, customers and prospects, and suppliers.
2. Why do we process which personal data?
Your personal data is processed by TTC Tamara Hoeselt for the following purposes and on the following legal grounds:
-
Maintaining membership records and providing services to members.
-
Sending information about our activities, newsletters and invitations.
-
Organising sporting preparation and training
-
Club administration
-
Sporting administration in connection with training camps, camps, etc.
-
Taking part in competitions and tournaments
-
Sporting administration
-
Organising a recreational sports event
-
Organising non-sports-related events
-
Promotion, PR and communication, including:
-
managing social media by publishing atmospheric photos
-
managing social media by publishing targeted photos (for which we ask your consent)
-
managing the club website
-
3. Which data do we process?
We may request, store, collect and process the following personal data about you for the following purposes:
- Identification data: surname, first name
- Private contact details: telephone number, address, e-mail address
- Personal characteristics: gender, date of birth
- Financial details (including payments, account number, etc.)
- Sporting data (including category, results, attendance, etc.)
- Visual material (photos, videos, recordings, etc.)
- We only collect personal data that you provide to us yourself in various ways (including registration forms, forms and contact forms on our website, contact in person/by telephone/by e-mail, etc.). We do not collect personal data via third parties, with the exception of information received from the affiliated associations/clubs or federations.
- No category of individuals is subjected to any form of automated decision-making or profiling.
4. Disclosure of data to third-party processors
We may provide the data you give us to third parties if this is necessary in order to fulfil the purposes described above.
For example, we use a third party (processor) for:
- storing and processing data in the Cloud (via a Cloud Service Provider)
- providing the internet environment (web hosting, mail hosting);
- handling the (financial) administration and payroll administration
- producing (and distributing) newsletters and invitations.
We never pass personal data on to processors (external service providers) other than those with which we have concluded a processor agreement or whose contractual terms incorporate the same provisions.
Naturally, we make the necessary arrangements with these parties to ensure the security of your personal data.
5. Disclosure of data to third-party recipients
We share personal data with the following external parties:
-
Affiliated organisations that form part of the sports federation’s ecosystem (the federation itself, the other clubs belonging to the same federation, etc.)
-
Subsidising authorities
-
Partners with which we organise activities in cooperation (activities developed by two or more organisations and for which participant lists are exchanged)
-
The sports federations, namely TTLK (Tafeltennis Limburg-Kempen) and VTTL (Vlaamse Tafeltennis Liga)
Naturally, we make the necessary arrangements with these parties (third-party recipients) to ensure the security of your personal data and to make sure that your data is treated confidentially.
Furthermore, we will not pass the data provided on to third parties unless this is legally required and/or permitted, for example in connection with a police or judicial investigation.
At no time do we sell or rent your personal data to third parties.
Nor do we ever pass your contact details on to third parties for commercial purposes.
We may also share personal data with third parties if you give us your consent to do so. This consent can be withdrawn at any time, without affecting the lawfulness of the processing carried out before its withdrawal.
We do not disclose personal data to parties established outside the European Economic Area.
6. Minors
We only process the personal data of people under the age of 18 if consent has been given by a parent or legal representative.
In this context, the following data about the parents may be processed: identification data and private contact details (for parental consent)
7. Retention period
TTC Tamara Hoeselt does not keep personal data longer than is necessary to achieve the purpose for which it was provided, taking into account the period necessary to comply with legal requirements (including in the field of accounting). Retention periods may, however, differ for each purpose.
TTC Tamara Hoeselt undertakes not to keep the data for longer than the duration of the membership.
8. Security of the data
The following appropriate technical and organisational measures have been taken to protect personal data against unlawful processing:
- All persons who may access your data on behalf of TTC Tamara Hoeselt are bound by a duty of confidentiality.
- We apply a username and password policy on all our systems;
- We make systematic back-ups of the personal data so that it can be restored in the event of physical or technical incidents;
- We test and evaluate our measures at regular intervals and adjust them where necessary;
- Our staff are informed about the importance of protecting personal data. These staff are given access to your data only in so far as they need that information in order to perform their duties properly.
9. Your rights regarding your data
You have the right to access and obtain a copy of the personal data relating to you.
You have the right to have your data corrected and completed if it is inaccurate or incomplete.
You have the right to erasure (deletion) of the personal data we have received from you and which is no longer strictly necessary for the purposes for which it was processed. We do, however, reserve the right to determine whether your request is justified.
You have the right to restriction of processing: if you object to the processing of certain data, you can ask for that processing to be stopped.
You can also object to the way in which certain personal data about you is processed. For example, you have the right to object to the use of your personal data for direct marketing purposes.
You also have the right to have the data you have provided transferred by us to yourself or, at your request, directly to another party.
You can contact us at the address given at the top of this privacy statement in order to exercise your rights, together with the reasons for your request.
We may ask you to provide proof of identity before we can act on the aforementioned requests. To prevent misuse, we may ask you to identify yourself adequately.
10. Complaints
If you have a complaint about the processing of your personal data or about the exercise of your rights, we ask you to contact us directly about it.
You always have the right to lodge a complaint with the Data Protection Authority (DPA):
Drukpersstraat 35
1000 Brussels
E-mail: Commission@privacycommission.be
11. Changes to our privacy statement
TTC Tamara Hoeselt may amend this privacy statement from time to time. The last change was made on 2 June 2018.