1. Situations in which we process personal data
NSSV Aeolus (hereinafter Aeolus) processes personal data in the following situations:
You are a visitor to our website
You have registered for an external Aeolus event
You are a member, reunionist or donor of Aeolus
1.1 By visiting our website
Aeolus processes your IP address from you as a visitor to the website. Your visiting behavior on our website is processed completely anonymously. If you do not wish to be included in our statistics, you can use the Do Not Track function in your browser.
1.2 When registering for an external event
If you register for an external Aeolus event, we will process your data as indicated when registering for the event. In the main line this is for example:
Your first and last name
Your email address
Your phone number
Your windsurfing experience
Your diets or allergies
Your bank details (IBAN)
Aeolus processes personal data about you if you have entered into a membership agreement. Aeolus processes the following personal data:
Your first and last name
Your email address
Your phone number
your date of birth
Your student and sports card number and educational institution (Only if you are an active or passive member of Aeolus, honorary members, donors and reunions are an exception to this, see the statutes.)
Your bank details (IBAN)
Your address details
Your IP address (anonymised)
2. Why Aeolus needs data
Aeolus uses your e-mail address to keep you informed of current affairs and activities within the association (such as weekly mail, crow newspaper), your address to send mail (invitations, Christmas cards, etc.) and your e-mail address and telephone number as a means of communication (basis: agreement).
Aeolus processes your date of birth to check on the legal minimum drinking age (> 18 years) and to be able to send birthday e-mails (basis: legal obligation and agreement respectively).
Your student and sports card number and educational institution will be processed because Aeolus receives subsidies from the educational institution Radboud University and the Radboud Sports Center (basis: agreement).
Your bank details are processed so that the treasurer can send direct debits and invoices for the contribution and participation in activities (basis: agreement).
Your IP address is stored and processed by the website committee when using the website (basis: legitimate interest).
We ask about your windsurfing experience to be able to estimate your level before you start taking lessons with us. (basis: legitimate interest)
Your gender is stored in order to be able to use the correct salutation in communication such as e-mails (basis: legitimate interest)
3. Other personal data that are processed
During a General Members Meeting (GMM), a sound recording will be made that will be used to elaborate the minutes of the GMM. After these minutes have been determined, the sound recording will be deleted. If you speak during the GMM, this will be processed in the minutes together with your first name (basis: legitimate interest).
It will be registered in which committee you are and what status you have in this (member or head). The committee head of the committee in which you are active has access to your e-mail address and telephone number in order to be able to contact you about committee activities.
4. How long Aeolus keeps data
Aeolus does not store your personal data for longer than 2 years after the termination of the membership agreement. We keep your payment data for 7 years, on the basis of the General Law on State Taxes, which stipulates that the retention period of financial data must be 7 years.
5. Who has access to your personal data?
The incumbent board has access to the personal data. The members of the Webcie, evcie, surf province and yearbook committee only have access to personal data that is necessary for the performance of their work. Under certain conditions, the cash audit committee and the Advisory Board also have access to your personal data as referred to in paragraph 1, due to their supervisory function.
6. (Sub) processors
Aeolus uses external suppliers in the processing of your personal data. The online accounting program Conscribo is used to store and process personal data. The online program Mailchimp is used to send the monthly newsletter and birthday mail. The G Suite, part of Google, is used to store email addresses and email conversations. Aeolus uses Mailchimp to send the monthly newsletter and birthday email to members and to email members with information about certain activities they have signed up for. The Aeolus website is hosted by Wix. Aeolus has made contractual agreements with all parties to guarantee your privacy.
7. Website visit
For technical reasons, your visit to the Aeolus website is tracked, including the IP address of your computer and the time of retrieval and data that your browser sends. Your visiting behavior on our website is processed completely anonymously, your IP address is not included. If you do not wish to be included in our statistics, you can use the Do Not Track function in your browser.
8. Share with others
Aeolus will only provide your personal data to third parties if this is necessary for the implementation of the membership agreement (see section 6 for this), or to comply with a legal obligation.
9. View, modify or delete data
You have the right to view, correct or delete your personal data. You can send a request for access, correction or deletion to firstname.lastname@example.org . Aeolus will respond to your request as soon as possible.
10. Security of personal data
Aeolus takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized changes. The Aeolus website uses a reliable SSL Certificate to ensure that your personal data does not fall into the wrong hands. In addition, all personal data is encrypted and only accessible to authorized persons, with an access level based on their function. If you have the impression that your data is not properly secured or there are indications of misuse, or if you would like more information about the security of personal data collected by Aeolus, please contact Aeolus via email@example.com . Aeolus can be reached as follows:
6525 AJ Nijmegen
Registration number trade register Chamber of Commerce: 40145200
E-mail address: firstname.lastname@example.org
11. Governing Law
Dutch law applies to this website and privacy statement. All disputes arising from or in connection with this privacy statement will be submitted exclusively to the competent court in Nijmegen or Arnhem.
12. Changes to this privacy statement
Aeolus reserves the right to make changes to the privacy statement. Therefore, check the website regularly for an update. If you have any questions regarding your personal data, please send an email to Aeolus.
13. Mapping Conditions
During Aeolus activities, photos are taken for members to stand on. The association sees it as its responsibility to protect your privacy and ensures that your personal information is treated confidentially.
The photos taken on activities are uploaded to the Aeolus website in the members-only area. The images of activities are therefore not publicly accessible, but only by members of Aeolus. Photos are filtered before being posted to the website.
13.2 (Social) media
Photos can also be used on the social media channels of Aeolus. The social media consists of: Facebook, Instagram, Twitter and LinkedIn. Photos can also be placed in the Kraaijkrant and in the yearbook. In both the Kraaijkrant and the yearbook atmospheric photos as well as personal photos are placed, with or without mention of a name. The (social) media channels are publicly accessible.
Posting of photos is automatic, unless objections have been indicated from the relevant member. Objections can also be submitted after placement in order to subsequently remove the photos, please contact email@example.com .
Appendix I. Explanation of accounting policies
There must be a legal basis for processing the personal data. There are various types of basis that an organization can have for processing your personal data:
Aeolus processes its personal data on the basis of agreement and legitimate interest, and sometimes with permission. These are explained below.
Personal data that fall under this: gender, name, e-mail address, telephone number, address, date of birth, bank details. Aeolus may rely on this basis for information that is necessary for the conclusion of the membership agreement.
Personal data that fall under this: ao student and sports card number, IP address and windsurfing experience
Aeolus may base itself on this basis if 1) the processing is demonstrably necessary to carry out the business activities, 2) the processing must be necessary for the defense of the legitimate interest (proportionality and subsidiarity), and 3) a trade-off must be made between the interests of the organization and the interests of the person concerned.
If Aeolus needs personal data that is not processed on the basis of an agreement or legitimate interest, Aeolus will request permission for this (think of dietary requirements, for example).
Legally valid consent meets the following requirements:
Given freely: You should not be pressured or disadvantaged if you do not consent.
Unambiguous: There must be a clear active act, such as a written or oral statement. So there should be no question of 'who is silent, agrees'.
Informed: you should be informed about 1) the identity of the organization; 2) the purpose of the processing for which you consent; 3) which data is collected and used; 4) the right you have to withdraw your consent.
Specific: consent must always apply to a specific processing and a specific purpose.