1. General
This Privacy Policy applies to all personal data processed by the Royal Water Sports Association Sneek (hereinafter: KWS) of its members, donors, participants, volunteers, and other interested parties.
The KWS attaches great importance to the protection of your personal data. In this Privacy Policy, we want to provide you with clear and transparent information about how we handle personal data. We are committed to safeguarding your privacy and therefore handle your data with the utmost care. The KWS complies with all applicable laws and regulations, including the General Data Protection Regulation. This means that 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 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 consent 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;
- Do not transfer personal data to other parties, unless this is necessary for the purposes for which they were provided;
- Are aware of your rights regarding your personal data, want to inform you of these rights, and respect them.
If you become a KWS member, make a donation, volunteer at an event, participate in an event, or provide personal data to the KWS for any other reason, you expressly consent to the KWS processing your personal data in accordance with this privacy policy.
We recommend that you read this privacy policy and keep it for your records.
2. Controller
The controller responsible for processing personal data is:
De KWS, P.O. Box 100, 8600AC Sneek, Chamber of Commerce number: 40001823. The member/donor management officer can be reached at ledenadministratie@kws-sneek.nl. The board officer responsible for privacy policy can be reached at privacy@kws-sneek.nl.
3. What data does the KWS process and for what purpose?
3.1. In the context of a membership or donation, the following personal data is processed:
- First and last name, date of birth, gender;
- Address and, if applicable, postal address;
- Telephone number, email address, bank account number;
- Type of membership.
3.2. In the context of a volunteer role with the association (member or non-member), the following data is also processed:
- Potential volunteer roles and the number of times these are fulfilled;
- Participation in courses and training;
- Any previously obtained (relevant) qualifications/authorizations and their validity;
- Clothing sizes;
- A photo.
3.3 In connection with participation in KWS events, the following personal data is processed:
- Race or crew license number;
- Class in which the participant participates, including sail number;
- Race results;
- Where applicable, the outcome of protest proceedings;
- Photos and video footage are regularly taken during KWS events.
3.4. The KWS processes the personal data mentioned in sections 3.1 through 3.3 for the following purposes:
- Your name, address, telephone number, and email address will be used for contact regarding membership and any cancellation thereof, for registering and deregistering with the water sports association, for providing information you have requested, or for processing information obtained from you;
- Your name and address will be used to send invitations and information about KWS services and activities;
- Your roles and qualifications as a volunteer will be used to ensure appropriate and qualified staffing of events with volunteers, enabling the organization of high-quality events;
- Your roles and qualifications as a volunteer may also be used for further training.
- Your clothing measurements are used to provide you with the correct club clothing, as assessed by the KWS;
- Your photo may be used to issue you a ferry pass;
- Your license number is used to verify that you meet the requirements for participating in an event;
- Your class and sail number are used to ensure you participate in the event in the correct class and to ensure accurate results processing;
- Your name and bank account number are used to process payments, including membership fees, courses, training sessions, registration fees, orders, and other services purchased;
- Photos and videos featuring volunteers and participants are distributed for promotional purposes through KWS magazines and websites.
4. Email notifications (opt-out):
The KWS uses your name and email address to send you its email newsletter with information about activities, services, and other interesting information about KWS membership. You can unsubscribe from these mailings at any time via the unsubscribe link at the bottom of the mailing.
5. Retention periods
5.1. After an event, your contact information will be retained for a maximum of three years and may be used to ask you about your experiences with the KWS and to invite you to a future event. Results and photos may remain available for longer.
5.2. After your membership/donation ends, your information will be retained to help us build an association history. The retained data will be minimized and can only be used to inform you about relevant developments within the KWS or to invite you to anniversary events.
6. Security measures and processors
6.1. To protect your personal data, KWS has implemented appropriate technical and organizational measures.
6.2. KWS uses third-party services, known as processors, to process your personal data. We have data processing agreements with these processors.
7. Right of Access, Deletion, and Complaints
7.1. You can submit a request to access, receive, change, or delete your personal data via the KWS membership administration. The KWS will process your request and inform you of this within one month of receipt.
7.2. If you wish to object to the (continued) processing of your personal data as referred to in Article 2, you can also contact the membership administration.
7.3. If you have any complaints about the way in which the KWS processes your personal data or handles your requests, you can contact the board officer responsible for data protection.
7.4. Any other questions or comments about this Privacy Policy can be directed to our membership administration or the board officer responsible for data protection.
8. Changes
This Privacy Policy may be amended. Changes will be announced on the Website. We encourage you to review the Privacy Policy regularly.