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privacy statement

Friends of the Song is aware that you provide it with personal data. The association realises that you place your trust in it and sees it as its responsibility to handle your data with care. This privacy statement tells you what data we keep from you, why and for what period of time. 

Personal data we process 

Friends of the Song processes your personal data because you use our services and/or because you provide it to us yourself. 

Below is an overview of the member personal data we process: 

  • First name, surname and initials; 
  • Salutation (Mr/Ms); 
  • Date of birth; 
  • Address details; 
  • Phone number; 
  • E-mail address; 
  • Whether you have authorised us to collect your annual membership fee; 
  • and, if you have given us a direct debit authorisation, the bank account number.

 

For the purpose of newsletters, we store only: 

  • First name, surname and initials 
  • Salutation (Mr/Ms) 
  • Email address 
  • Whether you are a member of Friends of the Song.

 

If you are a donor or patron we additionally register: 

  • Whether you became a donor or patron individually or with a partner; 
  • Whether you have authorised us to collect your annual donation; 
  • the bank account number for which you have issued an authorisation; 
  • The periodic donation agreement (if you use it); 
  • The amount of your annual donation; 
  • (from patrons only:) your BSN number 

 

From musicians to whom we give commissions we keep: 

  • First and last name; 
  • Salutation (Mr/Ms); 
  • Address details; 
  • Phone number; 
  • E-mail address; 
  • the bank account number into which payment is transferred; 
  • (from non-residents only:) passport details. 

 

Special and/or sensitive personal data we process 

Our website and/or service does not intend to collect data on website visitors who are under 16 years of age. However, we cannot verify whether a visitor is older than 16. We therefore advise parents to be involved in their children's online activities in order to avoid collecting data on children without parental consent. 

If you believe that we have collected personal data about a minor without such consent, please contact us at ledenadministratie@vvhl.nl then we delete this information.

 

For what purpose and on what basis we process personal data 

Friends of the Song processes your personal data for the following purposes: 

  • Handling your payments (membership, orders, etc.); 
  • Sending our magazine De Liedvriend, newsletter, flyers and other correspondence; 
  • To call or e-mail you if necessary to perform our services; 
  • To inform you of changes to our services and products; 
  • to maintain an up-to-date database of members and relations. 

 

Automated decision-making 

Friends of the Song does not make decisions based on automated processing about matters that could (significantly) affect individuals. These are decisions that are made by computer programmes or systems, without a human being (e.g. an employee of Friends of the Song) being involved. 

 

How long we keep personal data 

Friends of the Song does not retain your personal data for longer than is strictly necessary to fulfil the purposes for which your data is collected. We use the following retention periods for the following categories of personal data: 

  • Former members and old relations: 12 months. 
  • Deceased members and relationship: 6 months. 
  • Newsletter recipients: 12 months 
  • We keep donation agreements (patron data) for the 7-year period prescribed by the tax authorities. 

 

Sharing personal data with third parties 

Friends of the Song only provides your personal data to third parties if this is necessary for the fulfilment of our agreement with you or to comply with a legal obligation. 

We do not transfer your data outside the EU. 

 

Cookies, or similar techniques, that we use 

Friends of the Song uses only technical and functional cookies. And analytical cookies that do not invade your privacy. A cookie is a small text file that is stored on your computer, tablet or smartphone the first time you visit this website. The cookies we use are necessary for the technical functioning of the website and your ease of use. They ensure that the website works properly and, for example, remember your preferences. They also allow us to optimise our website and improve it where necessary. 

You can opt out of cookies by setting your internet browser to stop storing cookies. In addition, you can also delete any information previously stored via your browser's settings. 

 

View, modify or delete data 

You have the right to access, correct or delete your personal data. You also have the right to withdraw your possible consent to data processing or object to the processing of your personal data by Friends of the Song, and you have the right to data portability. This means you can submit a request to us to send the personal data we hold on you in a computer file to you or another organisation named by you. 

For the newsletters, you can unsubscribe at any time by using the link in the footer. However, your data will then be retained. If you wish to be permanently removed from the mailing list, please send an e-mail to ledenadministratie@vvhl.nl with your request. 

You can send a request to access, correct, delete, transfer your personal data or request the revocation of your consent or objection to the processing of your personal data to ledenadministratie@vvhl.nl . 

To ensure that the request for inspection is made by you, we ask you to send a copy of your proof of identity with the request. In this copy, black out your passport photo, MRZ (machine readable zone, the strip of numbers at the bottom of the passport), passport number and Citizen Service Number (BSN). This is to protect your privacy. We will respond to your request as soon as possible, but within four weeks. 

Friends of the Song would also like to inform you that you have the opportunity to lodge a complaint with the national regulator, the Personal Data Authority. You can do so via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons 

 

How we secure personal data 

Friends of the Song takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. If you have the impression that your data is not properly secured or there are indications of misuse, please contact our data protection officer (see below). 

Friends of the Song has a processing register containing general information about the kind of personal data it processes and why it does so. The processing register is not public but can be inspected and verified by the Personal Data Authority (AP). 

 

Contact details: 

https://www.vvhl.nl 

Graaf Janlaan 6 
3708GM Zeist 
+31 (0)30 6913202 

Frank Bakx is the Data Protection Officer for Friends of the Song. 

He can be reached at penningmeester@vvhl.nl .