Privacy Statement

Privacy Statement

1. Introduction
D.S.H.V. Torius attaches great importance to the protection of the personal data of its members. In this Privacy Statement, D.S.H.V. Torius provides information about how it handles these personal data. D.S.H.V. Torius does everything it can to guarantee the privacy of its members and therefore handles personal data with care. The General Data Protection Regulation (GDPR) has been in effect since May 25, 2018. As a result, members of D.S.H.V. Torius are entitled to the protection of their personal data by the
association's board. This document outlines what personal data is collected, the purpose of its collection, and how it is processed and stored.

2. Legal Basis for Processing Personal Data
D.S.H.V. Torius processes personal data in accordance with the General Data Protection Regulation (GDPR) based on the following legal grounds:

  • Contractual necessity: Some data must be processed to manage membership and fulfil the association’s obligations, such as handling registrations, processing payments, and granting access to activities.
  • Legal obligations: Certain personal data must be processed to comply with legal requirements, such as financial record-keeping, compliance with the applicable laws and regulations.
  • Legitimate interest: Data may be processed to support the association’s activities while ensuring members' privacy rights are respected.

3. Personal Data Collected
D.S.H.V. Torius collects and processes personal data provided by current and former members, as well as other participants in activities. The personal data collected may include:

  • Full name
  • Gender
  • Date and place of birth
  • Adress: street name, house number, postal code
  • Telephone number
  • Full name and phone number of emergency contact
  • Email adress
  • Study details, educational institution and student number
  • Nationality
  • Number on identy card/passport
  • Sports card number (X subscription)
  • IBAN and BIC
  • Other personal data actively provided to D.S.H.V. Torius

D.S.H.V. Torius does not process personal data of minors (persons under the age of 16) unless written permission has been given by the parent, guardian or legal representative.

4. Use of Photographs
D.S.H.V. Torius may process personal data, including photographs taken during events, for promotional purposes based on its legitimate interest in documenting and promoting the association’s activities. Photographs may be taken during events organised or facilitated by D.S.H.V. Torius. By participating in these events, you consent to being photographed. These images are stored in the D.S.H.V. Torius archive and may be used for promotional purposes on platforms such as but not exclusively the association’s website, social media, and email communications. Members can request to view or delete specific photographs upon request.

5. Use of WhatsApp for Communication
D.S.H.V. Torius may use WhatsApp groups for communication purposes with members, including sharing updates, events, and other important information. By joining a WhatsApp group, members consent to their phone number being shared with other members of the group. Members can leave the group at any time, and their phone number will no longer be visible to the group. We encourage members to respect privacy and confidentiality when using these platforms.

6. Purpose of Data Collection
D.S.H.V. Torius processes personal data for the following purposes:

  • Managing membership records
  • Organising and facilitating participation in activities
  • Communicating updates, newsletters, and association developments
  • Maintaining contact with former members
  • Engaging with donors, sponsors, and other partners

7. Data Retention Period
Personal data is stored for as long as an individual remains a member of the association. After membership termination, personal data is retained for a maximum of 50 years if required for legal, financial, or historical purposes, such as maintaining legal records or fulfilling obligations under applicable laws. If no such requirement exists, the data will be deleted within a reasonable period. Former members or their legal representatives can request the deletion of their data at any time, and D.S.H.V. Torius will comply with such requests in accordance with GDPR guidelines. D.S.H.V. Torius does not store personal data for longer than necessary for the purpose for which it was provided or is required by law.

8. Data Sharing
D.S.H.V. Torius does not share personal data with third parties except when necessary for participation in activities organised by external entities. In such cases, only the necessary data is shared. The data transferred falls under the GDPR policies of the receiving organisation. D.S.H.V. D.S.H.V. Torius ensures that data is only shared with trusted parties. If a member objects to data sharing, they may be unable to participate in certain events.
Apart from these situations, D.S.H.V. Torius does not share personal data with third parties unless required by law.

9. Security
D.S.H.V. Torius takes appropriate technical and organisational measures to ensure that the personal data of its members is stored safely and does not end up in unauthorised hands. D.S.H.V. Torius regularly tests and evaluates these measures.
The persons who can access your data on behalf of D.S.H.V. Torius are obliged to keep it confidential.
A username and password are set on the systems that may contain personal data.

10. Your Rights
Under the GDPR, you have the right to:

  • Access your personal data and request a copy
  • Modify or correct inaccurate data
  • Request deletion of your personal data
  • Restrict processing of your data in certain circumstances
  • Object to data processing
  • Request data portability, meaning your data can be provided to you in a structured, commonly used format
  • Withdraw consent for data processing at any time
  • File a complaint with the relevant data protection authority if you believe your data is being
    misused

11. Exercising Your Rights
To request access, modification, deletion, or transfer of your personal data, please contact us in writing via the official contact form on our website or email the D.S.H.V. Torius board at bestuur@torius.nl. In order to protect the security and privacy of your personal data, we may require identification before processing your request. This step ensures that the request is made by the individual concerned or their authorised legal representative. We will process your request within 30 days, in accordance with GDPR guidelines.

 

Initially adopted in October 2019. Revised and approved by the General Assembly on March 17, 2025.