Privacy Statement

Volleyball club Aetos attaches great importance to the protection of personal data. We handle the privacy of our members, volunteers, visitors and other involved parties with care. In this privacy statement, we explain which data we collect, why we do so, and which rights you have.

Volleyball club Aetos
Vogelzang 15
6662 VV Elst
Website: https://aetos.nl/
Email: secretaris@aetos.nl

The board of Aetos is responsible for the processing of personal data within the club.

We process personal data that you provide to us yourself, for example when registering as a member, volunteer, or participant in an activity. This includes, among other things:

• Name, address, place of residence

• Date of birth, gender

• Email address, telephone number

• Bank account number (for membership fees or tournament costs)

• Membership details, team allocation, eligibility to play

• Any role within the club (volunteer, trainer/coach, board member)

• Photos and videos (if permission has been given)

• Login details for our digital environment (if applicable)

We do not process special categories of personal data such as race, religion, political views or medical data, unless this is strictly necessary (for example in the case of an injury report) and with explicit consent.

Aetos processes personal data exclusively for the following purposes:

• Handling membership administration and collecting membership fees

• Registration with the Dutch Volleyball Association (Nevobo)

• Allocating teams, scheduling matches, and communicating with members

• Organising training sessions, tournaments and events

• Maintaining contact with members, volunteers and parents/guardians

• Posting photos and news items on the website and social media (only with consent)

• Complying with legal obligations, such as accounting and statutory retention periods

• Improving our services and the functioning of the website

We process personal data on the basis of one or more of the following legal bases:

• Performance of the membership agreement (Article 6(1)(b) GDPR)
  – e.g. administration, fee collection, team allocation

• Legal obligation (Article 6(1)(c) GDPR)
  – e.g. retention periods for financial records

• Consent (Article 6(1)(a) GDPR)
  – e.g. use of photos or promotion on social media

• Legitimate interest (Article 6(1)(f) GDPR)
  – e.g. internal communication, recruiting volunteers or sponsors

Aetos does not sell your data to third parties and only shares it when this is necessary for our activities or required by law.

We may share data with:

• Nevobo – for registration of members, competitions and team allocation

• Sportlink Services B.V. – for membership administration and fee collection

• Our financial service providers (bank, accountant)

• Insurer or municipality – if required for participation or subsidy applications

• ICT and website administrators – for technical maintenance

Aetos has concluded data processing agreements with all parties that process personal data on our behalf.

No personal data is transferred outside the European Economic Area (EEA), unless this is necessary through Sportlink. Sportlink complies with the GDPR and takes appropriate security measures.

Aetos takes appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, unwanted disclosure or alteration. Only authorised volunteers and board members have access to personal data and are bound by confidentiality.

We do not retain personal data longer than necessary for the purposes for which it was collected, or as long as legally required.

• Membership data: up to 2 years after termination of membership

• Financial administration: 7 years (statutory tax retention obligation)

• Photos/social media: until consent is withdrawn

• Volunteer/match information: as long as relevant for performing tasks

Photos or videos may be taken during training sessions, matches and events. These may be used for our website, social media or club publications.

For minors (<16 years), consent is requested from parents/guardians.

You can always object to publication or request removal via secretaris@aetos.nl.

We do not use audiovisual material for commercial purposes.

The websites aetos.nl and abeach.nl use cookies to ensure the site functions properly and to collect visitor statistics. Three types of cookies are used:

• Functional cookies – necessary for correct functioning of the site

• Analytical cookies – to measure visitor behaviour (e.g. via Google Analytics, anonymised)

• Tracking cookies – only placed after consent, for example for social media or marketing

On your first visit to the website, you will see a notice to give consent or refuse cookies.

Under the GDPR, you have the following rights:

• Right of access to your data

• Right to correction or deletion of your data

• Right to restriction of processing

• Right to object to certain processing

• Right to data portability

• Right to withdraw consent, without affecting the lawfulness of processing based on consent before its withdrawal

You can submit your request via secretaris@aetos.nl.
We will respond within one month at the latest.

If you have complaints about how personal data is handled, you can contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via www.autoriteitpersoonsgegevens.nl.

Aetos reserves the right to amend this privacy statement. The most recent version will always be published on our website. We recommend that you consult this statement regularly.