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PRIVACY STATEMENT of VV Westkapelle in the context of GDPR / AVG

VV Westkapelle (VVW) attaches great importance to the protection of your personal data and that your privacy is respected. In this Privacy policy (or privacy statement) we want to provide clear and transparent information about what data we collect and how we handle personal data. We do everything we can to guarantee your privacy and therefore handle personal data with care. VVW complies in all cases with applicable laws and regulations, including the General Data Protection Regulation (GDPR).
This means that we at least:

  • Process your personal data in accordance with the purpose for which it was provided, these purposes and type of personal data are described in this Privacy Statement;

  • Processing of your personal data is limited to only those data that are at least 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 pass on personal data to other parties, unless this is necessary for the execution of the purposes for which they were provided;

  • Be aware of your rights regarding your personal data, want to point this out to you and respect them.

As VVW we are responsible for the processing of your personal data. If, after reading our privacy statement, you have questions about the processing of your personal data or the exercise of your rights, you can do this via the contact details below:
VV Westkapelle

Herenweg 11B

8300 Westkapelle
contact form and Opt In / Out:
Which personal data do we process and why
Your personal data will be processed by VVW for the following purposes (always stating the legal grounds), including:

  • Conducting member administration and providing services to members (execution of agreement)

  • Conducting the club administration (legitimate interest)

  • To participate in the activities of VVW (implementation of agreement)

  • Sporting administration in the context of training, competitions, tournaments,… (implementation of agreement)

  • Sending information about our activities, newsletters and invitations (consent of the person concerned)

  • Organizing the sporting preparation and training (implementation agreement)

  • Organizing non-sports related activities (eg team-building, ...) (implementation of agreement)

  • Promotion, Public Relations and Communication including:

    • Managing social media by publishing atmospheric photos (legitimate interest)

    • Managing social media by means of targeted photos (consent of the person concerned)

    • Managing the club website (legitimate interest)

  • Obtaining a sports insurance (execution agreement)

  • Sending information about activities, tournaments, ... regarding the offered sport branch (s) (legitimate interest)

  • Paying expense reimbursements to volunteers (legitimate interest)

  • Obtaining government funding (legal obligation / legitimate interest)

For the above purposes, we may provide the following personal data from you
questions, processing and storage:

  • Personal identity data: name, first name, address

  • Personal contact details: telephone number, e-mail address

  • Personal characteristics: date of birth

  • Medical data: medical certificate, measurements, injury, ...

  • Sporting data: club connection date, attendees

  • Financial details: payments, account number,…

  • Image material: photos, videos, recordings,…

We only collect the personal data that you communicate to us yourself via, for example, registration forms, fill-in and contact forms on our website and personal contact (by telephone, e-mail, etc.).
We do not collect data through third parties.
We only use the collected data for the purposes for which we obtained the data from you.

Provision to third parties

We can provide the data you provide to us to third parties if this is the case
is necessary for the performance of the purposes described above.
We never pass on personal data to third party processors with whom we do not
have concluded a processing agreement or these processors are in turn GDPR-compliant and we have made the necessary arrangements to protect your data and treat it confidentially.

For example, we can use third, specialized parties to whom we outsource the following tasks:

  • Taking care of the internet environment (web hosting, cloud system Weebly);

  • Membership administration, sports administration and communication: Socceronline

  • Insuring our volunteers and playing figures (RBFA,…)

  • Accounting and payments (expense allowances)

Furthermore, we will not pass on the information you provide to third parties, unless this
is legally required and permitted, whether we have a legitimate interest.
An example of this is that the police requests (personal) data from us in the context of an investigation with authorization from the public prosecutor's office.

We never sell or rent your personal information to third parties
parties. We never pass on your contact details to third parties for commercial purposes

We can also only share personal data with third parties if you give us written permission for this. You have the right to refuse this permission and to withdraw it at any time. We do not provide personal data to parties located outside the EU.


We only process personal data of minors (persons under the age of 18) if permission has been given by the parent or legal representative. By connecting the players, we assume implicit permission.

We also keep the details of the parents / guardian (name, first name, contact details, etc.). This data is also used to communicate with the parents / guardian.

Retention period

VVW does not store personal data longer than necessary for the purpose
for which they were provided or required by law. The retention periods can vary per purpose.

VVW undertakes to keep the data no longer than maximum
5 years after last use (or termination of the collaboration).

Security of the data

We have taken appropriate technical and organizational measures to
to protect your personal data against unlawful processing, we have taken the following measures:

  • Internal exchange of information

  • Our employees are given access to your data insofar as they need that information to perform their duties properly.

  • All persons who can access your data on behalf of VVW are bound to secrecy.

  • Our employees have been informed about the importance of protecting personal data.

  • We have a username and password policy on all our systems;

  • We systematically make backups of the personal data in order to be able to restore them in the event of physical or technical incidents;

  • We regularly test and evaluate our measures and adjust if necessary.

Your rights regarding your data

  • You have the right to inspect and copy the personal data relating to you.

  • You have the right to correction and addition if your data is incorrect or incomplete.

  • You have the right to erasure (deletion) of the personal data we have received from you, which are no longer strictly necessary for the purposes for which it was processed. We reserve the right to determine whether your request is justified.

  • You have the right to restriction of data processing: if you object to the processing of certain data, you can request that this processing be stopped.

  • You can also object (objection) to the way in which certain personal data of you are processed. For example, you have the right to object to the use of your personal data for direct marketing purposes (via unsubscribe options in email or contact form).

  • You also have the right to have the data provided by you transferred by us to yourself or, on your instructions, directly to another party.

  • Via the contact form or email address at the top of this privacy statement, you can contact us to exercise your rights, accompanied by a motivation for your question.

  • We may ask you to identify yourself before we can respond to the aforementioned requests (to prevent abuse, we can ask you to identify you adequately).


If you have a complaint about the processing of your personal data or about the
exercise of your rights, we ask you to contact us directly.

You always have the right to file a complaint with the Data Protection Authority
(GBA / Privacy Commission), this is the supervisory authority in the field of privacy protection, or to institute legal proceedings.

Change of privacy statement

VVW can change its privacy statement. We will make a note of this change
make announcement on our website. The last change happened on August 15, 2018.

Older versions of our privacy statement will be stored in our archive.
Send us an e-mail if you want to consult it.

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