Who are we?

The Amsterdam Student Association Gay (A.S.V.Gay), based in Amsterdam, the Netherlands, and can be contacted via info@asvgay.nl or Nieuwe Achtergracht 170, 1018 WV Amsterdam. We are registered in the trade register of the Chamber of Commerce under number 34382807.

What data do we collect?

• First and last name

• Home address

• Your personal phone number

• Emergency contact phone number

• Your personal email address

• Date of birth

• Student status

• The educational institution you are studying at, student number, and field of study

• Bank account number (IBAN)

• Account holder name

Sometimes we need more information for the purposes of a club activity. We will always ask for your consent for this data, inform you of your rights, and explain why we need this data, how it is processed, and how long we will keep it.

Why do we collect this data?

We collect this data to follow the rules of our membership procedures. This information is necessary for collecting membership fees, issuing membership cards, and protecting the interests of our members.

With whom do we share this data?

Member data is only provided to third parties when strictly necessary.

• The data we collect is shared with the current board members of A.S.V.Gay to carry out their duties.

• Committee members have access to limited data to perform their tasks. They are required to sign a confidentiality agreement at the beginning of each association year.

• Limited data (name and photo) is published in our yearbook and/or almanac (objections can be communicated to the secretary).

• Limited data (student numbers) is shared with educational institutions in and around Amsterdam to support the association by providing office space and financial support for board members.

• Limited data (name and email address) is shared with Socie for managing our member app. A processing agreement has been signed, ensuring all Socie employees sign a confidentiality agreement (NDA) and are bound by a general confidentiality obligation, meaning they cannot share the data with others. For more information, please refer to their website.

• Limited data (name and email address) is shared with Mailchimp for sending association emails.

• Limited data (photos taken during activities) will be shared with the committees and on the member app. Objections can be communicated to the secretary. These photos will never be shared externally without written consent.

Will this data be transferred outside the EU?

No.

How long do we keep this data?

We keep this data as long as necessary to meet our legal obligations for record-keeping. This means that the data is kept for a maximum of seven (7) years for financial reporting purposes.

What rights do you have?

1. The right to data portability: the right to transfer the personal data you provide to us to others;

2. The right to erasure: the right to request that your data be deleted;

3. The right of access: the right to view the personal data we have about you;

4. The right to rectification and addition: the right to modify your personal data that we have;

5. The right to restriction of processing;

6. The right in relation to automated decision-making and including profiling: the right to human oversight in decisions;

7. The right to object to the processing of personal data.

You always have the right to withdraw consent for your data or specific parts of your data that must be processed by us. If you wish to do so or if you have a complaint about data processing, you can contact the secretary of the association. We will respond to your request within one (1) month of receiving it. You can also file a complaint with the Data Protection Authority (Autoriteit Persoonsgegevens).

Are you required to provide this data?

Yes, to become a member of A.S.V.Gay and participate in activities organized by the association, we need this data. If you do not provide this data, you cannot take advantage of membership benefits, such as participation in closed activities and discounts with partners and participation in closed activities.

Do we use automated services to profile you or make decisions?

No.

Do we collect data about you from other sources?

We collect the data that you specifically, actively, and directly provide to us. Additionally, we use Hotjar to better understand our users' needs and to optimize this service and experience. Hotjar is a technology that helps us better understand the user experience (e.g., how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.), enabling us to build and maintain our service based on user feedback. Hotjar uses cookies and other technologies to collect data on user behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden from selling data collected on our behalf.

For more information, see the 'about Hotjar' section on Hotjar's support site.

Our cookie policy

We use cookies because it is important to us that the website is as user-friendly as possible and we continuously want to improve it. Below, we provide more information on the use of different types of cookies so that an informed choice can be made.

What are cookies?

Cookies are short, simple text files consisting of letters and numbers that your computer or mobile device stores when you use our website. This allows our website to recognise your preferences as previously indicated, when you return to our website.

What cookies do we use?

Functional cookies or Necessary cookies (always enabled)
These cookies are required for the core functionality of the website and to remember your preferences and choices. We use these to, for example, remember language preferences and custom settings, or detecting potential problems in our website.

Analytical cookies
These cookies allow us to measure how our website performs and functions. We use this to find out, among other things, how many visitors we receive, how long a visit lasts and in what order a visitor visits different pages. This allows us to continuously improve our website. This is anonymised.

Marketing cookies
These cookies are used by advertising companies to display ads relevant to your interests. This allows us to, for example,  track which ads you have already seen and how often and which communications are read, so that these communications are as relevant as possible.

Browser settings

By adjusting your browser settings, you can ensure that you receive a warning first, before websites can place cookies on your computer. You can also delete all cookies placed. These settings must be separately adjusted  for each browser and device. By rejecting cookies, we cannot guarantee the proper functioning of our website. How you can adjust your settings varies from one browser to another.
If you want to disable cookies from specific parties, you can do so at www.youronlinechoices.com.

How do we secure personal data?

A.S.V.Gay is dedicated to protecting your data and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification.

If you believe that your data is not adequately secured, there are signs of misuse, or you have found a security vulnerability, please contact the secretary.