Privacy Policy

Last updated: 27/05/2025

Flüüfff ASBL is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your data.

1. Who We Are

Flüüfff ASBL
Gaversesteenweg 188
9800 Deinze, Belgium
Company number: 0662.498.716
Public registry entry

2. What Data We Collect

We collect and process the following personal data:

• Registration Information: Full name, date of birth, email address, postal address, phone number, and ID number (if required).
• Event Participation: Nickname, country of origin, and optional profile picture (avatar) for badge printing and public attendee lists.
• Communication: Email correspondence, including inquiries and support requests.
• Payment Details: Transaction information (note: we do not store credit card numbers).
• Website Usage: IP address, browser type, operating system, and pages visited (collected via cookies and analytics tools).

3. How We Use Your Data

Your personal data is used for the following purposes:

• Event Management: Processing registrations, issuing badges, organizing accommodations, and managing event logistics.
• Communication: Sending event-related information, updates, and responding to inquiries.
• Legal Compliance: Fulfilling obligations under Belgian law, including accommodation records and tax regulations.
• Marketing: With your consent, sending newsletters and information about future events. You can opt out at any time.
• Website Improvement: Analyzing website usage to enhance user experience.

4. Legal Basis for Processing

We process your personal data based on:

• Contractual Necessity: To fulfill our obligations related to your event registration.
• Legal Obligations: To comply with Belgian laws and regulations.
• Consent: For optional services like newsletters and promotional materials.
• Legitimate Interests: To improve our services and ensure the security of our website.

5. Data Sharing and Third Parties

We may share your data with:

• Service Providers: Trusted partners who assist with event management, accommodation, payment processing, and IT services.
• Legal Authorities: When required by law or to protect our legal rights.

All third parties are contractually obligated to protect your data and use it solely for the purposes specified by Flüüfff ASBL.

6. Data Retention

We retain your personal data only as long as necessary:

• Event Data: Up to one year after the event concludes.
• Legal Records: As required by Belgian law (e.g., financial records).
• Marketing Consent: Until you withdraw your consent.

After these periods, your data will be securely deleted or anonymized.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Access: Request a copy of your data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your data.
• Restriction: Limit processing of your data.
• Objection: Object to data processing based on legitimate interests.
• Data Portability: Receive your data in a structured, commonly used format.
• Withdraw Consent: At any time, for processing based on consent.

To exercise these rights, please contact us via the Contact Page.

8. Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. This includes encryption, access controls, and regular security assessments.

9. Cookies and Website Analytics

Our website uses cookies to enhance user experience and analyze site traffic. You can manage your cookie preferences through your browser settings. For more information, refer to our Cookie Policy.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us via the Contact Page.