Privacy Statement

The Hague Jazz Club attaches great importance to the protection of your personal data. In this privacy statement, we explain which personal data we process, why we do so, how long we retain it, with whom data may be shared, and what rights you have.

1. Who are we?
The Hague Jazz Club
The Hague, Netherlands
E-mail: info@haagsejazzclub.nl
Chamber of Commerce number: 40410500
Legal form: Association
Main sector: 90200 – Activities in the field of performing arts
The Haagse Jazz Club is responsible for the processing of personal data as described in this privacy statement.

2. Which personal data do we process?
Depending on your relationship with and contact with the Haagse Jazz Club, we may process the following personal data, among others:
– name and address details;
– date of birth;
– telephone number and email address;
– IBAN and other relevant payment details;
– details regarding your membership and membership fees;
– data that you provide yourself via contact, registration, or application forms;
– data required for access control during our events;
– date and time of attendance when a membership card or QR code is scanned;
– email address and optionally name when subscribing to our newsletter;
– photo and video material in which persons may be recognizably depicted;
– technical data regarding the use of our website, such as IP address, browser information, and cookie data.
We do not process more personal data than is necessary for the relevant purpose.

3. For what purposes do we process personal data?
We process personal data for the following purposes, among others:

Membership and member administration
For registering and managing memberships, collecting and administering membership fees, and maintaining contact with our members.

Access control and event organization
For checking the validity of a membership card or other access and for registering attendance during events.

Payments and financial administration
For processing and administering membership fees, entrance fees, and other payments, and for complying with statutory administrative obligations.

Contact and communication
For answering questions, messages, and requests, and for communication with members, visitors, and other interested parties.

Newsletter and information about activities
For sending news, event information, and other messages from the Haagse Jazz Club to individuals who have signed up for this.

Website
For the proper and safe functioning of our website and, where permitted, for gaining insight into the use of the website and improving it.

Photo and video material
For reporting on, communication regarding, and promotion of the The Hague Jazz Club and its activities.

4. On what basis do we process personal data?
We process personal data only when there is a valid legal basis for doing so under the General Data Protection Regulation (GDPR).

Depending on the processing, this can be:
the execution of an agreement, for example for membership; meeting a wseveral obligation, for example with regard to our financial administration; a legitimate interest of the Hague Jazz Club, insofar as your privacy interest does not outweigh it; your permission, for example for the newsletter and when consent is required for the use or publication of identifiable visual material.
When processing is based on your consent, you may withdraw this consent at any time. This will not affect the lawfulness of the processing prior to the moment you withdraw your consent.

5. Membership card, QR code and access registration
Members of the Hague Jazz Club can use a membership card with a QR code.
When scanning the membership card, we process data necessary to verify the membership and access to the event.
In doing so, the following data, among others, may be processed:
– name of the member;
– identification of the membership card or QR code;
– date and time of the scan;
– visit to the relevant event.

We use this data for:
– access control;
– membership and visitor administration;
– organizational purposes;
– internal visitor and attendance statistics.
The data from the scanning system is not used for commercial profiling and is not sold to third parties.
Attendance data from the scanning system will be deleted or anonymized no later than 12 months after the relevant event., unless a longer retention period is necessary due to a legal obligation.

6. Newsletter
For our newsletter, we use MailPoet.
When you sign up for our newsletter, we process your email address and, if provided by you, your name to send you news and information about activities and events of the Haagse Jazz Club.
The processing takes place based on your consent.
You can withdraw your consent at any time via the unsubscribe link at the bottom of every newsletter. After that, you will no longer receive newsletters at the relevant email address.
MailPoet is used for managing the mailing list and sending our newsletters. To the extent that personal data is processed on behalf of the Haagse Jazz Club in this context, it is used exclusively for the provision of this newsletter service.

7. Photos and videos during events
Photos and videos may be taken during events of the Haagse Jazz Club.
This visual material may be used for reporting, communication, and promotion of the association, for example via:
– our website;
– our newsletter;
– Facebook, Instagram and other social media channels;
– other communications regarding the The Hague Jazz Club and its activities.
We handle identifiable images of visitors with care.
Would you prefer not to be recognizable in the footage? Please let the photographer, a volunteer, or a board member know upon arrival or during the event. We will take this into account as much as possible.
When a person is clearly the subject of a photo or video and permission for publication is necessary, we request this permission in advance.
Do you object to an image that has already been published in which you are recognizable? Then please contact us via info@haagsejazzclub.nl. We will assess your request and remove or modify the visual material if this is necessary under the GDPR.

8. Payments
We may use external payment service providers to receive and process payments.
In doing so, personal data and payment details necessary to execute the payment may be processed.
The Haagse Jazz Club itself processes and stores only the data necessary for its financial and administrative obligations.

9. Sharing of personal data
The Hague Jazz Club does not sell personal data to third parties.
Personal data may only be shared with other parties when this is necessary for, for example:
hosting and technical management of our website; sending and managing newsletters; processing payments; financial and administrative services; support of systems we use for our association activities; compliance with legal obligations.
When another party processes personal data on behalf of the Haagse Jazz Club, we make agreements where necessary regarding the careful and secure processing of this data.

10. Retention periods
We do not retain personal data longer than necessary for the purpose for which it was collected, unless we are required by law to retain the data longer.
Where possible, we apply specific retention periods.
Among others:
– data necessary for financial administration are retained for the statutory retention period;
– newsletter data will be used until you unsubscribe;
– attendance data from the scanning system are no later than deleted or anonymized 12 months after the relevant event;
– correspondence and contact details are not retained longer than necessary for responding to and potentially following up on the relevant contact;
– Data relating to membership is retained for as long as is necessary for membership administration and any statutory administrative obligations.

11. Security of personal data
We take appropriate technical and organizational measures to protect personal data against loss, unauthorized access, misuse, alteration, and other unwanted processing.
Access to personal data is limited as much as possible to persons who need this data for their work for the Haagse Jazz Club.

12. Your privacy rights
Depending on the circumstances, you have the right to:
– to view your personal data;
– to have incorrect personal data corrected;
– to have personal data deleted;
– to have the processing of personal data restricted;
– to object to certain processing;
– to transfer your data when the right to data portability applies;
– to withdraw previously given consent.
Would you like to exercise one of these rights, or do you have questions about the processing of your personal data?
Then please contact us via:
info@haagsejazzclub.nl
We may ask you to appropriately confirm your identity before we execute a request.

File a complaint
Do you have a complaint about the way the Haagse Jazz Club handles your personal data? If so, please contact us preferably first, so that we can look for a solution together.
You also have the right to file a complaint with the Dutch Data Protection Authority.

Cookie Policy
13. What are cookies?
Our website uses cookies and similar technologies.
Cookies are small text files that can be stored on your computer, tablet, or smartphone when you visit a website.
Cookies may be necessary for the website to function properly or, depending on your consent, may be used for additional functions and analysis.

Necessary cookies
These cookies are necessary for the correct and secure functioning of the website, for example for technical functions and remembering certain preferences.
No consent is required for cookies that are strictly necessary for the functioning of the website.

Functional cookies
Functional cookies can be used to enable additional features of the website and to remember your preferences.

Analytical cookies
Analytical cookies can be used to gain insight into the use of our website, for example the number of visitors and the way in which visitors use the website.
When consent is required for the use of such cookies, they are only placed after you have given your consent.

External content and social media
On our website, content from external platforms may be displayed or links to external services may be provided, for example YouTube, Facebook, or Instagram.
These external parties may use cookies or similar technologies when you view or interact with such content.
Where prior consent is required for this, the relevant content or technology will only be activated after you have given consent.

Advertising cookies
The Hague Jazz Club uses advertising cookies only when such cookies are actually used on the website and you have given prior consent for this, where required.

Adjust cookie preferences
When you visit our website, you can indicate your preferences via the cookie notice.
You can refuse or change your consent for non-essential cookies later.
Additionally, you can delete or block cookies via your browser settings. As a result, certain parts of the website may not function as well.
For questions about our cookie policy, please contact us via:
info@haagsejazzclub.nl

Disclaimer
The information on this website has been compiled with care. Despite our attention, we cannot guarantee that all information is complete, accurate, and up-to-date at all times.
The Hague Jazz Club accepts no liability, to the extent permitted by law, for damages arising from:
– inaccuracies or incompleteness on this website;
– temporary unavailability or technical problems of the website;
– the use of information made available on this website.
Programs, artists, dates, times, and other details regarding events are subject to change without prior notice.

External links
Our website may contain links to third-party websites and services.
These links are provided solely for information and convenience. The Haagse Jazz Club has no control over the content, availability, or privacy policy of external websites and is not responsible for them.

Copyright
Texts, images, photos, logos, and other content on this website are the property of the Haagse Jazz Club or are used with the permission of the respective rights holders, unless otherwise indicated.
It is not permitted to copy, publish, or otherwise use this content without permission, to the extent not permitted by law.

Changes to this statement
This privacy statement, the cookie policy, and the disclaimer may be amended when our activities, systems, services, or applicable laws and regulations change.
The most current version is published on this website.

Last updated: August 31, 2026