Privacy statement campaign 'Choose a club'

Version: August 2023.

If you prefer the English language, we recommend to use the translation tool of your browser or use Google Translate.

This text is intended for families who contact us about our "Choose a Club" campaign. The goal of this campaign is to give as many children and young people as possible the opportunity to join a club at the start of the new sports and cultural season. To do this, we need to request personal data from these families.

When using this personal data, we comply with the requirements set by the General Data Protection Regulation ("Privacy Act").

But who are we? We are the Dutch Youth Fund for Sports and Culture (National Foundation). We collaborate with a local Youth Fund for Sports and Culture foundation in your area to help as many children as possible. The names and contact details of all local foundations can be found at youthfundsportculture.nl/my-fundThe national foundation and the local foundations have access to the families' data. We (the national foundation and the local foundations) are jointly responsible for complying with the laws and regulations regarding the protection of your data (such as the Privacy Act). We have, however, divided the responsibilities among ourselves. If you would like to know exactly who is responsible for what, please contact us using the contact details at the bottom of this message.

What data are we talking about, why do we need it, and is that allowed?

There are several steps involved in registering for 'Choose a Club'.

Leaving (contact) details

Via the website www.kieseenclub.nl Families can leave their (contact) details so that we can contact them to see if we can help them.

What data? We then request the following information:

• Date of birth;
• Postal code;
• Whether an application is pending with the Youth Fund or another organization.

Why? We need this information to (I) determine whether we can help the family, (II) determine what further procedure should be followed to further help the family, and which local foundation can best help the family.

• Email address

Why? We need your email address to inform parents/guardians about the options for receiving assistance from our fund.

Is that allowed? We have a legitimate interest in requesting this personal data: we need this personal data to offer as many children and young people as possible the opportunity to participate in sports and/or cultural activities.

Can we help the family?

When the family completes the follow-up form or calls 088-8800888, more information about the child and/or parent/guardian will be requested. This information will be used to assess whether the family can be helped.

This form and the consultation will state that your information will be shared with an intermediary. We will do this securely. An intermediary can be someone familiar with you and/or your family, such as a teacher, community sports coach, debt counselor, or a larger organization we collaborate with, such as a neighborhood office or foundation. Tuition fee or Foundation Together is not Alone.

The intermediary will contact the family to determine whether they can be assisted by the Youth Fund and/or to jointly manage the application for support from our fund. This is done through our standard application procedure. We have drafted a separate privacy statement for this purpose; see: https://jeugdfondssportencultuur.nl/privacystatement-kinderen-ouders-verzorgers/.

What data? The following data will be requested:

• first name, middle name and surname of parent;
• child's first name, middle name and surname;
• child's date of birth;
• family's address, postal code and place of residence;
• parent/guardian email address;
• parent/guardian telephone number;
• information about the family's financial situation;
• participation in a special scheme or an existing family application (e.g. the Youth Fund, Leergeld, city pass or other scheme);
• information about the child's sports or cultural activities;
• name + place name of child's school.

Why? We need this information to assess whether we can help the child (and if so, how), or whether we should refer the child to another organization. and to keep the family informed of the status of the contact requestWith this information, we further support the intermediary in making a final assessment and submitting an application.

Is that allowed? We have a legitimate interest in requesting these personal data: we need these personal data to offer as many children as possible the opportunity to participate in sports activities and/or cultural activities.

What we also use the data for

We want to monitor whether the families we reach with "Choose a Club" are actually being helped. Therefore, we retain the data listed below for four months (from the initial contact) so that we can assess at the end of the campaign how many families we have helped and how we can reach parents even better. After that, we will delete all of this data.

What data? The postal code and date of birth entered on kieseenclub.nl.

Why? To improve the campaign we run to reach families.

Is that allowed? When you submit your information, we indicate that we temporarily store this data and why. We have a legitimate interest in requesting and temporarily storing this personal data: we need to monitor whether we are effectively and efficiently achieving our goal of offering children the opportunity to participate in sports or cultural activities through this "Choose a Club" campaign. This monitoring provides us with the necessary insight to successfully improve and continue achieving our goal.

The retention period

To properly assist all families who contact us and process their support requests, we retain data for four months from the initial contact. This gives us the opportunity to evaluate the working methods within this project (which is new to us).

For more information about the retention period, please contact info@jeugdfondssportencultuur.nl.

To whom do we provide the personal data?

We provide personal data only to individuals who work for us and to third parties to the extent necessary for the purposes stated above. Third parties to whom we provide personal data include:

• Telecom Direct Almere (TDA): TDA helps us with the phone calls we need to make for this project and also provides the digital system we need to store the data. We have a data processing agreement with TDA.
• (other) IT service providers
• Intermediaries (we have already explained this above);
• Local Foundations (see the explanation at the top of this piece for the role of local foundations).

We take appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification of personal data. Only individuals who require access based on their role have access to your data. Intermediaries have access to this data for up to four months after the contact request.

Privacy rights

The individuals whose personal data we collect have several rights under the Privacy Act. The Privacy Act imposes conditions on the exercise of these rights, which we will apply. Therefore, in a particular case, we may not accept a request to exercise a right.

This concerns the following rights:

• the right to access his/her personal data;
• the right to correct or delete his/her personal data;
• the right to restriction of processing of personal data concerning him or her;
  In short, this concerns a temporary lock on personal data until an objection or problem has been resolved.
• the right to object to processing based on legitimate interest in order to have it stopped;
  If a person says no to a particular processing of personal data based on a legitimate interest, we will stop that processing of personal data – with some exceptions.
• the right to data portability; and
  In short, this concerns the right to request certain personal data and (possibly) transfer it to a third party.
• the right to withdraw consent to the processing of personal data. Processing of personal data before consent is withdrawn remains lawful;
  If we ask for explicit permission to process certain personal data, this permission can be withdrawn at any time by sending an email to info@jeugdfondssportencultuur.nl.
• The right to lodge a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

What is the procedure to follow if this privacy statement changes?

This privacy statement may be amended from time to time based on new developments. The most current privacy statement can always be found on this page. If the privacy statement is amended and we believe it will have significant consequences for the individuals concerned, we will inform them as clearly as possible.

The contact details of the Youth Fund Sports & Culture Netherlands Foundation

For questions about this privacy statement and the exercise of privacy rights, please contact:

Youth Fund Sports & Culture Netherlands Foundation (Head Office)
Airplane Street 6F
1059 CL Amsterdam
020-6957848
info@jeugfondssportencultuur.nl