Who we are
This website, popkoorepic.nl, belongs to EPIC Studentenpopkoor Tilburg.
EPIC Studentenpopkoor Tilburg is responsible for the processing of personal data through this website.
If you have questions about this privacy policy or about how we use your personal data, you can contact us at info@popkoorepic.nl.
What personal data do we process and why?
We only collect personal data that is needed for the functions actually used on this website. We do not use personal data for advertising or commercial marketing.
Joining EPIC
You can use our “Join” form to tell us that you are interested in becoming a member of EPIC. We ask for your name and email address, which are required. You can also select your voice group, such as soprano, mezzo-soprano, alto, tenor or bass, or indicate that you do not know your voice group yet.
We use this information to process your application, contact you and invite you to the next steps in the membership process.
The legal basis is Article 6(1)(b) GDPR: processing is necessary to take steps at your request before a possible membership relationship is established.
Your submission is sent to EPIC by email and is also stored in the database of our WordPress website using the Flamingo plugin. Using Flamingo does not mean that your data is sent to an external Flamingo service. The submission is stored in our own WordPress database.
If you become a member, relevant information may become part of our membership administration, for which different retention periods may apply.
The form asks you to confirm that you have read this privacy policy. This confirmation is not the legal basis for processing your application.
Partnership and sponsorship requests
You can use our “Become a partner” form to contact EPIC about a possible partnership. We ask for your name and email address. You may also voluntarily provide your organisation, telephone number and the type of support you are interested in, such as financial support, materials or providing a location.
We use this information only to assess your request, contact you and discuss a possible partnership. The submission is emailed to info@popkoorepic.nl and stored in our WordPress database through Flamingo. An automatic confirmation is sent to the email address you provide.
The legal basis for this processing is your consent under Article 6(1)(a) GDPR. You can withdraw your consent at any time by contacting us. Withdrawal does not affect processing that was lawful before you withdrew your consent. If the request develops into negotiations for an agreement to which you personally will be a party, Article 6(1)(b) GDPR may also apply.
Spam protection
Our forms contain a hidden honeypot field to identify automated spam. We do not use an external CAPTCHA service such as Google reCAPTCHA, so no information is sent to an external CAPTCHA provider for this purpose.
YouTube videos
Some pages contain videos provided through YouTube, a service operated by Google.
YouTube videos are not loaded until you give permission to load them. Until then, the website displays a local placeholder. If you choose to load a video, your browser connects to Google and YouTube. Information such as your IP address, browser information and the URL of the page you are visiting may then be transmitted to Google. Google also explains that websites containing embedded YouTube content may cause cookies to be placed or existing cookies to be read.
Once you activate the video, Google is responsible for further processing within YouTube. More information is available in Google’s privacy policy.
Our website displays posts from our Instagram account using the Smash Balloon Instagram Feed plugin. The plugin’s GDPR mode is enabled. Images are stored locally on our server, so displaying the feed does not require your browser to connect directly to Instagram.
Links in the feed may take you to instagram.com. Only when you open such a link do you leave our website and Meta may process information such as your IP address and information about your visit. Meta’s own privacy policy applies from that point onwards.
Rehearsal location map
We use MapLibre together with map tiles provided by OpenFreeMap to display our rehearsal location. When the map enters the visible part of the page, your browser requests the necessary map files from OpenFreeMap. A network connection to the service is therefore technically required.
OpenFreeMap states that it does not use cookies or tracking technologies and does not normally store IP addresses in its regular server logs. During a security incident, OpenFreeMap may temporarily enable IP logging.
The map may also contain a link to Apple Maps. Only when you follow that link do you access Apple’s service, at which point Apple’s own privacy rules apply.
Fonts
All fonts used on popkoorepic.nl are hosted on our own server. We do not load Google Fonts or another external font service. Your browser therefore does not need to contact Google to display our fonts.
Language preference
The website is available in Dutch and English.
Hosting, email and server logs
Our hosting provider may process technical information on behalf of EPIC in order to keep the website available and secure.
The web server may keep standard access logs containing information such as your IP address, the date and time of your visit, the page requested and browser information. These logs are used only for website security, technical administration and troubleshooting.
Emails sent to info@popkoorepic.nl are processed through our email provider.
WordPress administrators
Only people responsible for managing the website, such as authorised board members and website editors, can log in to WordPress. WordPress uses necessary login and security cookies for these users. Ordinary visitors cannot create an account and do not receive these administrator login cookies.
Who receives personal data?
Personal data submitted through our forms may be processed by our hosting provider and email provider insofar as this is necessary to provide the website and email services. These providers process data on behalf of EPIC.
If you voluntarily load a YouTube video, Google receives information directly from your browser. OpenFreeMap receives technical network requests when the map is loaded. Meta only receives information as a result of our website when you follow a link to Instagram. The same applies to Apple if you follow a link to Apple Maps.
We do not sell personal data or share it with other organisations for their own marketing.
Transfers outside the European Economic Area
When you load YouTube content, Google may process personal data outside the European Economic Area, including in the United States.
For US organisations participating in the EU-US Data Privacy Framework, the European Commission has determined that an adequate level of protection may apply. Google states that it participates in this framework and uses other safeguards, such as Standard Contractual Clauses, where necessary.
Cookies and similar technologies
We do not use analytics tools, advertising cookies or tracking tools.
Necessary WordPress cookies are used only for logged-in website administrators.
YouTube is treated as external content. A YouTube video is loaded only after you choose to allow it. This prevents Google cookies and other YouTube data transfers from being triggered simply because you opened the page.
You can use the rest of the website without accepting YouTube content.
How do we protect your information?
Our website uses HTTPS, which encrypts information while it is being transmitted. Access to form submissions and the website administration area is restricted to people who need that access for their work. We also use honeypot protection to reduce automated spam.
No technical system can remove every security risk, but we take appropriate measures in relation to the limited amount and type of personal data processed through the website.
Your privacy rights
Under the GDPR, you have several rights concerning your personal data. You can ask us whether we process personal data about you and request a copy. You can ask us to correct inaccurate data and, in certain circumstances, request deletion or restriction of processing. You may also have the right to object to processing and the right to data portability.
Where processing is based on your consent, you can withdraw that consent at any time. Withdrawal does not affect processing that was lawful before the consent was withdrawn.
To exercise your rights, email us at info@popkoorepic.nl. We may ask for enough information to verify that the request really comes from you. We will normally respond within one month. In certain complex cases, the GDPR allows this period to be extended. If an extension is necessary, we will inform you.
Complaints
If you are unhappy with how we handle your personal data, please contact us first at info@popkoorepic.nl so that we can look into the issue.
You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens.
No profiling or automated decision-making
EPIC does not use personal data collected through this website for profiling or automated decision-making. We also do not use analytics or advertising tracking.
Changes to this policy
We may update this privacy policy if our website or our use of personal data changes. The latest version will always be published on this page together with the date on which it was last updated.