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Privacy Policy

Last updated: 30/09/2026

De Kunst van Rouw is committed to protecting your personal data. This privacy policy explains which personal data we collect, why we collect it, how we handle it and what rights you have.
De Kunst van Rouw is organised by RetroRouw vzw, which acts as the data controller for the processing of personal data.


1. Who is responsible for your personal data?

RetroRouw vzw
Schaddekensdries 2
2890 Puurs-Sint-Amands
Belgium
Company number: 1034.699.493

For questions about privacy and the processing of personal data, you can contact us at:
contact@dekunstvanrouw.be


2. What personal data do we collect?

Which data we collect depends on how you interact with De Kunst van Rouw.

  • Via contact forms

When you send us a message via a contact form, we may receive the following data: name, email address, telephone number and, if you provide it, the information you include in your message

  • Via registrations for activities

When registering for an activity, we may ask for: name, email address and telephone number, where necessary or where you choose to provide it

  • Via the webshop

When you place an order through our webshop, the data required to process your order is processed, including: first and last name, address details, email address, telephone number, any company details if you choose business invoicing, and information relating to your order and payment
The webshop is provided through SiteBuilder by Combell.

  • Via the newsletter

When you subscribe to our newsletter, we process: name, email address

  • Via website visits

We do not collect data through our website using Google Analytics or other analytical or marketing tracking tools.


3. What do we use your personal data for?

We use personal data solely for purposes related to our activities and operations, such as:

  • processing registrations and participation in activities
  • processing and following up webshop orders
  • answering questions and messages
  • sending practical information about activities and the festival
  • communicating with participants, artists, exhibitors, guests, hosts, partners and other people involved
  • sending our newsletter when you have subscribed to it
  • administration and accounting
  • complying with legal obligations
  • ensuring the proper functioning, security and improvement of our website.

We do not use your personal data for purposes that are incompatible with the purposes for which it was originally collected.


4. On what legal basis do we process your data?

We process personal data when there is a valid legal basis for doing so, for example:

  • when this is necessary to carry out a registration, order or other agreement
  • when we are legally required to do so, for example for our administration and accounting
  • when we have a legitimate interest, for example when answering and following up questions or organising and communicating about our activities
  • when you have given your consent, for example to receive our newsletter or for certain forms of image use.

When processing is based on your consent, you can withdraw that consent at any time.


5. Newsletter

You can voluntarily subscribe to our newsletter.
We use MailerLite to send newsletters. Your name and email address are processed for this purpose.
MailerLite may process technical data related to sending newsletters. The service also provides statistics about, for example, opens and clicks. Although this functionality is available by default, we do not use these statistics to analyse or profile individual recipients.
You can unsubscribe at any time using the unsubscribe option in the newsletter or by contacting us at:
contact@dekunstvanrouw.be


6. Webshop and payments

We use SiteBuilder by Combell for our webshop.
Orders and the associated data are processed and stored within the webshop configuration for as long as necessary to fulfil the order and meet our administrative and legal obligations.
We use Stripe for payments. At present, Bancontact is available as a payment method.
Payment data is processed through Stripe's payment infrastructure. We do not process or store complete payment card details ourselves.
For more information about how these services process personal data, please consult their respective privacy policies.


7. Who do we share personal data with?

We only share personal data when this is necessary for the operation of De Kunst van Rouw, to perform an agreement, for our administration or when we are legally required to do so.
Personal data may be processed by service providers who support us, including:

  • Combell / SiteBuilder – hosting and website and webshop infrastructure
  • MailerLite – newsletter distribution
  • Stripe – payment processing
  • other service providers that are necessary for registrations, ticketing, administration or payment processing.

These parties process data as part of their services and, where applicable, on our behalf.


8. How long do we keep your data?

We do not keep personal data for longer than necessary for the purpose for which it was collected, unless a longer retention period is required by law.
In general, we apply the following principles:

  • registration and order data: for as long as necessary for organisation, follow-up, administration and any legal obligations
  • contact details and messages: for as long as necessary to handle the request or communication
  • newsletter data: until you unsubscribe or request deletion of your data, unless we have another legal basis for retaining certain data for longer
  • accounting data: for as long as legally required.

9. Cookies

Our website uses cookies.
You will be given the opportunity to manage your cookie preferences when you first visit the website.
At present, we only use essential cookies that are necessary for the proper functioning and security of the website and for certain functionalities, such as the registration and ordering process.
The following categories are currently not actively enabled:

  • functional cookies
  • performance cookies
  • marketing cookies / third-party cookies.

We currently do not use Google Analytics or similar analytical tracking tools.
You can manage your cookie preferences through our cookie notice.


10. Photos and videos

Photos and videos may be taken during activities of De Kunst van Rouw. These may be used for reporting and communication about our activities, including through our website and social media.
We aim to handle this carefully and respectfully.
At activities, clear information is provided at the entrance that photos and/or videos may be taken. Anyone who does not wish to appear recognisably in images can let the organisation know.
We distinguish between general atmosphere images of an event and targeted images of individual people.
Questions or objections regarding image material can be sent to:
contact@dekunstvanrouw.be

We process images with respect for the people involved and the context in which they were taken.


11. Sensitive information

De Kunst van Rouw does not ask for special or sensitive personal data such as information about health, religion, political beliefs or other sensitive personal circumstances.
Because we work around grief and loss, someone may nevertheless choose to spontaneously share personal or sensitive information in a contact form, email or conversation.
We therefore ask you not to provide information in forms that is not necessary to answer your question or process your registration.
When someone nevertheless provides such information spontaneously, we do not use it for purposes other than those necessary to handle the relevant communication or request, unless further processing is necessary or legally required.


12. Your rights

You have, within the conditions of the applicable privacy legislation, various rights concerning your personal data. You may, among other things:

  • ask which personal data we process about you
  • ask us to correct inaccurate data
  • ask us to delete your personal data
  • ask us to restrict the processing of your data
  • object to certain processing activities
  • ask us to transfer your personal data where the right to data portability applies
  • withdraw your consent when processing is based on consent.

Not every right applies without limitation in every situation. For example, we may retain certain data because we are legally required to do so.


13. How can you exercise your rights?

You can submit a request via:
contact@dekunstvanrouw.be

To prevent personal data from being provided to the wrong person, we may ask you to confirm your identity where necessary.
We will handle your request within the statutory period. In principle, a request must be answered within one month. In certain circumstances, this period may be extended.


14. Making a complaint

If you believe that we are not handling your personal data correctly, we ask you to contact us first via:
contact@dekunstvanrouw.be

We will try to find a solution together.
You also always have the right to lodge a complaint with the competent supervisory authority:
Data Protection Authority (GBA)
Drukpersstraat 35
1000 Brussels
Belgium


15. Changes to this privacy policy

We may amend this privacy policy when our operations, website, services used or applicable legislation changes.
The most recent version is always available on our website. The date of the last update is stated at the top.