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GDPR

GDPR (General Data Protection Regulation) essentially entails the harmonization of existing regulations in the 26 European member states concerning privacy and data security. The major novelty is that companies are held liable for the processing of personal data of their customers.

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This new legislation is a result of the 1992 legislation on the protection of personal privacy and the e-privacy legislation, so our previous practices will align with how we will handle them in the future. It is a logical and necessary evolution of personal data protection, emphasizing the importance of appropriate safeguards. At the same time, it presents an opportunity for us to enhance this protection further.

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With this document, we aim to provide transparency regarding how we process, store, and use your data.

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INTRODUCTION

In this privacy statement, you will find all the information about how your personal data is collected and handled. It explains where your data is stored and for what purposes your data is stored. Additionally, you will find all your rights regarding your data and how to exercise those rights.

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The privacy statement may be subject to occasional changes due to, for example, legal amendments. Therefore, it is advisable to consult the statement regularly.

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BOARDX

You are currently reading the privacy statement of BOARDX. BOARDX is a travel organization based in Leuven and has been a trusted name in the field of active travel, specifically extreme sports such as surfing, snowboarding, and skiing since 2001.

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There are situations in which your data is collected by BOARDX. It is important for you to know how your data is used and how you can express your preferences regarding your data. This statement provides information on that matter.

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If you feel uncomfortable about the use of your data by BOARDX, please feel free to contact them at privacy@boardx.be.

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BOARDX Travel BV

Blijde Inkomststraat 103 | 3000 Leuven | +32 (0) 16 41 39 36 VAT number: BE 0765.462.731

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PURPOSE  OF  DATA

Personal data is collected by BOARDX for several purposes, which are explained below.

Organizing our trips: In order to book a trip, the traveler needs to register. We ask for the participant's email address, first and last name, address, phone number, date of birth, gender, and T-shirt size. For parents of underage participants, we request their name, first name, contact information, and additional relevant information about the participant. These are essential details to meticulously prepare and successfully complete your trip.

Sending newsletters: BOARDX sends newsletters via email and occasionally through direct mail. These newsletters serve both commercial and knowledge-sharing purposes. Your first name and (email) address are collected through the designated form on the BOARDX website. Additionally, you may be asked verbally or in writing to subscribe, for example, during the registration on our website or after booking a trip.

Getting in touch: Your data will be collected when you contact BOARDX through the website. However, the contact form will only ask for the necessary information to address you and respond to your inquiry, whether it's in written or telephone form. This includes your name, email address, and phone number.

Analytics: The BOARDX website collects your data to improve the website. This is done through Google Analytics. These data are anonymous and are not linked to your personal information. This includes information such as the duration of your website visit or the pages you frequently visit.

All data is processed only because you have explicitly consented ('Legal Basis Consent'), or to fulfill the agreement or loyalty programs ('Contractual Basis'), or to offer customers our services in accordance with applicable laws ('Legal Obligation'), or because the processing is necessary to inform you about news related to BOARDX itself ('Legitimate Interest').

RECIPIENTS

The data received and processed by BOARDX are managed through:

  1. Mailchimp

The newsletters are sent using Mailchimp. When you sign up for the newsletter, register on our website, or book a trip, your email address and first name are automatically stored in the designated list within Mailchimp.

  1. Google

BOARDX emails are hosted on Google's servers.

  1. Sander Claes Development

When you get in touch via the contact form, the relevant emails are stored on the servers of JayJays and Webflow. The website and website backups are hosted by Sander Claes Development. The data you leave on the BOARDX website is stored on SCD's servers.

STORAGE  PERIOD

Your data is stored by BOARDX for a longer period but never longer than necessary to perform the activities, unless we are required by law to retain your data for a longer period.

  1. Sending newsletters

Your email address and name are stored in Mailchimp. The storage of your data is indefinite. However, you can unsubscribe at any time by clicking the unsubscribe link at the bottom of the newsletters or by sending an email to privacy@boardx.be.

  1. Getting in touch

When you contact BOARDX via email, the data you provide, such as your name, company name, and email address, is stored on the mail server.

  1. Analytics

The data collected by Google Analytics on the website is anonymous and not linked to your name, company, or email address. These data are stored indefinitely within Google Analytics.

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SECURITY

Under the GDPR, BOARDX is required to report any data security incidents involving personal data of individuals to all affected parties within 72 hours. We then make every effort to resolve these issues as quickly as possible and update our security policies to prevent similar problems in the future.

  1. BOARDX is committed to taking physical, technological, and organizational precautions to prevent unauthorized access to your personal data, as well as to prevent loss, misuse, or alteration of your personal data. Only authorized individuals, such as BOARDX staff, camp and transportation coordinators, have access to the relevant data based on their assigned rights and responsibilities.
  1. Despite BOARDX's security policy, controls, and actions taken in this regard, an infallible level of security cannot be guaranteed. No method of transmission or electronic storage over the internet, as well as physical storage, is 100% secure. Therefore, BOARDX cannot provide absolute security in this context.
  1. Disclosure of personal data to third parties: BOARDX will not disclose your personal data to third parties unless it is necessary for the provision and optimization of BOARDX services (such as sharing participant lists for the organization of our trips). If it is necessary for BOARDX to disclose your personal data to third parties in this context, the relevant third party is obligated to use your personal data in accordance with the provisions of this Privacy Statement.
  2. Notwithstanding the above, it is possible that BOARDX may disclose your personal data to competent authorities when required by law or in the context of a judicial or future legal proceeding to safeguard and defend our rights

YOUR RIGHTS

  1. Right to access

You have the right to request access to and obtain a copy of your personal data held and stored by BOARDX at any time. You can do this by sending an email or contacting BOARDX by phone. You will then receive an overview of your data.

  1. Right to rectification

If your data is inaccurate or has changed, you have the right to have it corrected by BOARDX. For newsletter-related data, you can make changes through the designated URL provided at the bottom of each email.

  1. Right to erasure

If you no longer want your data to be held by BOARDX, you have the right to have your data erased.

  1. Right to lodge a complaint

You have the right to lodge a complaint with the Belgian Privacy Commission if you believe that BOARDX is not handling your data properly. This can be done through the following link: www.privacycommission.be/nl/contact

  1. Right to object to data usage

If you do not want BOARDX to use your data, you have the right to object to its usage and request the deletion of your personal data. You can exercise these rights by contacting privacy@boardx.be and attaching a copy of your identity card with the passport photo and identity card number made unreadable. We aim to respond within one week.

DUTIES ‍

BOARDX processes personal data for the purpose of direct marketing, which is considered a legitimate interest according to Recital 47 of the GDPR. The processing of personal data is necessary for the performance of a contract, specifically the commitment we enter into with the customer after booking a trip, and based on a legitimate (commercial) interest. This includes the provision of BOARDX holidays via email and direct mail. Your data will never be sold to third parties.

The data that is mandatory to provide represents the minimum necessary information for the provision and execution of our services or products. For example, your email address is necessary to send you the newsletter, order confirmation, booking confirmation, or payment confirmation. Your address is required for linking to the payment system using your bank card. Your name and phone number are necessary for on-site contact during embarkation and disembarkation, during the bus journey itself, or for additional inquiries related to the booking. If these mandatory data are not provided, BOARDX will be unable to offer its relevant services.

If it is necessary to share the data you have shared with BOARDX with parties other than those mentioned above (for example, to provide a service), your consent will be requested beforehand.

BOARDX reserves the right to disclose data when required by law or when BOARDX deems it justified to comply with a legal request/process or to protect the rights, property, or safety of BOARDX. In doing so, we always strive to respect your right to privacy as much as possible.

If you have any further questions, please feel free to contact us using the contact information provided below.

privacy@boardx.be 

BOARDX Travel BV
Blijde Inkomststraat 103
3000 Leuven
+32 (0) 16 41 39 36
VAT no. BE0765462731
Lic. V9217