Privacy Policy Version: August 2025 1. General Nerds Of Darts (“NOD”) processes and stores personal data of visitors to its website (nerdsofdarts.nl) within the European Economic Area (EEA). This Privacy Policy may be updated from time to time. If we make changes, we will inform you. However, we recommend that you review this Privacy Policy periodically to stay informed. In principle, the personal data we process is obtained directly from you. If this is not the case, it will be explicitly stated. 2. What Personal Data We Process and Why 2.1 Event Participation (Contractual Necessity) To register and participate in our events, we process the following personal data: First name and last name Age Telephone number Email address Emergency contact details 2.2 Contact Requests (Consent / Legitimate Interest) When you contact us, we process the data you provide in order to respond to your inquiry and maintain communication. These details are retained only for as long as necessary to complete the interaction, unless the matter relates to an incident. In such cases, NOD may retain the data longer where necessary for potential legal proceedings, based on our legitimate interest in protecting the rights of members, third parties, and the organization. 2.3 Reporting Unsafe Situations (Legitimate Interest) If you report an unsafe situation, we process the details you provide to resolve or investigate the matter. This may include: Name Email address Telephone number Location of the incident Number of persons involved Date of the incident Description of the event Whether you wish to receive updates Where necessary, these details may be shared with the Institute of Sports Arbitration. We rely on legitimate interest to process this data, ensuring a balance is made in each case between your privacy and the protection of members, third parties, and NOD. 2.4 Recruitment (Consent) If you apply for a (volunteer) role with NOD, we process the following information: Name, address, residence details (NAW) Email address Telephone number Curriculum Vitae (CV) and related data These details are retained for up to one year after completion of the application process, or sooner if you request deletion. Processing is based on your consent, which you may withdraw at any time. 2.5 Website Security (Legitimate Interest) To protect our websites against malicious activity, we log and process your IP address. This is retained for up to 6 months. Processing is necessary to detect and prevent unlawful login attempts (e.g., hacking). 2.6 Newsletter (Consent) You may subscribe to our newsletter to stay informed about NOD and foamsoft sport activities. For this purpose, we process: Name Email address Email delivery confirmations We retain your details until you unsubscribe. Our newsletter provider is based in the United States and processes data under EU-approved Standard Contractual Clauses. You may unsubscribe at any time by following the instructions included in each newsletter. 2.7 International Player Applications (Contractual Necessity) If you wish to participate in a foamsoft event in the Netherlands as an international player, we process: Name, address, residence details (NAW) Date of birth Email address Event details These details are shared with the event organizer for execution of the event. 2.8 Event Photography & Videography (Legitimate Interest & Consent) We record photos and videos at our events for use in newsletters, our website, and social media channels. General Atmosphere Footage (Legitimate Interest): You may appear in images or recordings intended to capture the atmosphere of our events. These are used to inform and engage members, potential members, and interested parties. Promotional Use (Consent): For specific promotional purposes, we may ask for your explicit consent before using identifiable images or video of you. Consent can be withdrawn at any time. 3. Data Security NOD takes data protection seriously and implements appropriate measures to prevent misuse, loss, unauthorized access, and unlawful disclosure or alteration of personal data. Measures include: Encrypted data transfers Two-factor authentication Confidentiality agreements with staff Mandatory background checks (Certificate of Conduct) Clear internal work instructions If you suspect your data is not properly secured or if misuse is evident, please contact us at privacy@nerdsofdarts.nl. 4. Sharing Personal Data with Third Parties NOD does not sell your personal data. Data is only shared with third parties when required to perform a contract, fulfill legal obligations, or with service providers acting on our behalf under strict data processing agreements. These may include: Data storage and database management Website hosting providers Software developers Survey providers Email and newsletter services If you provide personal data directly to a third party, NOD is not responsible for their processing. 5. Cookies We use cookies and similar technologies to enhance website functionality. For more information, please consult our Cookie Statement available on our website. 6. Your Rights Under applicable data protection laws, you have rights regarding your personal data. These are not absolute rights, and NOD will always assess whether requests can be reasonably fulfilled without infringing on the rights of others. 6.1 Right of Access You may request access to your personal data, including processing purposes, categories of data, recipients, retention periods, data sources, and any automated decision-making. 6.2 Right to Rectification You may request correction or supplementation of inaccurate or incomplete data. 6.3 Right to Erasure You may request deletion of your personal data, subject to legal obligations and legitimate interests. 6.4 Right to Restrict Processing You may request restriction of processing in cases of contested accuracy, unlawful processing, or pending objections. 6.5 Right to Data Portability You may request to receive personal data provided by you in a structured, commonly used, and machine-readable format, or have it transmitted to another controller. 6.6 Automated Decision-Making NOD does not engage in automated decision-making. 6.7 Right to Object and Withdraw Consent You may object to processing based on legitimate interest, or withdraw consent where processing is based on consent. 6.8 Exercising Your Rights To exercise your rights, please email privacy@nerdsofdarts.nl. We may require verification of identity before fulfilling your request. We aim to respond within one month. If additional time is needed, we will inform you with reasons and a new timeframe (not exceeding three months). If you are dissatisfied with our response, you may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): https://autoriteitpersoonsgegevens.nl.
