Privacy Policy

Jamii Padel is operated by Jamii vzw, enterprise number BE1027.895.835, a vereniging zonder winstoogmerk (vzw) under Belgian law. In French, this legal form is known as an association sans but lucratif (ASBL). As a non-profit organisation, we process personal data solely to run our community activities, manage events, and communicate with participants.

This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website, sign up for events, or interact with us.

• For privacy-related matters, contact privacy@jamii.club.
• For general inquiries, contact info@jamii.club.

Who We Are

The data controller responsible for your personal data is Jamii vzw, located at Henry Dunantlaan 38, 1140 Evere, Belgium. We are subject to the supervision of the Belgian Data Protection Authority.

Personal Data We Collect

We collect only the information necessary for running our activities and keeping our community informed.

When you sign up through forms such as Tally, Eventbrite, or our website, you typically provide your name, email address, and phone number. Some forms also include optional fields such as your city of residence, padel experience level, or event preferences. These optional details are used solely to help us tailor our activities and communicate relevant updates.

When you join events or coaching sessions, we process your RSVP, attendance information, and booking details. If you contact us by email, social media, or join voluntary WhatsApp groups, we process the information you choose to share.

We may collect photos or videos from events. Identifiable images are used only with your consent before they are taken.

How We Collect Your Data

We collect personal data directly from you when you complete forms, register for events, communicate with us, or participate in activities.

We do not collect personal data about you from third parties without your involvement.

Why We Process Your Data

We process your data for the following reasons:

To manage bookings and participation

We use your information to register you for events, manage waitlists, coordinate coaching sessions, send confirmations, and communicate changes. This processing is necessary to provide the services you request.

To organise our community activities

We use personal data to run Jamii effectively, coordinate events, communicate essential updates, and ensure fair access to activities. This is based on our legitimate interest in operating an organised and accessible non-profit sports community.

To send optional updates and newsletters

If you give consent, we may send information about upcoming events or community news. You may withdraw consent at any time.

To meet legal obligations

As a Belgian vzw/ASBL, we maintain certain records required by law.

Service Providers Acting as Data Processors

We use a small number of trusted third-party platforms to support our operations. Some of these providers process personal data on our behalf, while others may also process certain information independently under their own privacy policies.

Platforms we use include:

• Tally – for sign-up and interest forms (acting as our data processor)
• Eventbrite – for group event registrations (processor for registration data, independent controller for certain platform-related processing)
• Setmore – for coaching appointments (processor for booking data, with some independent processing under their own terms)
• Google Analytics 4 – for anonymised website analytics, used only with your consent (Google acts as an independent controller)

When you interact directly with these platforms (for example, by opening an Eventbrite or Setmore page), they may process data under their own privacy policies. We encourage you to review those policies if needed.

How Long We Keep Your Data

We keep your personal data only for as long as necessary for the purposes described in this policy.

• Sign-up information remains stored until you request deletion, after which it may be retained briefly for administrative reasons.
• Booking and event-related information is typically kept for up to two years.
• Communications—including emails or WhatsApp messages—are retained for a limited period to support community coordination.
• Analytics data may be kept for up to fourteen months.
• Photos remain in use only until you withdraw your consent.
• Any health-related data is deleted as soon as the relevant event or accommodation is completed.

Where Belgian non-profit or accounting law requires longer retention, those obligations take precedence.

How We Protect Your Data

We implement appropriate technical and organisational measures to protect your personal information. Our website uses HTTPS encryption, access to administrative tools is restricted to authorised individuals, and our service providers apply their own security protocols.

If a personal data breach occurs, we follow GDPR procedures and notify the Belgian Data Protection Authority and affected individuals where required.

Cookies

Cookies are small text files placed on your device by websites you visit. They help the site function properly, remember preferences, and provide insight into usage patterns.

Essential cookies

These cookies are required for the website to function. They support basic features and do not store personal information. Essential cookies operate without requiring your consent.

Analytics cookies

With your consent, we use Google Analytics 4 to understand how visitors use our website. These cookies are not activated by default and only begin collecting anonymised usage data if you accept them in the cookie banner.

Third-party cookies

If you interact with embedded content such as Instagram or YouTube, those platforms may place their own cookies according to their respective policies. These cookies are also not set by our website unless you choose to load or interact with the embedded content.

Managing cookies

You can delete cookies or block them at any time through your browser settings. Most browsers allow you to clear stored cookies, block certain types of cookies, or notify you before a cookie is stored. Blocking certain cookies may affect website functionality.

Children’s Data

Jamii primarily serves adults aged 18 and above. We do not knowingly collect data from children under 16.

If minors participate in activities, parental or guardian consent is required for registration and for any identifiable photos.

Your Rights

Under the GDPR, you have the right to:

• access your personal data
• correct inaccurate or incomplete information
• request deletion of your data
• restrict certain types of processing
• object to processing based on legitimate interests
• request portability of your data
• withdraw consent at any time

To exercise these rights, contact privacy@jamii.club.

Links to Other Websites

Our website may contain links to external platforms such as Eventbrite, Setmore, Tally, Google services, or social media pages. When you follow these links, you leave our website. These external services may process personal data under their own privacy policies, and their practices are outside our control.

This does not affect the processing activities we carry out as the controller when these platforms process data on our behalf (for example, when you register for an event or book a session through them). For those activities, we remain responsible for ensuring your data is handled lawfully.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updated versions will be published on our website, and significant changes may also be communicated through email or our community channels.

Contact

Jamii vzw / ASBL Jamii

Henry Dunantlaan 38

1140 Evere, Belgium

Privacy inquiries: privacy@jamii.club

General inquiries: info@jamii.club