PRIVACY POLICY

OPENDOEK vzw (hereinafter “we”, “us”, or “LOUDER TOGETHER”), acting through its LOUDER TOGETHER project, places great importance on the protection of your personal data and your right to privacy. With this Privacy Policy, we aim to provide clear and transparent information about how we handle the personal data of individuals and groups or organisations who interact with LOUDER TOGETHER in the context of our event activities. These individuals include participants, artists, volunteers, partners, suppliers, audience members, and any other persons with whom LOUDER TOGETHER interacts during the preparation, organisation, and follow-up of the event.

Individuals who contact LOUDER TOGETHER solely through our website www.loudertogether.art are not automatically included in our internal databases. Information about how we handle data collected through the website is included in this Privacy Policy. We do everything we can to safeguard your privacy and handle personal data with care. OPENDOEK vzw complies with all applicable laws and regulations, including the General Data Protection Regulation (GDPR).

Data Controller - Data Processor

OPENDOEK vzw (acting through its LOUDER TOGETHER project) is the “data controller” for the personal data that we process in the context of participating in, contributing to, or collaborating on the event. As data controller, we determine the purposes and means of the processing of this personal data.

In certain cases, we may act as a “data processor” when we process personal data on behalf of another organisation that remains the data controller. This may occur, for example, when we support a partner organisation in delivering an activity or project component for which that partner is legally responsible.

Louder Together's Responsibility

What does this mean?

• Your personal data is processed in accordance with the purpose for which it was provided. These purposes and the types of personal data involved are described in this Privacy Policy.
• The processing of your personal data is limited to what is strictly necessary for the purposes for which it is processed, namely the organisation, administration, and communication related to the LOUDER TOGETHER event.
• Should further processing be necessary (beyond legal obligations), we will ask for your explicit consent. The processing of sensitive personal data (only when required by Belgian law) is carried out solely by the director of OPENDOEK vzw. Such sensitive data is immediately deleted or destroyed after verification.
• We have implemented appropriate technical and organisational measures to ensure the security of your data.
• We do not disclose personal data to third parties unless this is necessary for the fulfilment of the purposes for which it was provided or when we are legally required to do so
• We are aware of your rights regarding your personal data and we will respect them.

We are responsible for the processing of your personal data. If you have any questions after reviewing this Privacy Policy, please feel free to contact us through the following channels:

by mail: OPENDOEK vzw | Italiëlei 6, 2000 Antwerp
by email: [email protected] or [email protected]
by phone: +32 3 222 40 90

Why do we process your data?

LOUDER TOGETHER processes your personal data for the following purposes and on the following legal grounds:

• Activities for which LOUDER TOGETHER must be able to identify the participating person individually and uniquely:
  • Management of educational, artistic, and participatory activities regarding participants (e.g., workshops, residencies, rehearsals, coaching, briefings).
  • Organization of event-related activities such as performances, gatherings, seminars, meetings, advisory moments, steering groups, and other project components (non-exhaustive list).
  • Certain organisational processes, such as scheduling, communication, or coordination of participants, volunteers, or artists, may be supported through the FLOQ-eventapp application. Only the data necessary for these organisational purposes is processed.
  • Legal obligations such as maintaining a volunteer registry or handling artistic open calls.
• Sending newsletters and invitations
• Collaboration with the government:
  • Obtaining project grants.
  • Reporting to the government. This is not done on an individual basis but rather by age group and geographic distribution of participants, for which certain personal data may be necessary (such as date of birth or postal code).
• Financial and accounting processing. For suppliers, volunteers, artists, and other individuals who are involved in a financial transaction in any way, we may also store and process bank details (IBAN account number and BIC code). E.g.:
  • Payment of expense reports, travel expenses, invoices, volunteer allowances, small reimbursement schemes, fee invoices, etc. (non-exhaustive list).
  • Collection and refund of participation fees or other event-related payments (non-exhaustive list).



For the purposes outlined above, we may request, store, collect, and process the following personal data from you:

Title, last name, first name, address, email address, language, date of birth, gender, telephone and/or mobile number, website, and any information necessary for participation in LOUDER TOGETHER activities.

Only where further financial transactions occur with the individual may additional data be required, such as company name, place of birth (only when legally required), national identification number (only when legally required), VAT number, ID card number (only when legally required), internal supplier number, status, preferred payment method, IBAN account number, and BIC code.

In accordance with the decree of the Flemish Government of June 3, 2022, regarding the obligation to verify a criminal record extract as specified in Article 596, paragraph 2, of the Code of Criminal Procedure for certain new employees, LOUDER TOGETHER processes this sensitive personal data where applicable. This sensitive personal data is processed solely by the director of OPENDOEK vzw and is immediately deleted or destroyed after verification.

Disclosure to Third Parties

We may disclose the information you provide to us to third parties if this is necessary to fulfil the purposes described above. For example, we use third parties for:

• Distributing newsletters and invitations.
• Processing payments to artists, volunteers, and staff members through the social secretariat.
• Maintaining the website (including development and web hosting).
• Maintaining event-related digital platforms or tools (including development and server hosting).
• Maintaining the IT infrastructure (including the IT network).



Handling ticket sales for the event. Ticket purchases for LOUDER TOGETHER are processed directly by Theater Elckerlyc, which acts as an independent data controller for ticketing purposes. When purchasing tickets, the personal data you provide is processed by Theater Elckerlyc in accordance with their own privacy policy. See their website for all information regarding the use of data by Theater Elckerlyc: Privacyverklaring | Theater Elckerlyc

We only receive the information necessary for event administration, such as the number of tickets sold or, where applicable, the contact details required for audience communication related to the event.

Supporting organisational and communication processes through the FLOQ-eventapp application. Personal data processed within FLOQ is handled in accordance with the app provider’s privacy policy. See the Conference Compass website for all information regarding privacy when using their app Floq: Privacy policy - Conference Compass - General information. Where FLOQ is used for participant, volunteer, or artist coordination, we only process the data necessary for the functioning of the event and for the purposes described in this Privacy Policy.

Where required, we enter into data processing agreements with these parties to ensure the security and confidentiality of your personal data.

Furthermore, we will not share your personal data with third parties unless this is legally required or permitted (e.g., the police in the context of an investigation).

We may also share personal data with third parties if you give us your consent to do so. You have the right to withdraw this consent at any time without affecting the lawfulness of the processing prior to such withdrawal.

LOUDER TOGETHER does not currently use a specific external marketing automation platform. Should such a platform be used in the future, this will only occur in accordance with applicable data protection legislation and this Privacy Policy.

Where personal data is transferred to parties located outside the European Economic Area (EEA), we ensure that appropriate safeguards are in place in accordance with applicable data protection legislation, such as the use of standard contractual clauses or reliance on an adequacy decision where applicable.

Minors

We process personal data of minors (persons under the age of 16) only if consent has been given by a parent or legal guardian.

Retention Period

LOUDER TOGETHER does not retain personal data for longer than is necessary for the purpose for which it was provided.

Because LOUDER TOGETHER is an event project and not a membership-based organisation, long-term retention for artistic practice is not required. Personal data is therefore retained only for as long as needed to organise the event, fulfil legal obligations, or manage administrative and financial follow-up. Where legally required (e.g., accounting legislation), certain data may be retained for the legally prescribed period.

Email addresses may still appear in the mailing list as long as the person does not unsubscribe themselves. This option is provided in every email sent via the mailing list.

The person naturally has the right at any time to have their personal data deleted; see “Your rights regarding your data.”

Data Security

We have implemented appropriate technical and organisational measures to protect personal data against unauthorised processing.

• All individuals who may access your data on behalf of LOUDER TOGETHER are bound by a duty of confidentiality.
• We enforce a username and password policy on all our systems.
• We (or third parties) make backups of personal data to restore it in the event of physical or technical incidents.
• Our employees (both in-house staff and contractors) have been informed of the importance of protecting personal data.
• We regularly evaluate our measures.



Your rights regarding your data

You have the right to access, correct, or delete the personal data we have received from you. You can find contact information in this Privacy Policy.

Access: upon receiving a simple email request, LOUDER TOGETHER will send the requester, via the same registered email address, a message containing the stored data as soon as possible. This message may need to be supplemented with manual information. A response that requires manual preparation may result in a longer response time.

Removal from the central files means that LOUDER TOGETHER will fully anonymise the personal data so that it can no longer be linked to a person or individual, while still complying with the government’s statistical requirements. This is to the extent permitted by law; for example, LOUDER TOGETHER must prepare a tax form in certain cases. It is therefore not legally permitted to have your data removed so that a tax form can no longer be prepared.

You may also object to the processing of your personal data (or part thereof) by us or one of our employees.

You also have the right to request that we transfer the data you have provided to you or, at your request, directly to another party.

To prevent abuse, we may ask you to adequately identify yourself with every request. To verify your identity, we ask you to send a copy of your ID card. We strongly recommend that you obscure the passport photo and indicate that it is a copy.

Complaints

If you have a complaint regarding the processing of your personal data, please contact us directly.

You always have the right to file a complaint with the Data Protection Authority, which is the supervisory authority for privacy protection in Belgium.

Changes to the Privacy Policy

LOUDER TOGETHER may amend its Privacy Policy. We will post a notice of any such changes on our website www.loudertogether.art

Privacy Policy

LOUDER TOGETHER takes the privacy of internet users very seriously. We limit the storage of data to the minimum necessary. And, of course, data is never used for any purpose other than that for which it was provided.

During your regular visit to the website www.loudertogether.art, we do not actively request personal data, except where necessary for the proper functioning of the website (such as technical logs and cookies). Because we strive to continuously improve www.loudertogether.art, we measure the number of visitors per page and may track visitor activity across the site. Where possible, this information is not linked to identifiable personal data.

When you submit (personal) data to LOUDER TOGETHER via a web form, we use it exclusively for the purpose for which you entered it. It will not be shared with third parties except where necessary for the fulfilment of that purpose or where legally required.

When you send an email to LOUDER TOGETHER via the website, for whatever reason, this email address will not be used for any purpose other than that for which you have given your consent or where necessary to respond to your request. We make it a point to respond to every email.

Cookies

LOUDER TOGETHER uses so-called “cookies” on a limited basis. These are, of course, not misused to collect personal data.

“Cookies” are small files sent by the LOUDER TOGETHER server and stored on your computer’s hard drive. The information stored in these cookies can only be read by us and only for the duration of your visit to the website. Our website uses cookies to distinguish your user preferences from those of other users of our website. This helps us provide you with a better user experience when you visit our website and also allows us to optimize our website. However, these are not linked to identifiable personal data.

It is possible to save your own settings, links, and selections within loudertogether.art. These are also linked to your computer via a so-called “cookie.” These links are also not linked to personal data.

LOUDER TOGETHER uses the following cookies:

• Technically necessary cookies. These cookies are necessary to ensure the technical functioning of our website.
• Functional cookies. These cookies are used to provide functionality that allows you to use our website, such as the ability to save preferences on a website and other features, whether or not within the duration of the current session.
• Analytical cookies. LOUDER TOGETHER uses Google Analytics in a privacy-friendly manner to analyze how visitors use our website. This allows us to improve the website’s user-friendliness.



LOUDER TOGETHER does not use any other analytical cookies or marketing-oriented cookies.

If you have any questions or comments regarding this, please do not hesitate to contact us using the contact details provided in this document.

LOUDER TOGETHER PRIVACY PROCEDURES

Removal from Central Databases

When data is removed from the central database, the following information is deleted from the current version of the central database for project and event administration: last name, first name, address, email address, telephone and/or cell phone number, any information you provided through a web form, and any other data necessary for participation, volunteering, or communication related to LOUDER TOGETHER. Historical data linked to these interactions is also deleted.

If an email address exists, a final email will be sent to the person at that time confirming the deletion and providing a unique internal identification number. This email is not retained by LOUDER TOGETHER. The person requesting the deletion is therefore the only one in possession of the latest version of the personal data.

Accounting data is retained in accordance with applicable legislation, which at the time of drafting this policy is set at “for the 10 years (or 10 fiscal years) following the taxable period to which they relate.”

Collection and Publication of Visual Material

During LOUDER TOGETHER events, our festival photographers take photos and videos. We store these photos in our festival archive and publish a selection of them on our social media channels and in printed materials for subsequent editions.

These images are processed on the basis of our legitimate interest in documenting and promoting the event. We take into account the reasonable expectations and rights of the individuals concerned.

Where appropriate, and in particular for clearly identifiable or posed images, we will make a reasonable effort to obtain permission in advance.

If you appear as a subject in one of our photos or videos and no longer wish to see it published, please do not hesitate to contact us using the contact information provided in this document. We will assess your request and, where appropriate, remove the material.