Privacy policy

De Roma vzw (hereafter abbreviated “De Roma”) considers it very important to protect your personal data: we make every effort to ensure your privacy.

In this statement, we explain what data we keep, why we keep it and what you can do if you do not agree.

De Roma complies in all cases with applicable laws and regulations, including the General Data Protection Regulation (Regulation EU 2016/679) and the Law of July 30, 2018 on the protection of natural persons with regard to the processing of personal data.

Controller

As De Roma, we are responsible for the processing of your personal data. If you have any questions after reviewing our privacy statement, please contact us here:

De Roma VZW
Turnhoutsebaan 329
2140 Borgerhout
Company number : 0479 340 544
RPR : Commercial Court Antwerp
privacy@deroma.be

For whom is this privacy statement?

This privacy statement applies to all services we offer.

We deal with the processing of data of:

Customers (current, former and future) (including ticket buyers) and/or business partners;
Suppliers, artistic contractors and partners with whom we work;
Visitors and users of our website.
Prospects, interested parties (including participants), useful contacts within our sector, network contacts and expert contacts;

How do we collect personal data?

There are a number of situations in which we collect and use your personal data:

Data that you provide directly to us yourself.

We collect personal data that you yourself communicate to us in various ways, including

When visiting our website https://www.deroma.be;
Purchasing tickets;
Subscribing to our newsletter;
When you contact us via email, social media, telephone or by letter;
When we make an offer or enter into an agreement with you;
When you have (contacted) us in any other way;

Data you provide to us indirectly

De Roma's venue, offices and restaurant are permanently filmed by security and surveillance cameras to ensure security. These images of you are collected primarily for the safety and security of our visitors.

It is also possible that during performances, events, activities and/or workshops, photographs may be taken or videos recorded. These are mainly images of the artists and atmospheric photos of the audience. Sometimes, as a spectator or volunteer, you may be recognizable in one of the photos. These images may be used for marketing purposes and published on our website, through social media and in our printed materials.

You always have the option to notify the photographer that you do not wish to be photographed. If you wish to object to the use of images for marketing purposes, you can notify us at privacy@deroma.be.

Data we collect automatically

We automatically collect data via cookies when you use, access or interact with our websites. For more information about our use of cookies, please read our cookie policy.

Information we obtained through a third party we work with

Personal data may be shared with us by FNAC or Ticketswap if you (re)purchase tickets to our events through them.
City of Antwerp and UiTPAS also share personal data with us so that we can apply the discount rate Verhoogde Tegemoetkoming.

What personal data do we collect from you and why?

When you visit our website, we collect:

Technical information about the means of connection (the IP address, the operating system, the internet providers used and other similar information)
Data relating to the behavior and habits of visitors when using the website (e.g. surfing habits), by means of non-essential cookies and similar technology (e.g. pixel tags).
The data you provide on web forms (e.g. for newsletter).

We use this information to:

Make the website function correctly on your computer and protect it from unauthorized use (legitimate interest of ensuring the proper functioning of our organization).
Improve your website experience (we ask permission in advance to place non-emergency cookies)
To record the success of a social media ad (social media conversion tracking) (we ask permission in advance)
Display ads from De Roma on social media, based on your interests (retargeting) (we ask permission in advance)

Since we rely on the use of cookies to process the above data, please see our cookie policy for further explanation.

When we sell a ticket for an activity (performance, concert, film screening, ...) we collect :

Identification data : first name and surname and address
Home address : country, postal code, city, street and house number
Contact information: e-mail address and phone number
Date of birth
The activity for which you buy a ticket
Your consent to be notified of concert announcements by our co-organizer (if applicable)
Financial details (such as increased allowance) and payment details (via our payment provider)
Your request for additional facilities during your visit

We use this information to:

Send confirmation of your purchase, and download your tickets (with the legal basis being execution of agreement)
Send emails regarding the performance you are coming to see. This way you will receive the latest practical information and you can download your tickets again. Afterwards you will also receive the photos. (execution of agreement)
Giving access to the event, including extra facilities (execution of agreement)
Process payments (execution of agreement)
Request a place on the waiting list (execution of agreement)
Pass on your email address to the concert co-organizer (legal basis of consent)
To update your personal customer profile and maintain your order history (legitimate interest to be able to offer targeted products)

When you subscribe to our newsletter (De Roma Nieuwsflash), our magazine (by mail) or SMS lists we collect :

Identification data : surname and first name
Contact data : e-mail address and optional postal address (country, zip code, city, street, number) or cell phone number (for SMS lists)
Which mails we send you, whether you open these mails, and which actions follow from these mails.

We use these data for :

The publication and distribution of a newsletter (legal basis consent)
relevance to the recipient of the information sent (legitimate interest)
Sending our magazine (legal basis consent)
Sending SMS messages to keep you informed about special and exclusive SMS actions and competitions (legal basis consent).

When you use our webshop (for e.g. merch or vouchers) we collect :

Identification data : first name and last name
Contact details : email address and postal address
Delivery address
The product you buy
Financial details and payment information

By ordering on our webshop, we will use your personal data for

The operation of 'the shopping basket',
For orders, deliveries and invoices,
The administration of the customer database
Updating your personal customer profile and maintaining your order history (legitimate interest)
Marketing (informing you about similar products or services (legal basis justified interest)
Furthermore, we may use your mail to gauge customer satisfaction (legitimate interest).

When we carry out an event, make an offer or enter into a contract with you we collect :

Contact identification data
Professional contact information (professional phone number, professional email address).
The organization for which the contacts work and position within that organization
Financial details and payment data

We use this information to:

Enable the execution of the agreement, with the legal basis being agreement execution
Process payments (execution of agreement)
General customer management including billing and accounting processing (execution of agreement);
Supplier management including accounting processing (agreement execution).

When you participate in activities of De Roma as a volunteer or student, we collect the following data :

Identification data
Contact details
Data you provide us regarding your abilities for certain tasks
Availability for activities
Participation in activities

We use this information to plan and coordinate your efforts and cooperation (execution of agreement).

When you communicate with us by phone, email, social media, conversation or any other channel you prefer, we may collect:

Obviously the content of your message but also its technical details, such as date and time and to whom it is addressed.
The identity information that you send us, such as your name, (e-mail) address, telephone number, position, ...
Any other information you provide us with.

We use this information to communicate with you. We invoke our legitimate interest to respond to your questions or comments.

From prospects, interested parties, useful contacts within our sector, network contacts and expert contacts, we may collect:

Identification data: surname and first name;
Contact data: postal address (street, number, zip code, city, country), e-mail address, phone number(s);
Company contact data: name, mailing address, professional e-mail address,
Company phone number, position within the organization.

We collect this personal data to establish or continue and maintain a professional relationship with you or your organization. We do this in our legitimate interest to build and maintain our network.

Finally, all personal data collected by us are also processed for the following purposes:

We may use your data to inform you about our products, services and activities. This processing is based on legitimate interest or your explicit prior consent to the extent required.
We also use your data to analyze and improve the use and general operation of our services and for statistical purposes (legitimate interest).
Management of disputes and legal proceedings, the collection or transfer of debt and the protection of our rights in general (legitimate interest);
To combat possible fraud and abuse (legitimate interest).
To fulfill a legal obligation or to respond to a request from competent authorities such as police forces, judicial authorities, data protection authority, etc. (legitimate interest).
To inform a third party in the context of a possible merger or acquisition with or by that third party. For this, we invoke our legitimate interest to undertake such transactions.

We assume that these purposes are within your expectations when you use De Roma's services.

If your personal data are processed on the basis of consent, you can withdraw this consent at any time. You can contact us for this purpose at privacy@deroma.be or you can unsubscribe using the link provided at the bottom of our newsletters.

Where we rely on the legal processing basis of our legitimate interests, you always have the right to object to the processing of your data (such as direct marketing).

With whom do we share your personal data?

With third parties - processors

We may provide the data you provide to us to external service providers that we use for the performance of the purposes described above.

For example, we use external service providers for:

Providing IT infrastructure (including IT network, servers, etc.);
Storing and processing digital data (and files) in the Cloud (including Office365);
Taking care of the internet environment and management of our website;
Ticket sales and mailings (Ticketmatic)
Sending SMS messages
Scheduling for events, for volunteers and for student work;
Facilitating video calling, i.e. Teams, Zoom and Google Meet;
Selling products and services through our web shop;
Taking care of the financial administration and social secretariat;
Providing legal advice and support on compliance with laws and/or regulations.

These external service providers are only given access to certain data and information in the context of their assignment. In other words, they only act on our behalf and on our behalf, and are therefore never allowed to use your data for their own purposes. To this end, we have entered into a so-called “processor agreement” with these parties.

If we use processors and sub-processors located outside the European Economic Area, we provide the necessary measures to ensure the security of the transfer and to ensure the lawful processing of your data in these third countries.

To third parties - recipients

We share personal data with the following third parties:

Concert organizers, bands and hall hirers of De Roma to send you concert tips, tips on events not necessarily taking place at De Roma and band information, but only if you have given permission.
Government and authorities: We pass on your data to the government and authorities if required and permitted by law (including tax administrations, social security agencies, subsidizing authorities, police, etc.).

We naturally make the necessary agreements with these parties to guarantee the security and confidentiality of your personal data and to ensure that they are only used for the purpose for which they were collected, and only for as long as is necessary within the cooperation.

De Roma does not sell personal data to outside organizations. Nor will we share your personal data with other organizations for their own marketing communications.

How long do we keep your personal data?

De Roma does not retain your personal data for longer than necessary to fulfill the purpose for which it was processed. Retention periods may vary by purpose.

De Roma undertakes not to keep the data for longer than a maximum of 10 years after last contact/use (or the termination of the relationship or cooperation), except with regard to personal data that we are required to keep for longer on the basis of specific legislation (e.g. in the field of accounting or tax and social legislation); or in the event of prolonged contractual liability; or in the event of an ongoing dispute for which the personal data is still necessary.

As mentioned below, you have the right to ask us to delete your personal data from our databases. If the processing is based on your consent, we will retain your personal data until you withdraw your consent.

How do we protect your personal data?

We take appropriate technical and organizational measures to protect your personal data from unlawful processing or use, including:

All persons who may learn of your data on behalf of De Roma are bound to secrecy.
Our employees are aware and informed of the importance of protecting personal data.
We maintain a username and password policy on all our systems, in combination with multi-factor authentication (MFA);
Employees are granted access to your data to the extent they need that information to properly perform their duties
We make backups of personal data to restore it in case of physical or technical incidents;
We encrypt information while transmitting data over the Internet using Transport Layer Security (TLS)

If an incident does occur involving your data, we will notify you personally in the circumstances provided by law.

What are your rights and how can you exercise them?

Since we collect and process your personal data, you have a number of rights.

You have the right to access and receive a copy of the personal data relating to you. This allows you to check what information we hold about you. We may charge a reasonable fee to cover our administrative costs for each additional copy you request.

You have the right to correct and supplement any information which is incorrect, inaccurate or incomplete. You can check and change your personal data and communication preferences at any time using the link under your personal data in your order e-mail.

You have the right to data erasure (deletion) of the personal data received from you that is no longer strictly necessary for the purposes for which it was processed.
However, we are not always obliged to delete your data when you request it. We are only required to do so in the cases stipulated by law.

You have the right to restriction of data processing. If you object to the processing of certain data, you can ask for this processing to stop. In this case we will continue to retain your data, but will restrict its use. In this way the processing is temporarily stopped until, for example, there is certainty about its accuracy. We only have to do this in the cases stipulated by law.

You have the right to object to the processing of your data based on our legitimate interests. You must then explain this based on your personal situation. In this case, we must stop processing unless we cite compelling legitimate grounds to continue processing.
However, regardless of the legal basis we rely on, you can always object, without giving any reason, to the use of your data for direct marketing purposes (e.g. informative mass mailings, sending newsletters). We will then unsubscribe you immediately.
You will be given the opportunity to unsubscribe with every informative mail.

You have the right to data portability to get a copy of personal data from us, in a structured, common and machine-readable format . This concerns only the personal data you have provided to us.

Our processing of your personal data does not include profiling and you will therefore not be subject to fully automated decisions either.

For those cases where we have requested your consent to collect and process your personal data, you always have the right to withdraw your consent.

You can contact us at privacy@deroma.be to exercise your rights. Be sure to include the reason for your request. If we have reasonable doubts about your identity, we may ask you for additional proof of your identity.

Where can you make complaints?

We are committed to handling your personal data in a careful, legitimate manner and in accordance with applicable regulations.

If you have a complaint regarding the processing of your personal data or the exercise of your rights, we ask that you contact us directly at privacy@deroma.be.

If you feel that your rights have been violated and your concerns are not addressed within our organization, you are always free to file a complaint with the data protection supervisory authority :

Data Protection Authority
Rue du Printing Press 35, 1000 Brussels
https://www.gegevensbeschermingsautoriteit.be/
contact@apd-gba.be

When was this privacy statement last modified?

We reserve the right to modify this statement from time to time. If the changes are substantial, we will notify you of them via our website or by e-mail.

The last change occurred on April 22d, 2024