Privacy Statement

1. Who We Are

Klinkhamer Group B.V. ("Klinkhamer", "we", "us", or "our") respects your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR).

If you have any questions regarding this Privacy Statement or the processing of your personal data, please contact us using the details above.

2. Personal Data We Collect

We may collect and process personal data that you voluntarily provide to us through our website, contact forms, email communications, event registrations, or other interactions.

The personal data we may collect includes:

• First and last name
• Job title and professional affiliation
• Company or organization name
• Email address
• Telephone number
• Postal address
• Country of residence
• IP address
• Website usage information
• Any other information you choose to provide

3. Why We Process Personal Data

We process personal data for the following purposes:

• Responding to inquiries and requests
• Providing information about our services
• Managing client and business relationships
• Sending newsletters and marketing communications (where consent has been provided)
• Organising conferences, meetings, events and association activities
• Improving our website and services
• Complying with legal and regulatory obligations

4. Legal Basis for Processing

We process personal data on one or more of the following legal grounds:

• Performance of a contract
• Compliance with a legal obligation
• Legitimate business interests
• Consent of the data subject

Where processing is based on consent, you may withdraw your consent at any time.

5. Sharing Personal Data

We do not sell personal data to third parties.

Where necessary, we may share personal data with:

• IT and hosting service providers
• Communication and email service providers
• Payment service providers
• Event venues and suppliers involved in delivering our services
• Government authorities and regulators where legally required

Where third parties process personal data on our behalf, appropriate contractual safeguards are put in place.

6. International Data Transfers

Given the international nature of our conference and association management activities, personal data may be transferred outside the European Economic Area (EEA).

Whenever such transfers occur, we ensure appropriate safeguards are implemented in accordance with GDPR requirements, including the use of Standard Contractual Clauses where applicable.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations.

Certain records, including financial and accounting records, may be retained for up to seven (7) years in accordance with applicable Dutch legislation.

8. Cookies

Our website uses cookies and similar technologies.

We may use:

• Functional cookies
• Analytical cookies
• Marketing cookies (subject to consent where required)

When you first visit our website, you will be informed about our use of cookies and, where applicable, asked to provide your consent.

For more information, please refer to our Cookie Statement.

9. Security

Klinkhamer Group takes appropriate technical and organisational measures to protect personal data against:

• Loss
• Unauthorised access
• Misuse
• Unlawful processing
• Alteration or disclosure

We continuously review and improve our security measures to ensure personal data remains adequately protected.

10. Your Rights

Under the GDPR, you have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of your personal data
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent at any time

Requests can be submitted via info@klinkhamergroup.com.

We will respond to your request within one month, or within any extended period permitted by law.

11. Complaints

If you believe that we have not handled your personal data appropriately, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

For more information, please visit autoriteitpersoonsgegevens.nl.

12. Changes to this Privacy Statement

Klinkhamer Group reserves the right to amend this Privacy Statement from time to time. The most recent version will always be available on our website.