Privacy Policy

1. Who are we?
Zero Point GJJ Gent, located at Sporthal Hekers, Ter Linden 29, 9052 Ghent, is responsible for the processing of personal data as shown in this privacy statement.

Contact: zeropointgjj.gent@gmail.com

2. What data do we collect?
We collect the following personal data from our members:

• Surname, first name
• Date of birth
• Email address
• Telephone number
• Address
• Sports data (training, attendance)
• Medical data (optional, if necessary for security)
• Insurance Status
• Visual material (photos and videos of training sessions, events or atmospheric images)

3. Why do we collect this data?

• For membership administration and communication
• To arrange the insurance
• For training and payment follow-up
• Legal obligations (e.g. Sport Vlaanderen)
• For promotional purposes, such as sharing atmospheric images or action photos on social media, the club's website or other communication channels of Zero Point GJJ Gent.

4. Sharing of data

We never share data with third parties, except:

• Sports accident insurance companies
• Government services if required by law
• With subsidising or umbrella sports bodies (e.g. federation, sports department, municipality, etc.) for recognition, reporting or subsidisation of the club. Only the strictly necessary data is shared.
• Selected images can be shared via social media, our website or other public communication channels of the club. We always strive for a respectful and safe representation of our members. If a member (or parent in the case of minors) objects to the use of specific images, this can always be reported by e-mail and we will remove the image in question or not publish it.

5. Communication via WhatsApp

For practical communication with members (such as changes to training, match information or absences), Zero Point GJJ Gent sometimes uses WhatsApp groups.

When a member is added to such a group, their phone number becomes visible to other group members. We use WhatsApp exclusively for functional club communication.

By joining the club, you agree to participate in this WhatsApp group, unless you explicitly indicate that you do not wish this.

6. How long do we keep your data?
We keep data for as long as someone is a member and for 5 years after that (for accounting and insurance). Images that have been used for promotional purposes may be kept for a longer period of time, unless specifically requested to be removed.

7. Your rights

You have the right to access, correct or delete your data.

You also have the right to object to the use of images in which you are recognizable.

Please contact us via zeropointgjj.gent@gmail.com.

8. Security

Your data is stored in secure digital systems (such as Spond / Webnode / Jotform / Martial Connect / Excel (temporarily) and Whatsapp) and only accessible to board members (chairman & vice-chairman) with a legitimate reason. If necessary, member data can be temporarily exported from our GDPR-compliant member platform (Spond & Jotform) for internal administrative use (such as attendance lists or insurance checks). This data shall be stored in a secure environment, accessible only to authorised persons, and shall be deleted within 30 days at the latest.'

This privacy statement is reviewed annually. Last modified: 13/09/2025