Privacy Policy

Privacy & Cookie Statement UXinsight
[last update 27-01-2025]

Your privacy is important to us

Careful handling of your personal data is of great importance to us. This means we:

specify our purposes before we process your personal data;
limit our collection of your personal data to only needed for these purposes;
first, ask for explicit and specific permission to process your personal data in cases where your consent is required;
take appropriate security measures to protect your personal data, and we demand the same from parties who process personal data on our behalf;
respect your right to access, correct, object or delete your personal data held by us.

1. Who We Are

We are UXinsight, based in Breda, The Netherlands. If you have questions or concerns about this Privacy Statement, please contact Debbie Slijpen at debbie@uxinsight.org.

2. Personal Data We Collect

We collect the following categories of personal data, depending on your interaction with us:

Personal identification: first name(s), surname
Contact information: (email) address, phone number, organisation
Payment information: VAT number, bank account number
Other information you voluntarily share: social media accounts, preferences, IP address, feedback, tips and comments

3. How We Use Your Data

We process personal data for the following purposes:

Managing event registrations
Payment processing
Providing event services
Marketing communications
Analytics and service improvement
Badge creation

4. Legal Basis for Processing

We process your data based on the following legal grounds under GDPR:

Legal obligations: For accounting and financial reporting.
Consent: For marketing communications and certain event-related data processing.
Contractual necessity: For managing registrations, payments, and fulfilling contracts.
Legitimate interests: For improving our services.

We share your personal data with trusted third parties only when necessary:

Payment processing: Mollie and banking partners.
Newsletter management: Mailblue (ActiveCampaign).
Event management: Online event platform provider and Google Meet.
Badge printing: External printing service.
Analytics: Google Analytics, using IP anonymisation where possible.
Accounting: Our accountant for financial and tax reporting and WeFact for handling invoices.
Cloud storage: Google Workspace for secure storage of emails and documents.

Data processing agreements have been concluded with our suppliers.

Providing data to third parties – We will not provide your personal data to other parties than the parties mentioned unless this is necessary for our service or if we are legally obliged to do so (for example, if the police so require in the event of a suspicion of a crime). We will inform you in advance when other parties will receive your information.

6. Data Retention

We retain personal data only as long as necessary:

Event data: Retained for up to 2 years after the event for administrative and reporting purposes.
Newsletter data: Retained until you unsubscribe; unsubscribers are deleted every 2 months.
Payment data: Retained for 7 years to comply with legal obligations.

Providing Data to Third Parties
We will not provide your Personal Data to other parties than the parties mentioned in this Privacy & Cookie Statement unless this is necessary for our Service or if we are legally obliged to do so (for example, if the police so require in the event of a suspicion of a crime). We will inform you in advance when other parties will receive your information.

7. Security

We implement technical and organisational measures to secure your data, including encryption, secure servers, and access controls.

8. Your Rights

You have the right to:

Access your personal data.
Rectify inaccurate or incomplete data.
Request deletion of your data (“right to be forgotten”).
Restrict or object to data processing.
Withdraw consent for marketing at any time.
Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

To exercise these rights, please contact us at debbie@uxinsight.org.

9. Cookies and Tracking

We use cookies and similar technologies for website functionality and analytics. You are free to disable cookies via the browser. You can find out where to disable cookies via your browser’s help function. Please note that our website may no longer work optimally.

10. Updates to This Privacy Statement

We may update this Privacy Statement to reflect changes in our practices or legal requirements. Please check this page regularly for updates. Significant changes will be communicated via email or on our website.