Privacy Policy

1. Introduction

This Privacy Policy explains how The Arena BXL ASBL, registered with the Belgian Crossroads Bank for Enterprises under number 1034730771, collects, uses, and protects personal data through its website.

By using the Website or providing your personal data to us, you agree to the practices described in this Privacy Policy.

2. Data Controller

The data controller is:

The Arena BXL ASBL
Avenue Adolphe Demeur 33
1060 Saint-Gilles
Belgium
Enterprise number: 1034730771
Email: thearenaeventbxl@gmail.com

For any questions regarding your personal data, you may contact us at the address above.

3. Personal Data We Collect

Depending on your interaction with the Website and our events, we may collect:

Data you provide directly

First and last name (or pseudonym where permitted)
Email address
Phone number
Date of birth (for age verification purposes)
Information necessary for event registration
Payment information (processed via secure third-party providers)

⚠️ Due to the nature of the events organized, we do not collect data relating to sexual orientation or private practices unless strictly necessary and only with explicit consent in accordance with Article 9 GDPR.

Data collected automatically

IP address
Log and navigation data
Browser type and device information
Cookies and similar technologies (see Section 7)

4. Purposes of Processing

Personal data is processed for the following purposes:

Managing event registrations and access control
Communicating event-related information
Administrative and accounting management
Compliance with legal obligations
Ensuring the safety and security of participants and events
Improving the Website and user experience

5. Legal Basis for Processing

Processing is based on:

Your explicit consent
The performance of a contract (e.g., event registration)
Compliance with legal obligations
The association’s legitimate interests, provided your rights and freedoms are not overridden

6. Data Retention

We retain personal data as follows:

Event registration data: for the duration necessary to manage the event + maximum 3 years
Accounting data: 7 years (Belgian legal obligation)
Website analytics data: maximum 13 months

7. Cookies

The Website may use technical, functional, and analytical cookies.

Non-essential cookies are placed only after obtaining your consent via the cookie banner.

You may withdraw or modify your consent at any time.

8. Data Sharing

Your personal data is never sold.

It may be shared only with:

Technical service providers (hosting providers, payment processors)
Competent public authorities where legally required
Service providers strictly necessary for event organization

All processors are required to comply with GDPR standards.

9. Transfers Outside the European Union

If personal data is transferred outside the European Economic Area (EEA), such transfers are carried out only under appropriate safeguards recognized by the European Commission (such as Standard Contractual Clauses or adequacy decisions).

10. Your Rights

Under GDPR and Belgian law, you have the following rights:

Right of access
Right to rectification
Right to erasure (“right to be forgotten”)
Right to restriction of processing
Right to object
Right to data portability
Right to withdraw consent at any time

You may exercise these rights by contacting us at: [email to be completed].

You also have the right to lodge a complaint with the Belgian supervisory authority:

Data Protection Authority
Rue du Commerce 35
1000 Brussels
Belgium

11. Security Measures

The Arena BXL ASBL implements appropriate technical and organizational measures to ensure the confidentiality and security of personal data, particularly given the potentially sensitive context of the events organized.

12. Changes to This Policy

This Privacy Policy may be updated from time to time. The applicable version is the one published on the Website at the time of consultation.

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