PRIVACY STATEMENT OF THE KWPN

 

The Royal Dutch Warmblood Horses Studbook of the Netherlands (“KWPN”, “we”, “us”) processes personal data. In this privacy statement we explain what personal data is processed and for what purpose.

We may modify this privacy statement from time to time. The most recent privacy statement can be accessed via our website www.kwpn.nl / www.kwpn.org. This version is dated March 28, 2022.

 

To whom is this privacy statement applicable?

This privacy statement applies to:

• persons who are or want to become a member of the KWPN;
• persons whose personal data is processed by us in the framework of the provision of services;
• persons who visit our websites; (www.kwpn.nl, www.kwpn.org);
• persons who receive our newsletter;
• contact persons of (commercial) advertisers;
• persons that deal via our marketplace KWPN Horses for Sale or our auction websites;
• persons that place an order in our web shop;
• persons that take out a subscription at KWPN.tv;
• persons that contact us per email, telephone or via the contact form on our website;
• persons that otherwise contact us or whose personal data we process in another way.

 

Which terms are used in this privacy statement?

In this privacy statement the following terms are understood to mean:

• you/your                      the person whose personal data is being processed by the KWPN;
• personal data               each data that can relate to you personally and/or can be traced back to you, such as identification information, financial information and data about your devices and your online behaviour; 
• processing/processed  any act relating to personal data, such as saving, collecting, organising, altering, using, consulting, and deleting;
• (U)AVG                       the General Data Protection Regulation (AVG) and the accompanying  

implementation Act (UAVG).    

 

Which of your personal data do we process?

The personal data we process of you, are:

• Personal data provided to us by you:

 

• contact details (among others, name, first name, gender, address, place of residence, email address, telephone number);
• company data;
• data related to our provision of service (among others registration details about the (KWPN) horse, data regarding the selection- and breeding program of the (KWPN) horse, details about the studbook of the (KWPN) horse, photos of the (KWPN) horse);
• other data you provide us in connection to your membership at the KWPN and/or the use of our website and/or the use of our service provision (inter alia, the data to place an ad via our marketplace KWPN Horses for Sale, make use of KWPN.tv, data to place an order in our web shop);
• financial data (inter alia, bank account number);
• other data that requires processing in context of the applicable laws and regulations.

 

• Personal data we have obtained from other sources:

 

• company details;
• data from he KWPN studbook;
• data from the Identification & Registration system for horses, ponies, foals, donkeys, zebras and other Equidae;
• data from the Commercial register of the Chamber of Commerce;
• other data that requires processing in context of the applicable laws and regulations.

 

• Personal data that provide insight in the use of our website (inter alia, with which device you visit our website, device ID, location data, computer and connection details, IP-address).

 

Based on which legal grounds from the AVG and for which purposes do we process your personal data?

The KWPN processes your personal data based on one or more of the following legal grounds:

1. when it is necessary for the performance of an agreement to which you are a party or in order to take steps at your request prior to entering into a contract;
2. when it is necessary for compliance with a legal obligation to which KWPN is subject;
3. when it is necessary for the purpose of our legitimate interests or the interests of a third party;
4. when you have given your consent.

 

The KWPN processes the above stated personal data for the following purposes:

 

We stipulate for each goal on which of the aforementioned legal grounds the processing takes place.

• to provide the requested services;

• agreement, legal obligation, legitimate interests, consent.

• for updating and maintaining of the studbook;

• legal obligation, legitimate interests.

• for updating and maintaining of the selection- and breeding program.

• legitimate interests.

• for maintaining our administrative management;

• legal obligation, legitimate interests.

• to maintain contact with you;

• agreement, legal obligation, legitimate interests, consent.

• to fulfil our judicial and legal obligations;

• legal obligation, legitimate interests.

 

To whom do we disclose your personal data?

The KWPN does not disclose your personal data to third parties, unless this is necessary for the fulfilment of the purpose(s) mentioned in this privacy statement, when KWPN has a legal obligation or when you have given your consent. The third parties to which we disclose the personal data are obliged to respect and protect the confidentiality of your personal data. If these parties are designated as ‘processors’ in the AVG sense, we conclude processing agreements with these third parties.

 

The KWPN may share your personal data with:

• suppliers (inter alia software suppliers, accountants, hosting suppliers);
• breeding farms, inspection authorities, veterinarians, the Netherlands Enterprise Agency (RVO), (other) passport issuing institutions (ppi), the Royal Dutch Equestrian Federation (KNHS);
• to the KWPN affiliated legal persons;
• other parties such as government agencies, courts, and regulators.

 

Transfer of personal data to countries outside the European Economic Area (EEA)

The KWPN shall only process your personal data within the EEA. If, and only on a very exceptional basis, personal data are transferred to a country outside the EEA, the KWPN shall provide appropriate safeguards to guarantee as much as possible the transmission is in accordance with the prevailing legislation and regulation within the EER.

 

Websites of third parties

Our website contains links to third-party websites. The KWPN is not responsible for third-party websites nor the way in which third parties handle your personal data.
 

Security

The KWPN has taken appropriate organisational and technical measures to protect and safeguard your personal data to the best extent possible against unauthorized or illegitimate processing and against loss, destruction, damage, alteration, or disclosure. Should you have questions regarding the protection of your personal data or if you have suspicions of misuse, you may contact us. 

 

How long do we retain your personal data?

The KWPN retains your personal data for as long as is necessary for achieving the purpose for which it was originally collected and/or for as long as is necessary to fulfil our legal obligations. After the expiry of this purpose and/or the need for processing your personal data - for this purpose - we shall destroy your personal data. At all times, this applies 7 years after the service provision ceases.

 

Above stipulations shall not apply in the event KWPN has a legal obligation to retain your personal data for a longer period.  

Your privacy rights

You have the following rights with respect to the processing of your personal data by the KWPN:

 

The KWPN processes your personal data based on one or more of the following legal grounds:

1. the right of access to personal data we process of you;

2. the right to have your personal data altered or corrected in case they are incorrect or incomplete;

3. the right to object to the processing of your personal data;

4. the right to restriction of processing your personal data;

5. the right to request transfer of your personal data to a third party (‘the right to data portability’);

6. the right to removal of your personal data (‘the right to be forgotten’);

7. the right to withdraw consent for processing the personal data if the processing is based on your consent. This also includes the right to unsubscribe to our newsletter or emails. The withdrawal of your consent shall not affect the lawfulness of processing your personal data before its withdrawal.

To exercise your rights, you must contact us via: privacy@kwpn.nl.

In principle, we inform you within a month after receipt of your request if we can comply with the request. This period can in exceptional cases be extended by two months. We shall inform you on such an extension within a month after receipt of your request.

It is possible we cannot or may not (fully) comply with your request(s). If we (partially) reject your request, we will inform you.

To prevent us from disclosing information to the wrong person, we may ask you for additional information to verify your identity.

 

Cookies

The KWPN uses cookies. Cookies are small text files that are stored on your hard drive during a visit on our website. In these small files, information regarding your preferences is saved that can be accessed during a later visit to our website. Thanks to these cookies you do not have to fill out the same information again at a later visit.

The KWPN uses various types of cookies:

• First-party cookies
  
  - Functional cookies.
  The KWPN uses functional cookies. These cookies are essential to make kwpn.nl/kwpn.org function properly. In other words: they are necessary to provide the services requested by you. Functional cookies, for instance, ensure that after having logged in on the website you do not have to log in to every new webpage, and they remember the products you have placed in your shopping cart when you order a product or service via the web shop.
  - Analytics cookies
  The KWPN uses analytics cookies. These cookies help us analyse the way visitors use our website, and enables us, for example, to see which pages are frequently visited and which not so often. This information is used to optimise our website.
  - Permanent cookies
  The KWPN uses permanent cookies. These cookies are used to record your set personal preferences. This way, you do not have to enter your preferences each time or agree with our cookies policy every visit.
  - Tracking cookies
  The KWPN uses tracking cookies. These cookies allow us to track which of our webpages you visit. By using tracking cookies at various sites, we can create a profile of your online surfing behaviour. This profile is not tied to your personal details such as name, address, or email address.
   
• Third-party cookies
  
  - Google Analytics
  Kwpn.nl/kwpn.org stores cookies from Google. These cookies are used for Google Analytics, a service of Google that allows us to analyse how you use our website. This information is used for optimising our website and enables us to create reports about the usage of our website. Google may disclose this information to third parties if she has a legal obligation to do so. The information is anonymized as much as possible. Also check the Google Privacy Policies.
   

In order to make optimal use our website, you must accept our cookie policy. You can do so by clicking on the acceptance button. However, this is not mandatory; if you opt-out of our cookie policy, you can also use our website. Though our website shall then not function properly. (Nota bene: pure functional or essential cookies will always be stored when using our website, since they are necessary for the operation of our website.) You can withdraw your consent (regarding all non-pure functional or non-essential cookies) via your web browser at all times.
 

You can at all times delete or block our cookies. At https://www.kwpn.nl/cookiebeleid you find links of browsers where it is explained how you can block or delete cookies. On this page you can also consult our latest cookie statement.

Who is responsible for your personal data?

The KWPN is the controller in the processing of your personal data. We are listed in the Commercial register of the Chamber of Commerce under number 40477840 with the following address:

De Beek 109

3852 PL Ermelo

 

Do you have questions or complaints?

For questions about the processing of your personal data or the protection of your privacy, you can contact the KWPN via privacy@kwpn.nl.

If you would like to file a complaint about the way in which we process your personal data, the KWPN tries to solve this together with you. If this does not produce the desired result, you may contact the regulatory body, the Dutch Data Protection Authority.