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Privacy & Data Protection Policy

Version 1.0 — last updated 2026-07-04. This policy explains how Visi Platform ("we", "the church") collects and protects personal data, in line with the EU General Data Protection Regulation (GDPR, Regulation (EU) 2016/679) and Belgian data-protection law.

1. Who is responsible (Data Controller)

Visi Platform is the data controller. For any data-protection question, contact our Data Protection Officer: Visi Platform — [email protected].

2. What data we collect

  • Members & families: name, contact details, family links, role, membership status, birthday.
  • Children (special protection): name, age, parents/guardians, emergency contacts, pickup arrangements, and — where you provide it — allergies and health notes (a special category of data, processed only to keep your child safe).
  • Attendance & participation in services, classes and events.
  • Photos & media, only where separate consent is given.
  • Giving & contributions, where you donate (handled by a secure payment provider; we do not store card details).
  • Communications preferences (email / SMS opt-in).

3. Why we use it, and our lawful basis (GDPR art. 6 & 9)

  • Consent — for photos, newsletters and non-essential communications.
  • Contract / membership — to run the activities you sign up for.
  • Legitimate interest — to organise ministry, classes and pastoral care.
  • Legal obligation — accounting and statutory record-keeping.
  • Vital interest / safeguarding — health & allergy data and child-protection records, to protect a person's life and safety.

4. Children and minors (GDPR art. 8)

We give special care to children's data. For anyone under 16, we require the verifiable consent of a parent or legal guardian before collecting or using their data, and we collect only what is necessary for their care and participation.

5. Photos & media

We use photos or video of services and activities only where consent has been given, and you may withdraw that consent at any time.

6. Communications

We contact you about activities you take part in. Marketing-type or newsletter messages are sent only with your opt-in, and every message lets you opt out.

7. Who we share data with

We never sell your data. We share it only with service providers acting on our instructions (secure hosting, a payment provider for online giving, and the email / messaging services we use to contact you). Where any provider is outside the European Economic Area, we ensure appropriate safeguards are in place.

8. How long we keep it

We keep personal data only as long as necessary for the purposes above. Data of inactive members or children is reviewed after 36 months and then deleted or anonymised, unless the law requires us to keep it longer (e.g. accounting).

9. Your rights

Under the GDPR you have the right to: access your data; correct it; have it erased; restrict or object to its use; receive a portable copy; and withdraw consent at any time (this does not affect processing already carried out). To exercise any right, contact our DPO above. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données, www.dataprotectionauthority.be).

10. How we keep data safe

Access to personal data is restricted to authorised volunteers and staff on a need-to-know basis, data is held on secured systems, and sensitive records (children, pastoral care) are further restricted.

11. Changes to this policy

We may update this policy; the version and date above always show the current one.

12. Contact

Visi Platform — Visi Platform, [email protected].