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Privacy statement

1. GENERAL


At Stichting Warm Hearts Floating Sauna "Warm Hearts", "we" or "our"), we take your privacy seriously. This privacy statement explains how we collect, process and protect your personal data.


Personal data is any information based on which you can be identified, directly or indirectly. It is important that you understand how we process your personal data and that you are aware of your rights. 


This Privacy Statement applies to the processing of personal data through our website Warm Hearts Sauna, including personal data processed through our online booking system. 


We may change this Privacy Statement from time to time. This privacy statement was last updated on [2.6.2025]. 


2. RESPONSIBLE PARTY


We are located in Amsterdam, the Netherlands. Our visiting address is President Allendelaan 1 in Amsterdam. Our postal address is Langswater 194 (1069 TS) in Amsterdam, but you can also contact us by email (warmheartssauna@gmail.com).


As the controller of your personal data under the General Data Protection Regulation ("GDPR"), Warm Hearts is responsible for the processing activities described in this Privacy Statement.


3. PURPOSES AND LEGAL BASIS OF PROCESSING


We may process various categories of your personal data. The personal data covered by this Privacy Statement is only processed if there is a legal basis for such processing, for example:

  • where it is necessary for the performance of a contract or in order to take steps prior to entering into a contract;

  • where it is necessary to comply with a legal or regulatory obligation to which we are subject;

  • where it is necessary for the purposes of our legitimate interests; or

  • with your explicit consent.

 

In the table below we have set out which type(s) of your personal data we will process, for which purpose such personal data will be processed and what the legal basis for such processing is. 

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Type(s) of personal data
General personal information, such as  name, phone number and email address.

Purpose of processing
To register visitors

Legal basis for processing

  • Necessary for the purposes of our legitimate interests to be able to fulfill the specified purpose(s).

  • Performance of the agreement

 

Type(s) of personal data
General personal information, such as  name and email address.

Purpose of processing

To verify eligibility based on their participation in the “good deed” initiative for the use of Warm Hearts' facilities.

Legal basis for processing
Necessary for the purposes of our legitimate interests to be able to fulfill the specified purpose(s).

 

Type(s) of personal data
General personal information, such as name, email address, and transaction information (such as transaction ID, transaction type, business location, provider, billing city, billing country/postal code/region, order date/number/type, payment method and billing cycle).

Purpose of processing
To register and collect donations.

Legal basis for processing
Necessary for the purposes of our legitimate interests to be able to fulfill the specified purpose(s).

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Type(s) of personal data
General personal information, such as first name and the good deed.

Purpose of processing
We collect and retain records of good deeds along with your first name solely to support our mission of promoting kindness and social connection. With your explicit consent, the stories may be published on our website and social media platforms to showcase the positive outcomes of our community activities. 

Legal basis for processing
Consent


Please note that if you decide not to provide certain personal data, this may affect our ability to carry out the activity for which we require this data. 


For example, if you do not provide us with personal data that is necessary in order to be able to check your booking and good deed, this may hinder our ability to accept your booking. We will inform you of the consequences of this.


4. RECIPIENTS OF THE PERSONAL DATA


Wix
To operate and maintain our website, we make use of the services of service provider Wix which acts as our data processor. In the context of these services, certain personal data may be stored and processed by Wix on our behalf. For more information on the privacy policy of Wix, please be referred to the information on Wix' website: Privacy & GDPR | Help Center | Wix.com. 


Google Workspace
We use Google Workspace, a suite of cloud-based productivity and communication tools provided by Google LLC (“Google”), for our internal business operations. This includes services such as Gmail, Google Drive, Google Calendar, and Google Docs. In the context of these services, certain personal data may be stored and processed by Google on our behalf. For more information on the privacy policy of Google, please be referred to the information of Google's website: Cloud Data Processing Addendum  |  Google Cloud.

 

5. RETENTION PERIOD


We will only retain your personal data to fulfil the purpose(s) we collected it for, including for the purpose(s) of fulfilling any legal and tax requirements. The retention period for personal data depends on the purpose for which the personal data is used. 
Specific retention periods are detailed in Annex A. 


6. SECURITY MEASURES 


Our website is operated by Wix.com Ltd ("Wix"), a third party service provider. Wix has taken appropriate technical and organisational measures to prevent the loss or unlawful processing of personal data. These measures include: industry-standard technical and organisational security measures as required to appropriately ensure the protection of your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to your personal data, and the confidentiality and integrity of your personal data.


These measures shall be appropriate to the harm which might result from any accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to personal data, and the nature and scope of your personal data which is to be protected.


However, 100% security cannot be guaranteed for any website. Warm Hearts can therefore not be held responsible or liable for unauthorized or unwanted access to personal data that is beyond our control (i.e. despite appropriate measures being in place).


7. YOUR RIGHTS 


Under data protection regulation, you have various rights. These rights are set out below:


1. Right to object to processing

You have the right to object to the processing of your personal data if : 

  • the processing of your personal data is carried out on the basis of a legitimate interest (art. 6 (1) (f) GDPR) due to a reason related to your specific situation;

  • we use your personal data for direct marketing purposes. 

 

2. Right of access
You have the right to access your personal data.  

 

3. Right to rectification
You have the right to ask us to rectify your personal data if it is inaccurate or incomplete.

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4. Right to erasure
You have the right to ask us to erase your personal data in certain circumstances. 


5. Right to withdraw consent
You may withdraw your given consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.


6. Right to restriction of processing
You may have the right to ask us to restrict the processing of your personal data in certain circumstances. 


7. Right to data portability
You have the right to obtain and reuse your personal data in a structured, common and machine-readable form in certain circumstances.

        
Please note that the aforementioned rights under the GDPR may be restricted. There may be circumstances in which we will not (fully) comply with your request because an exemption from the GDPR or from Article 41 of the General Data Protection Regulation Implementation Act applies. This may include, for example, a situation where a restriction of your right is necessary to protect the rights and freedoms of others, including Warm Hearts.

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You may send a request to exercise your rights to: warmheartssauna@gmail.com. We may ask you for additional proof of your identity, to protect your privacy.

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You are entitled to lodge a complaint with a data protection authority regarding the processing of your personal data. In the Netherlands this is:

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Autoriteit Persoonsgegevens
P.O. Box 93374
2509 AJ the Hague
the Netherlands
www.autoriteitpersoonsgegevens.nl 

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8. CONTACT  
If you have any questions with regard to this Privacy Statement or any questions or complaints regarding the processing of your personal data, please send an e-mail to: warmheartssauna@gmail.com.

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Annex A – retention periods

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Category of data

Newsletter: General personal information, such as  name and email address.
Purpose of processing

To send you direct electronic marketing) relating to our company which we consider may be of interest to you.
Legal basis for processing

Consent
Retention period 
Data will be processed until an objection is received or consent is withdrawn.

 

Category of data
General personal information, such as name, email address, and transaction information (such as transaction ID, transaction type, business location, provider, billing city, billing country/postal code/region, order date/number/type, payment method and billing cycle).

Purpose of processing

  • To register, booking and collecting donations.

  • To verify eligibility based on their participation in the “good deed” initiative for the use of Warm Hearts' facilities.

Legal basis for processing

  • Performance of the agreement

  • Necessary for the purposes of our legitimate interests to be able to fulfill the specified purpose(s).

  • Legal obligation (Article 52 Dutch State Taxes Act)

Retention period 

  • We retain the general personal information information only for as long as necessary to manage your booking and for a reasonable period thereafter (typically up to 1 year) to address any potential follow-up or service-related matters. After this period, your data will be securely deleted.

  • The transaction data for donations is retained for a maximum of 7 years.

 

Category of data

First name and description of the good deed.

Purpose of processing
To demonstrate the impact of our initiative by publishing the good deed story  on our website and social media platforms to showcase the positive outcomes of our community activities.

Legal basis for processing
Consent

Retention period 
We collect and retain records of good deeds along with your first name solely to support our mission of promoting kindness and social connection. We will keep this information only for as long as it remains relevant to demonstrating the impact of our initiative.


With respect to the above, we note that we may retain your personal data for longer if necessary in the context of ongoing proceedings or (impending) disputes.
 

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