PRIVACY POLICY

1 General

ON THE BEACH BV is committed to protecting and respecting your privacy. This privacy statement explains how we collect, use, and disclose personal information in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), better known as the General Data Protection Regulation (GDPR), as well as all applicable national regulations.

2 Who are we?

ON THE BEACH is the controller of your personal data.
This means ON THE BEACH is responsible for determining the purposes and means of processing of personal data it processes about its customers, prospective customers, suppliers, and website visitors in accordance with the provisions set forth in this privacy policy.
Our contact details are:
ON THE BEACH BV, met ondernemingsnummer BE0813.235.627, Verschaningstraat 46, 2000 Antwerpen, info@onthebeach.events

3 What categories of personal data do we process and where do we get these data?

ON THE BEACH collects personal data obtained directly from you or via third parties through (i) contracts that connect you to us (directly or indirectly), (ii) voluntary disclosure thereof by the person concerned (whether or not through contact forms), (iii) commercial activities in which you participate, (iv) the use of our website and social media (containing the related technologies, such as cookies, for which we refer to our cookie policy), or (v) by you visiting one of the festivals we organize.

The categories of data processed varies depending on your interaction with us:

You purchased a ticket to attend ON THE BEACH :
- We will collect and process your contact information (name, age, email address) and billing information, number of tickets bought;
- At the event, we use the data that are linked to your ticket to verify your identity as a fraud prevention measure and to confirm the authenticity of your ticket. We may also verify your age during the event to ensure we are allowed to serve you alcoholic beverages;
- When you attend ON THE BEACH, we may collect your information via video surveillance cameras (we use signs indicating the use of such cameras) and during the event, we may capture photographs and videos of attendees to document, promote and celebrate the event.
You are a visitor of our website:
- We collect information such as the browser and device you are using, your IP address, your location, the site you came from, what you did and did not use our site/app for, or the site you visit when you leave us. For more information on how we collect this information, see our Cookie Policy.
You are a supplier:
- We collect and process contact information (name, address, telephone number and/or e-mail address.
You do not wish to share any personal data?
- Consequences of not providing personal data? The provision of personal data is a prerequisite to enter into an agreement. Failing to provide your personal identification data will result in no access being provided to the festival or eventsite.

4 Why do we process your personal data?

We will use the personal data you provide us with for the following purposes:

4.1 For the performance of our contract with you (pre-registration and ticketing)

During the pre-registration process for ticket sales for our events and events we co-promote, we process your personal data to contact you prior to the start of the actual ticket sale. To carry out the ticket sales, we process your identification details such as your name, date of birth, gender and nationality. We also process certain specifics of your purchase, such as the type of ticket you prefer. When we process your personal data during the pre-registration process, we do so at your request and based on your consent. Once your pre-registration leads to the purchase of a ticket, we rely on the necessity to execute the purchase agreement for processing your personal data. To the extent that we are subject to a legal obligation to perform fraud prevention and we process your personal data for this purpose, we rely on our legitimate interest in efficiently fulfilling that legal obligation. We also rely on our legitimate interest when we process your personal data to make the ticket sales as efficient and secure as possible, and to use statistical information about the pre-registration process and ticket sales to assess and improve our procedures for the future.
When you buy a ticket, we process your personal data to be able to process the purchase of your tickets and manage registrations, follow up on payments, manage registrations, ensure the safety and security of our event attendees, and communicate with festival goers, for example communication of practical information.
During the event we use this personal data to, among other things, to prevent fraud and to check whether you may order alcoholic beverages.
ON THE BEACH also uses personal data to support and manage supplier relationships as well as customer relationships.

4.2 To comply with our legal obligations

We may collect and process your personal data to comply with our legal obligations (for example our obligations with regard to security and protection of consumer health with respect to food and beverages).

4.3 For marketing purposes and promotional services

Subject to your consent, we will collect and process personal data to contact you with information or offers regarding our upcoming events, products, or services – this may be via email, via push and web notifications, via SMS, or social media platforms.
Photographs and videos taken during the event or taken in relation with the event may be used as part of our promotional materials and shared on our official social media channels and website, as well as on social media channels and websites of our partners. This is done to enhance the festival experience and promote future events.

Please note that permission to capture and use your image is not always required and can also be implicit. For the processing of your personal data, we rely on our legitimate interest in promoting our events to a wider audience and keeping archives of our various events.

4.4 For security reasons

ON THE BEACH may process your personal data to ensure security at the event site.

4.5 To improve our services

ON THE BEACH may process your personal data to improve our service and enhance the experience in the future.
ON THE BEACH will collect, use, or disclose personal data, only for the purposes disclosed to you, unless the disclosure:
- is a use of the personal data for any additional purpose that is directly related to the original purpose for which the personal data was collected,
- is necessary to prepare, negotiate and perform a contract with you, as required by law or the competent governmental or judicial authorities,
- is necessary to establish or preserve a legal claim or defense.

5 On what basis do we process these data?

We rely on the following legal bases for processing personal information:
- The necessity of processing for the performance of a contract
- Compliance with legal obligations
- We have a justified, legitimate interest promoting our event, for example in promoting our event online and on social media; and
- Consent for specific purposes, such as direct marketing

6 How long will your personal data be processed and stored?

Your personal data is kept for as long as necessary to achieve the purpose for which it was collected, in line with the legal, regulatory, and internal requirements in this regard, and no longer than 10 years. This does not affect your rights as shown below in paragraph 9.

7 With whom do we share your data?

We may share personal data with:
- Service providers and third parties assisting with ticketing, event management, other festival-related services, technical services, IT service providers, payment service providers etc.
- Partners of our event, such as sponsors (pictures and videos of the event to be used on social media and websites to promote the event).
- Authorities, such as regulatory authorities, courts, tribunals, and governmental bodies. Note that, if the government carries out an investigation, we may share your personal information with the government if required by law. We may also disclose your personal information when absolutely necessary to prevent, detect or prosecute criminal activity.
- Companies belonging to the group of companies to which ON THE BEACH belong.
ON THE BEACH reserves all rights to share personal data in case the company or its assets are being sold or transferred. Should such a sale or transfer occur, we will make reasonable efforts to induce the transferee to use the personal information you provide to us in a manner consistent with our privacy statement.
Some recipients of your personal data may be located in a country outside the European Economic Area (hereinafter: “EEA”). For certain third countries, the European Commission has determined that they provide an adequate level of protection of personal data. Such adequacy decisions exist for countries such as the United Kingdom and Switzerland. If we transfer personal data to a recipient in a third country for which no adequacy decision exists, and no exemptions for specific situations apply, we are required to observe appropriate safeguards for the processing of your personal data. Such safeguards may be provided, inter alia, by a contractual arrangement between us and the recipient in the third country that is based on the standard contractual clauses for international transfers of personal data established by the European Commission, or any other mechanism that allows for the international transfer of your personal data in accordance with applicable data protection laws. Where we rely on appropriate safeguards for the transfer of your personal data, we will assess whether these safeguards can provide sufficient protection for your personal data so that the level of protection guaranteed in the EEA is not undermined by the transfer. If this is not the case, we will take the necessary additional measures to provide adequate protection. If this is not possible, we will not transfer your personal data to that recipient, or will only transfer your personal data if and to the extent another mechanism makes the transfer possible.

8 Protection of your personal data

ON THE BEACH uses a variety of technical and organisational measures to help protect personal data. We have implemented appropriate data collection and processing practices and security measures to protect against unauthorized access, alteration, disclosure, or destruction of any personal data.

9 What rights do you have?

You have certain rights and choices in relation to the personal data we collect from you.
As a matter of principle, you have the right to access or correct your personal data.
You have the right to have your personal data deleted without unreasonable delay from ON THE BEACH in case of the following: (i) the personal data is no longer required for the purposes for which it was collected, (ii) the consent on which the processing is based has been withdrawn; (iii) the data subject objects to the processing due to a general or legitimate interest justification, or pertaining to direct marketing, (iv) the personal data has been processed unlawfully, (v) the personal data must be deleted in order to comply with a legal obligation, (vi) the data has been obtained in connection with an offer of services from the information society to a child.
In addition, you have the right to withdraw your consent, if previously provided, to the data processing or to object to the processing of your personal data by ON THE BEACH based on a legitimate interest.
You can in any case object to any processing of your personal data for the purposes of direct marketing.
You have the right to data transfer. This means that you can submit a request to us to send the personal data we hold about you in a computer file to you or another organisation you have mentioned.
You have the right to limit the processing of your personal data if (i) you dispute the accuracy of the personal data, (ii) the processing is unlawful and you oppose the erasure of the personal data, (iii) we no longer need your data for the processing purposes, but you still need them for the institution, exercise or substantiation of an action, (iv) you have objected to the processing on the grounds of the legitimate interests of ON THE BEACH.
You may send a request to info@onthebeach.events or a letter to the ON THE BEACH, FAO privacy controller, Verschansingstraat 46 b302, 2000 Antwerpen for access, correction, deletion, data transfer or limitation of your personal data or a request to withdraw your consent or objection to the processing of your personal data.
To ensure that the request for inspection has been made by you, we ask that you enclose a copy of your identity card with the request. In this copy, make your passport photo, MRZ (“machine readable zone”, the strip with numbers at the bottom of the passport), passport number and national register number black. This is to protect your privacy.
ON THE BEACH is committed to responding as quickly as possible, and at least within 30 days, to your request. In the event the complexity and/or number of requests would require an extension of this term, ON THE BEACH shall inform you, within (30) days of the receipt of your request, of the extension of this term (which shall not exceed two months), together with the reasons for the extension.
ON THE BEACH would also like to draw your attention to the fact that you have the possibility of lodging a complaint with the national supervisory authority mentioned in paragraph 11.

10 Our obligations with respect to this processing

Principles of processing: ON THE BEACH will always process personal data via the following principles: (i) in a manner that is lawful, proper, and transparent with regard to the data subject, (ii) for specified, explicit and legitimate purposes, (iii) in a relevant way and limited to what is necessary for the purposes for which the data is intended; (iv) the data will be accurate and, if necessary, updated, (v) the data will be kept in a format that makes it no longer possible to identify the data subject other than for the purposes for which the personal data has been processed, (vi) all appropriate technical or organisational measures will be taken to ensure the personal data is processed in such a way as to ensure adequate security and that it is protected against unauthorised or unlawful processing and against unintentional loss, destruction or damage.
Sharing of personal data: Within the ON THE BEACH group, your personal data is only accessible to employees who must have access to this personal data in the context of carrying out their work. These employees are bound by strict internal rules regarding the processing of personal data. When ON THE BEACH relies on external parties for the purpose of processing personal data, only parties that provide sufficient guarantees to ensure the processing complies with the legal requirements and guarantees the rights of the data subject will be relied upon. Your personal data can be transferred to the following categories of recipients: IT suppliers, consultants, marketing companies, SAAS companies, artists, managemetn of artist, agencies, etc.
In certain cases, we may share your personal data with the agency or management of the performing artist, for their own marketing purposes. These third parties may use your data to send you promotional messages, newsletters, or information about upcoming events, tours, or releases related to the artist. This data sharing will only occur if you have actively agreed to it during the ticket purchase process or any other interaction where such consent was requested. You are under no obligation to give this consent, and your decision will not affect your ability to purchase tickets or access our services. You may withdraw your consent at any time by contacting us at [insert contact email] or by following the unsubscribe instructions provided in any communications you receive from the artist’s agency. We do not sell or disclose your personal data to third parties for their independent use without your explicit consent.

11 Finally

Current privacy policy can always be amended. We thus advise you to check this privacy policy regularly.
We have tried to be transparent in the way we have described your rights and the obligations of ON THE BEACH in the context of processing personal data. However, if there are still uncertainties, you would like further information, or if you have any questions, we will gladly provide further assistance.
If you have complaints and/or suggestions concerning how we handle your personal data, please let us know. ON THE BEACH is committed to upholding your rights. In addition, we would like to inform you that you always have the right to file a complaint with the supervisory authority. The Contact details of the Belgian supervisory authority are:

Gegevensbeschermingsautoriteit

Drukpersstraat 35, 1000 Brussel

+32 (0)2 274 48 00

+32 (0)2 274 48 35

contact@apd-gba.be

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