ClubPlanner Privacy Policy
This privacy policy explains what personal data ClubPlanner Benelux B.V. (Chamber of Commerce number: 58146091) OR ClubPlanner Group B.V. (Chamber of Commerce number: 61025887) (hereinafter: ClubPlanner) collects and how it is processed. When using the website https://clubplanner.com, personal data is provided to ClubPlanner. This privacy policy explains how and for what purpose the data is stored.
1. General
This website is owned and operated by ClubPlanner Group B.V. (hereinafter referred to as “ClubPlanner”). ClubPlanner attaches great importance to the appropriate protection of users’ personal data and ensures that all data protection regulations, in particular the provisions of the GDPR, are complied with.
2. Data Controller
The controller responsible for this website and for the processing of personal data is:
ClubPlanner Benelux B.V.
Asterweg 63
1031 HM Amsterdam
Telephone number: +31 (0)85 – 303 46 79
Email address: info@clubplanner.com
Chamber of Commerce: 58146091
Please send any enquiries regarding data protection at ClubPlanner either to the postal address above or email us at: info@clubplanner.com
For further information, please refer to the legal notice on the ClubPlanner website.
3. Legal basis for the processing of personal data
Where ClubPlanner obtains consent for the processing of your personal data, Article 6(1)(a) of the GDPR serves as the legal basis.
Where processing is necessary for the performance of a contract or for the implementation of pre-contractual measures with you, Article 6(1)(b) of the GDPR serves as the legal basis. This also applies to processing operations necessary for the implementation of pre-contractual measures.
Where the processing of data is necessary to comply with a legal obligation to which ClubPlanner is subject, Article 6(1)(c) of the GDPR serves as the legal basis.
If the processing is necessary to safeguard a legitimate interest of ClubPlanner or a third party, and the interests, fundamental rights and freedoms of the data subject (the user) do not override the former interest, Article 6(1)(f) of the GDPR serves as the legal basis for the processing.
Within the scope of this privacy policy, ClubPlanner always indicates the legal basis on which the processing of your data is based.
4. Data security and data processors
ClubPlanner employs appropriate technical and organisational security measures to protect your data against accidental or deliberate manipulation, partial or complete loss, destruction or unauthorised access by third parties (e.g. TLS encryption for the website), taking into account the state of the art, the costs of implementation and the nature, scope, context and purpose of the processing, as well as the existing risks of a data breach (including its likelihood and impact) for the data subject. These are continuously improved in line with technological developments. ClubPlanner’s organisational measures include data protection training, a confidentiality obligation for employees, and comprehensive authorisation and role-based access control systems.
ClubPlanner also uses external domestic and foreign service providers to conduct its business (e.g. in the areas of IT, logistics, telecommunications, sales and marketing). These service providers act solely on our instructions and have been contractually obliged, within the meaning of Article 28 of the GDPR, to comply with data protection regulations.
You can request further information on ClubPlanner’s technical and organisational measures using the contact details provided above.
5. Data erasure and retention period
The data of the data subject will be erased or restricted as soon as the purpose for which it was stored no longer applies. Data may also be retained if this is required by European or national legislation to which ClubPlanner, as the data controller, is subject. In such cases, ClubPlanner will erase or restrict the data once the relevant requirements have expired. Processing takes place for the entire duration of the customer/supplier/cooperation relationship with you or the company for which you work. If the relationship or cooperation with you or the company for which you work ends, ClubPlanner will retain your personal data for 24 months following the termination of the relationship.
Once this period has expired, your personal data will be destroyed by ClubPlanner, unless you give your consent to the further processing of your personal data.
6. Use of Chatbot
We use an AI-powered chatbot on our website. This is designed to provide user-friendly information and support to website visitors, particularly when using forms whose data is linked to our internal calendar and planning system, ClubPlanner.
6.1 Purposes of processing
The chatbot processes personal data for the following purposes:
Responding to enquiries from website visitors;
To assist with filling in (registration) forms;
Automated transmission of data to our planning software, including ClubPlanner.
6.2 Legal basis for processing
The processing of personal data by the chatbot is based on:
Consent of the data subject (Art. 6(1)(a) GDPR), provided that the data subject voluntarily submits information via the chatbot;
Legitimate interest (Art. 6(1)(f) GDPR), in particular to optimise our customer service and for internal process planning.
6.3 Personal data processed
Depending on the content of the conversation, the following personal data may be processed:
First name and surname;
Contact details (e.g. email address or telephone number);
Details regarding planned participation, availability or membership;
Technical data such as IP address and session information.
It is not permitted to transmit special categories of personal data (e.g. health data) or other sensitive information (e.g. payment details) via the chatbot.
6.4 Recipients and data sharing
Personal data may be disclosed to:
The provider of the chatbot software (data processor);
ClubPlanner (where necessary in connection with forms and planning).
Data processing agreements in accordance with Article 28 of the GDPR have been concluded with these service providers. Data processing takes place exclusively on servers within the European Economic Area (EEA), unless otherwise stated in our Cookie Policy or supplementary information.
6.5 Retention period
Data collected via the chatbot is stored only for as long as is necessary for the respective purposes. Conversation data may be stored for a maximum of 90 days for quality assurance or to process follow-up enquiries, provided there are no conflicting statutory retention obligations.
7. Use of WhatsApp for communication
We offer you the option to communicate with us via WhatsApp – for example, regarding appointment arrangements, bookings or planning information managed via ClubPlanner. We also use a chatbot for this purpose, in accordance with the conditions set out in Article 6.
7.1 Purposes of processing
We process your personal data via WhatsApp for the following purposes:
Communication regarding planned activities, changes or reminders;
Customer service and responding to your enquiries;
Integration with our ClubPlanner planning software to manage our services;
Providing information and advice on the services and offers available.
7.2 Legal basis for processing
The processing of your data via WhatsApp is based on:
Your consent (Art. 6(1)(a) GDPR), provided you contact us voluntarily via WhatsApp.
7.3 Data processed
The following data may be processed in the context of WhatsApp communication:
Your name;
Your mobile number;
The content of your messages (e.g. booking enquiries, availability, other information);
Technical data such as timestamps and metadata.
It is not permitted to transmit special categories of personal data (e.g. health data) or sensitive information (e.g. payment details) via WhatsApp.
7.4 Use of WhatsApp Business and data processing
We use WhatsApp Business, a service provided by Meta Platforms Ireland Ltd. Although your messages are protected by end-to-end encryption, metadata and usage information may be processed by Meta outside the European Economic Area (EEA). We have no control over the data processing carried out by Meta. For further information, please refer to WhatsApp’s Privacy Policy.
7.5 Retention period
We only store messages you send via WhatsApp for as long as is necessary to deal with your enquiry – but for no longer than 30 days, provided there are no legal retention obligations to the contrary.
8. Access data
You can visit the ClubPlanner website without providing any personal details. Each time you access the website, the web server automatically stores a so-called server log file, which contains, for example, the name of the requested file, your IP address, the date and time of access, the amount of data transferred and the requesting provider (access data) and documents the access. This access data is evaluated solely for the purpose of ensuring the smooth operation of the site and improving our service. This serves to safeguard ClubPlanner’s legitimate interest, which prevails following a balancing of interests, in the correct presentation of the service in accordance with Article 6(1)(f) of the GDPR. All access data is deleted no later than seven days after the end of your visit to the site.
9. Cookies
ClubPlanner uses cookies on its website, as is common on most websites. Cookies are small text files that your internet browser stores on your computer. These are mostly so-called ‘session cookies’, which are deleted once your visit has ended. In some cases, cookies with a longer storage period, known as persistent cookies, may also be used so that your settings and preferences can still be taken into account the next time you visit the website. You can delete cookies at any time in your browser’s security settings and configure the use of cookies according to your preferences. However, ClubPlanner would like to point out that you may then not be able to use all the website’s functions.
Cookies help ClubPlanner to improve and simplify your use of the website. They also enable ClubPlanner to recognise your computer and make any settings immediately available. This constitutes a legitimate interest in the processing of data in accordance with Article 6(1)(f) of the GDPR. The use of cookies that are not technically necessary for the use of our online service is only permitted with your express consent in accordance with Article 6(1)(a) of the GDPR. This applies in particular to the use of advertising, targeting or sharing cookies. Furthermore, we will only pass on your personal data processed by cookies to third parties if you have given your express consent to do so.
10. Disclosure of personal data to third parties
ClubPlanner generally uses your personal information solely to provide the services you have requested and consented to. Where external service providers are used in the context of ClubPlanner’s service provision, their access to the data is also exclusively for the purpose of providing the service and on the basis of your consent. Through technical and organisational measures, ClubPlanner ensures compliance with data protection regulations and also obliges its external service providers to do so.
Furthermore, ClubPlanner will not disclose your data to third parties without your express consent, particularly not for advertising purposes. Your personal data will only be disclosed if you have consented to such disclosure yourself, or where ClubPlanner is entitled or obliged to do so under statutory provisions and/or official or court orders. This may, in particular, involve the provision of information for the purposes of criminal prosecution, to avert danger, or to enforce intellectual property rights.
11. Google Analytics
11.1 Use of Google Analytics
This website uses Google Analytics 4, a web analytics service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (“Google”), provided that you have expressly consented to this (Art. 6(1)(a) GDPR).
Google Analytics uses cookies that enable an analysis of your use of the website. The information generated by cookies regarding your use of this website is usually transmitted to a Google server in the USA and stored there.
11.2 IP anonymisation
We use Google Analytics exclusively with IP anonymisation enabled. This means that your IP address is truncated by Google within the EU or the EEA. Only in exceptional cases is the full IP address transmitted to a Google server in the USA and truncated there. The IP address is not merged with other data held by Google.
11.3 Data transfer to third countries
Where personal data is transferred to the USA, this is based on the standard contractual clauses approved by the European Commission pursuant to Article 46(2)(c) of the GDPR, as well as on additional safeguards. Further information is available at:
https://privacy.google.com/businesses/compliance/
11.4 Withdrawal of consent / Deactivation of Google Analytics
You may withdraw your consent to the use of Google Analytics at any time with future effect. You can do this by changing your settings in the cookie banner or by installing the browser add-on to deactivate Google Analytics, available at:
https://tools.google.com/dlpage/gaoptout
11.5 Retention period
The stored data is retained for a period of 14 months and is then automatically deleted.
11.6 Further information
You can find further information on data protection at Google in Google’s privacy policy:
https://policies.google.com/privacy
12. Contact
ClubPlanner offers you the option on our website to contact ClubPlanner via email and/or a contact form. You can decide for yourself what information you wish to provide to ClubPlanner when contacting us. The legal basis for the processing of your data is your consent in accordance with Article 6(1)(a) of the GDPR.
Once ClubPlanner has dealt with your enquiry, the data will initially be stored in case of any follow-up queries. You may request the deletion of the data at any time; otherwise, the data will be deleted once the matter has been fully resolved; statutory retention obligations remain unaffected in each case.
13. Customer account / Customer profile
Once you become a customer, you will receive your login details for the customer account from ClubPlanner after the contract has been concluded. You can use these to log in to your personal customer area on the ClubPlanner website.
In your customer account, you will find information about the services you have booked and can manage your personal settings. To set up your customer account, ClubPlanner processes your details, such as your name, company name, address, email address, telephone number, IP address and, where applicable, payment details.
This data is processed solely for the purpose of fulfilling the contractual relationship and on the basis of Article 6(1)(b) of the GDPR.
Your data will be stored for as long as is necessary for the performance of the contract. Upon termination of the contract or prolonged inactivity (usually 24 months), your data will be deleted, provided there are no legal retention obligations to the contrary.
14. Email marketing
If ClubPlanner receives your email address in connection with the sale of a product or service and you have not objected to this, ClubPlanner reserves the right to send you regular offers by email for similar services to those already commissioned, from ClubPlanner’s range of services, on the basis of Section 7(3) of the German Unfair Competition Act (UWG). This serves to safeguard ClubPlanner’s legitimate interests in addressing its customers for advertising purposes, which prevail following a balancing of interests. You may object to this use of your email address at any time by sending a message to the contact details provided below or via a link provided for this purpose in the promotional email, without incurring any costs other than the transmission costs in accordance with standard rates.
Newsletter
If you subscribe to ClubPlanner’s free newsletter, ClubPlanner will use the data required for this purpose or separately provided by you to send you our email newsletter on a regular basis, based on your consent in accordance with Article 6(1)(a) of the GDPR.
To receive the ClubPlanner newsletter, you need a valid email address. ClubPlanner will verify the email address you have entered to ensure that you are indeed the owner of the specified email address or that the owner has authorised receipt of the newsletter (double opt-in). When you subscribe to the ClubPlanner newsletter, your IP address and the date and time of your subscription will be stored. This serves as a safeguard for ClubPlanner in the event that a third party misuses your email address and subscribes to the ClubPlanner newsletter without your knowledge. No further data is collected by ClubPlanner. You can unsubscribe from the newsletter at any time, either by sending a message to the contact details provided below or via a link provided for this purpose in the newsletter.
Once you have unsubscribed, ClubPlanner will delete your email address, unless you have expressly consented to the continued use of your data or ClubPlanner reserves the right to use your data for other purposes that are permitted by law and about which ClubPlanner informs you in this statement.
16. Use of forms for event registration, white paper downloads
On our website, we offer you the option to register for specific events or webinars via an online form (e.g. via: https://campaign.clubplanner.com/Webinar-neuemitglieder2025) or to download a white paper.
In doing so, we process the personal data you provide in the form (e.g. name, email address, telephone number if applicable) solely for the purpose of conducting and organising the respective event.
The legal basis for the processing is:
your consent (Art. 6(1)(a) GDPR), insofar as you have given this via the form, as well as
the performance of a contract or the implementation of pre-contractual measures (Art. 6(1)(b) GDPR), insofar as your registration relates to a specific event;
our legitimate interest (Art. 6(1)(f) GDPR) in the context of our white paper.
The data will only be stored for as long as is necessary for the organisation of the event or where statutory retention obligations apply.
Data will only be disclosed to third parties in connection with the technical processing of the form, with which a data protection-compliant data processing agreement is in place.
You may withdraw your consent at any time with future effect. To do so, simply send an informal message to the contact/email address provided in the legal notice.
Newsletter tracking
ClubPlanner uses so-called newsletter tracking in its newsletters. This enables ClubPlanner to record recipient responses (opening an email, clicking on text and image links, downloading images using an email programme) and store them anonymously for statistical purposes. It is not possible to identify individual users from the stored data.
Provided that you, as a user, have given your express consent in advance, the aforementioned recipient responses (usage data) will be recorded and stored in a personally identifiable form. With the help of this usage data, ClubPlanner can better tailor the content of the newsletter to your personal interests. You also have the option to withdraw your consent to the collection and analysis of personal usage behaviour at any time, separately from your consent to receive the newsletter, via the opt-out link included in every newsletter.
The legal basis for newsletter tracking is ClubPlanner’s legitimate interest under the GDPR, Article 6(1)(f), to be able to design a newsletter that is suitable and reader-friendly for you, whilst at the same time increasing efficiency.
Social Media
ClubPlanner uses links or plugins on its website to the social media networks Facebook, YouTube and Instagram. The share buttons involve the automated embedding of layout buttons with links and identical click events to the individual services. No content from the services is embedded, nor is any data transmitted, until you click on the links. After clicking the button, the operator of the social media platform receives the information that the respective page has been accessed, for which personal data is transmitted to the platform operator.
If you are logged in to certain services at this point, e.g. your YouTube account, you are allowing the individual social media service providers to link your browsing behaviour directly to your personal profile. You can prevent this by logging out of your social media account beforehand.
The individual providers are responsible for ensuring that your privacy is protected in accordance with data protection regulations; this privacy policy does not apply to the services provided by social media providers. For further details regarding the terms and conditions applicable to these social media services, please refer to the respective privacy policies of the providers. You can find these at:
Facebook: https://de-de.facebook.com/policy.php
YouTube: https://policies.google.com/privacy?hl=de
Instagram: https://privacycenter.instagram.com/policy
The use of links or plugins on the ClubPlanner website to social media networks enables ClubPlanner to provide you with further information about itself and ClubPlanner’s products; this also constitutes a legitimate interest within the meaning of Article 6(1)(f) of the GDPR. The use of plugins to social media networks is based solely on your consent within the meaning of Article 6(1)(a) of the GDPR.
Your rights
ClubPlanner undertakes to explain to you how ClubPlanner processes personal data and to inform you about your rights as transparently as possible. If you require further information or wish to exercise your rights, you can contact us at any time using the contact details provided above (info@clubplanner.com) so that ClubPlanner can address your concerns. ClubPlanner would like to inform you of the following rights:
• pursuant to Article 15 of the GDPR, the right to request information, to the extent specified therein, regarding your personal data processed by ClubPlanner;
• pursuant to Article 16 of the GDPR, the right to request the immediate rectification of inaccurate personal data or the completion of your personal data stored by ClubPlanner;
• pursuant to Article 17 of the GDPR, the right to request the erasure of your personal data stored by ClubPlanner, unless further processing
- for the exercise of the right to freedom of expression and information;
- to comply with a legal obligation;
- for reasons of public interest; or
- is necessary for the establishment, exercise or defence of legal claims;
• pursuant to Article 18 of the GDPR, the right to request the restriction of the processing of your personal data, provided that
- you contest the accuracy of the data;
- the processing is unlawful, but you object to its erasure;
- ClubPlanner no longer needs the data, but you require it for the establishment, exercise or defence of legal claims; or
- you have objected to the processing in accordance with Article 21 of the GDPR;
• under Article 20 of the GDPR, the right to receive the personal data you have provided to ClubPlanner in a structured, commonly used and machine-readable format, or to request that it be transferred to another controller;
• pursuant to Article 77 of the GDPR, the right to lodge a complaint with a supervisory authority. As a rule, you may contact the supervisory authority for your usual place of residence, your place of work or the registered office of ClubPlanner.
Automated decision-making or the use of profiling does not take place on the ClubPlanner website.
Validity of this Privacy Policy
ClubPlanner reserves the right to amend its privacy policy to bring it into line with changes to relevant laws and regulations and to better meet your needs as a user of our website.
July 2023