Privacy statement

Who is responsible?

The data controller is VvE Wittevrouwenhof, Pastor Stockmannhof, Utrecht, registered with the Dutch Chamber of Commerce under number 30279364. The board is the point of contact for privacy: [email protected].

Visitors to the public website

You do not need to enter anything to use the public part of the site. We do not use advertising or tracking cookies, or analytics services that follow you.

To see how the site is used, we count per day how often each page is viewed and how many residents use the residents’ area. This is anonymous: no cookies, no IP addresses and no names. We cannot see who visited which page.

Our hosting provider Cloudflare processes technical data such as your IP address and browser type to deliver the site and protect it against abuse. We do this based on our legitimate interest in a secure website. This data is kept briefly and is not used by the association to track visitors.

Logging in to the residents’ area

The residents’ area is only for owners and residents. You log in with your email address and a one-time code sent by email; there is no password. The board keeps a list of email addresses with access and the role each person has (member, Technical Committee or board).

Legal basis: carrying out the association’s tasks under the deed of division and its regulations, and our legitimate interest in restricting the residents’ area. If you move out or are no longer an owner or resident, we remove your access.

The residents list

The residents list is meant for contact between neighbours and is only visible to logged-in residents. You are only listed if you choose to be, and you decide per item what you share: name, house number, phone number, email address and photo.

Legal basis: your consent. You can withdraw it at any time by changing your details or removing yourself from the list. When you move out, the board removes your listing and photo. Only use your neighbours’ details for contact within the hof and do not pass them on.

Reports and the Technical Committee

If you report a defect, we use your name, house number, contact details and description to handle the report. We keep reports and related actions as long as needed for maintenance and accountability, in principle no longer than 2 years after they are closed.

Documents

The residents’ area contains association documents such as minutes, annual accounts and regulations. Minutes may include names of owners where needed for decision-making. We keep these documents as long as needed for the association’s records and statutory retention periods (seven years for financial records).

Photos

Photos of the hof and of activities are placed in the photo album in the residents’ area. We only post recognisable photos of residents, and especially of children, with consent. If you want a photo removed, let the board know and we will take it down as soon as possible.

On the public site we only use photos of the hof itself in which residents are not recognisable or for which consent was given.

Contacting the board

If you email the board or the Technical Committee, we use your message and contact details to reply. Our email is hosted by STRATO in Germany.

Who do we share data with?

We do not sell data or share it with others for marketing. We work with these service providers, who only process data on our behalf:

• Cloudflare: website hosting, security, login to the residents’ area and storage of data and documents.
• STRATO: domain name and email for the board, the Technical Committee and the treasurer (servers in Germany).
• GitHub: management of the website’s source code. It contains no personal data of residents.
• Metea BV: management and administration of the association.

Data outside the European Union

Cloudflare and GitHub are US companies and may process data outside the EU. They participate in the EU-US Data Privacy Framework or use the European Commission’s standard contractual clauses, so your data is adequately protected there as well.

Security

The residents’ area is restricted: only known email addresses can log in, and what you can see or change depends on your role. Every change in the residents’ area is recorded in a log. The website uses an encrypted connection (HTTPS).

Your rights

You have the right to access your data, have it corrected or deleted, object to its use, and withdraw consent you have given. Send your request to [email protected]; we will respond within one month.

If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

Changes

The board may update this statement, for example when the website changes. The date at the top shows which version applies. We will inform residents of significant changes.