Privacy Policy

Version 12 April 2024

SAIL Event Partners CV ("SEP"), SAIL Beheer BV, SAIL Activities BV, and Stichting SAIL Amsterdam ("SSA") (hereinafter collectively "SAIL") are responsible for organizing SAIL Amsterdam 2025. Consequently, it is also SAIL's responsibility to respect your privacy. In the interest of complete transparency with our stakeholders, SAIL has formulated and implemented this Privacy Statement concerning the processing of personal data, its purpose, and the options for stakeholders to exercise their rights as effectively as possible.

This Privacy Statement outlines how SAIL handles the personal data it processes. This Privacy Statement is the only version applicable to the processing of personal data by SAIL. Therefore, we ask you to read this Privacy Statement carefully. SAIL may update this statement from time to time. The published Privacy Statement on this website is always the most recent version.

SAIL is the data controller for the processing of personal data.

PROCESSING YOUR PERSONAL DATA

What information does SAIL process and why?
SAIL processes various categories of personal data for different purposes. For example, SAIL processes personal data when you use our website, such as for analyzing how visitors use the site. SAIL also processes personal data when you request information via the website, receive our newsletter, enter into an agreement with SAIL for a package or event during SAIL Amsterdam 2025, or visit SAIL Amsterdam 2025 (possibly as a guest of a third party who has entered into an agreement with SAIL). In these situations, SAIL does not always process the same categories of personal data. Below is an outline of the categories of personal data processed in different situations.

Processing personal data when you visit this website
Until you accept the use of cookies and other tracking systems on the SAIL Amsterdam 2025 website, SAIL will not place analytical cookies and/or tracking cookies on your computer, mobile phone, or tablet. The personal data collected on the website are mainly used by the administrator to maintain relationships with you and, if applicable, to process your orders.

Processing personal data you provide to SAIL
You can sign up via this website to join the SAIL crew during the period leading up to and during SAIL Amsterdam 2025, for example, as a volunteer. In this situation, SAIL will ask you to provide the following information via the registration form:

Name
Address
Date of birth

Gender
Email address
Phone number

SAIL has a legitimate interest in processing this personal data and needs the requested information from the registration form to properly inform all volunteers, make appropriate arrangements for SAIL Amsterdam 2025, and respond accordingly. For SAIL Amsterdam 2025, SAIL collaborates with Deedmob. They use the data for the planning toolkit and store this information until 31 August 2025. All data is not shared with third parties and will be deleted by Deedmob on the specified date. SAIL may contact you once for volunteer work for SAIL Amsterdam 2030. To do this, SAIL retains your full name and email address until 1 June 2029. If you object to this processing of your personal data, please contact vrijwilligers@sail.nl.

You can pre-register for specific packages during SAIL Amsterdam 2025 via the website. In this situation, SAIL will ask for the following information:

Company name
Contact person
Email address
Phone number

SAIL has a legitimate interest in processing this personal data and may need it to fulfill an agreement with you, to contact you about the packages, finalize them, and maintain relationships with you.

You can also subscribe to our newsletter via the website. In this situation, SAIL will ask for the following information:

Name
Email address

This allows SAIL to send you the newsletter and maintain relationships with you. SAIL processes this personal data based on your consent for this processing. You can withdraw your consent at any time via the website if you wish to unsubscribe from the newsletter.

Processing personal data not directly provided by you
When SAIL enters into agreements with another party in connection with or related to an event organized by or on behalf of SAIL during SAIL Amsterdam 2025, it may occur that SAIL receives your personal data via this other party. This situation may arise, for example, when you attend an event as a guest of this party during SAIL Amsterdam 2025. In such cases, SAIL processes the following personal data:

Name
Email address

SAIL processes this data for legitimate interests, such as administrative purposes, fulfilling the agreement with the other party, providing good service, security purposes, and efficient business operations.

During SAIL Amsterdam 2025, SAIL (or contractors with whom SAIL has agreements) may take photos and videos of the event and its visitors. This material may be used by SAIL for marketing purposes for the SAIL Amsterdam event or may be made public on the website sail.nl. SAIL has a legitimate interest in processing this personal data for the promotion and marketing of SAIL Amsterdam 2025 and future editions of this event.

Retention Period
SAIL does not retain your data longer than necessary for the aforementioned purposes. If required by statutory retention obligations, such as tax obligations, SAIL will retain your data for a longer period in accordance with these statutory retention periods.

Sharing Personal Data with Third Parties
If necessary for fulfilling an agreement, complying with a legal obligation of SAIL, or carrying out (a part of) the SAIL Amsterdam 2025 event, SAIL may also share your data with other parties, such as the captains of the participating ships in the event. If SAIL shares personal data with third parties processing this data on our behalf, SAIL will always enter into a data processing agreement with these parties to comply with the existing regulations regarding your personal data.

International Data Transfers
To comply with EU data protection laws regarding international transfers, SAIL carefully considers whether an adequate level of protection can be provided. Where necessary, we establish agreements based on model contract clauses set by the European Commission (Article 46(2)(c) GDPR). For more information on international transfer safeguards, you can contact us via the contact details provided in this Privacy Statement.

YOUR RIGHTS REGARDING YOUR DATA

You have the following rights regarding the processing of your personal data by SAIL:

Right of access: You have the right to know whether SAIL processes your personal data. You can obtain a copy of the personal data that SAIL processes about you, along with other information about how SAIL processes your personal data.
Right to rectification of inaccurate personal data: If SAIL processes personal data about you that is incorrect or incomplete, you can have it corrected or supplemented.
Right to erasure (under certain conditions): You have the right to have your personal data processed by SAIL deleted.
Right to restriction of processing (under certain conditions): You have the right to request SAIL to restrict the processing of your personal data in certain circumstances, for example, while SAIL investigates a complaint from you stating that the personal data SAIL holds about you is incorrect.
Right to object: You have the right to object to the processing of your personal data by SAIL.
Right to data portability: If you have provided SAIL with your personal data, you may have the right to receive a copy or have a copy sent to another company (in a digital format) of the personal data you provided to SAIL.

You can exercise these rights by submitting a request via email at info@sail.nl and/or info@saileventpartners.nl. SAIL is legally required to verify your identity when you make a request to exercise your rights. Therefore, SAIL asks you to send a copy of your ID with your request. Use the CopyID app to make a safe copy of your ID (more information is available via www.rijksoverheid.nl).

Within 1 (one) month of receiving your request, SAIL will respond. Depending on the complexity and number of requests, this period may be extended by 2 (two) months if necessary.

DIRECT MARKETING

You may receive commercial offers from SAIL in the context of direct marketing. SAIL will only approach you if you have given your consent or if you have previously purchased a product or package from SAIL. You can withdraw your consent at any time. If you no longer wish to receive such offers, you can email us at info@saileventpartners.nl.

COOKIES

A cookie is a small text file placed on your computer's hard drive when visiting the website. A cookie contains data so that each time you visit the website, the visitor can be recognized, making it possible, for example, to facilitate logging in.

Until you accept the use of cookies and other tracking systems on the SAIL Amsterdam 2025 website, SAIL will not place analytical cookies and/or tracking cookies on your computer, mobile phone, or tablet.

This website uses the following types of cookies:

Google Analytics (analytical cookie)
Adobe (analytical cookie)
Functional cookies: such as session and login cookies for keeping track of session and login information.
Analytical cookies: to gain insight into visits to our website based on information about visitor numbers, popular pages, and topics. This way, we can better tailor communication and information to the needs of website visitors. We cannot see who visits our websites or from which PC the visit occurs.

COMPLAINTS

If you have a complaint about the processing of your personal data by SAIL, SAIL will always try to find a solution with you. SAIL also points out that you can submit your complaints or concerns about the processing of your personal data to the Dutch Data Protection Authority. Details are available via www.autoriteitpersoonsgegevens.nl.

CONTACT DETAILS

SEP Contact Information:
Address: Danzigerkade 15, A-6, 1013 AP Amsterdam
Phone number: 06-19101217
Email address: beheerder@saileventpartners.nl

SSA Contact Information:
Address: Danzigerkade 15, A-6, 1013 AP Amsterdam
Phone number: 06-19101217
Email address: info@sail.nl

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