About our data processing
Below you can read how we process your data, where we save it, what security techniques we use and to whom the data is visible.
Web shop software
Our website and web shop are built upon the Odoo platform, the business solution for integrated CMS and E-commerce platform-based solutions. As a website user, we save your personal data which is in normal situations not more than your login (email) and your name. Whenever you use our site to buy products and services you will be asked to enter more personal information like your full address and in case of a business or organization we will ask you to enter your legal registration information as well.
You can contact GothVille vzw at any time to request the deletion of this data. This is done by a simple website request in our contact form. In case you didn't log in on our platform for more than two years your account will be deleted from our database to confirm the GDPR ruling in Europe. In your profile page you can see the personal data we have saved, you can change them and make sure your data is up-to-date. In case we have made invoices on your account we are by law obligated to keep track of your invoice data for 7 years. We save these data in our bookkeeping software in a digital manner and not on paper. This information will be deleted after 7 years and remain in your yearly encrypted backup until further notice.
E-mail and mailing lists
Our newsletter is being processed by our platform Odoo and will handle your subscriptions which you can manage in your profile page. Our newsletters will contain information about new features of our website. Publication about new radio shows, podcasts and Goth scene related news like music releases or festival and party events. Sometimes our newsletter can contain surveys which can participate or ignore. Surveys are being used to improve our projects and to get a picture of our audience. To have a proper view, we will only allow to participate once per survey. This way we make record of your answers but will always anonymize the results in case we publish results.
For our regular business email, we use the email services of
For our online payments we use:
For our registered users we provide review features. All your comments are being saved on our servers and published on those topics you post. When your post is conforming to our site policy we might decide to highlight your post. When your post is NOT conforming to our site policy, we have the right to delete your comments.
Transport and logistics
GLS, UPS and FedEx
If you place an order with us, it is our responsibility to have your order successfully delivered to you. For the delivery we use the services of GLS, UPS and FedEx. For a successful delivery we must share your name, address and residential details with our transport partner. They use this information with the sole purpose to carry out the agreement of delivery. In case they are hiring subcontractors, they will share said information with these parties.
Accounting and Bookkeeping
Gothville vzw is a registered non-profit organization in Belgium with VAT registration ID BE
0875882878. European vat rules apply whenever you buy products from our shop which we deliver to your address outside Belgium, but inside the EEC and when your organization or company is legally entitled for intra-community invoicing. In all other cases your purchases from our shop will follow the VAT rules on products of 21% for luxury and alcohol, the 6% VAT rule for food will apply but will be most likely not being sold in our shop.
External sales channels
We use our platform as a sales channel, but use third parties to promote our site like google, Facebook, Twitter, LinkedIn, Spotify, mix cloud, twitch and other media sharing tools.
Purpose of data processing
General purpose of data processing
We use your data with the sole purpose of providing you with our services. This means that the goal of processing this data stands in direct relation to the assignment or task that you offer us. We do not use his data for (addressed) marketing purposes. If you share information with us, and we use this information to - not based on a request – contact you later, we will first ask for explicit consent. Your data is not shared with third parties, with any other purpose than to fulfil accountancy and administrative obligations. These third parties are all obligated to a duty of confidentiality based on the agreement we have with them, an oath or legal obligation.
Automatically collected data
Information automatically gathered by our website is processed with the sole purpose of providing you with and/or to further improve our services. This information (for instance your IP address anonymized), web browser and operating system) is not personal information.
Cooperation in tax and criminal investigation.
In some cases, we may be obligated by the government to a lawful duty of sharing your information with the purpose of assisting in a fiscal or criminal investigation. In such cases we are forced to comply and assist, but will, based on lawful possibilities, offer objection.
We store your data for as long as you are a client with us. This means that we maintain and keep your client profile until you make it known to us that you no longer desire to use our services. Such a message also functions as a request to be forgotten. We are required to keep invoices with your (personal) information due to relevant administrative obligations, this information is safely stored for as long as the relevant term for these obligations has not yet passed. Personnel no longer has access to your client profile and any documents made because of your assignment or task.
Based on valid Dutch and European law you, as a concerning party, have certain rights when it comes to personal data that is processed by or on behalf of us. Below you may find an explanation of these rights and how you, as a concerning party, can invoke these rights. Theoretically to prevent abuse, we only send invoices and copies of your data to e-mail addresses that you have made known to us. Should you wish to receive this data on another e-mail address or for instance per mail we will ask you to identify yourself accordingly. We maintain an administration of concluded requests, in case of a request to be forgotten we will maintain an administration of anonymized data. You receive all invoices and copies of data in files that are structured in a machine-readable format based on data classifications that we use within our system. At all times you maintain the right to lodge a complaint with
Right of inspection
At all times you maintain the right to view the data we process that has a relation or may be reducible to your person. You may request such a viewing to our contact in charge of privacy matters. You will receive a response to your request within 30 days. If your request is approved, we will send you, via the e-mail address known to us, a copy of all data with an added overview of processors managing this data while also mentioning the categories under which we store this data.
Right to rectification
At all times you maintain the right to have the data we process that has a relation or may be reducible to your person be adjusted. You may request such an adjustment to our contact in charge of privacy matters. You will receive a response to your request within 30 days. If your request is approved, we will send you, via the e-mail address known to us, a confirmation that the data has been adjusted.
Right to restriction of processing
At all times you maintain the right to limit the data we process that has a relation or may be reducible to your person. You may request such limiting to our contact in charge of privacy matters. You will receive a response to your request within 30 days. If your request is approved, we will send you, via the e-mail address known to us, a confirmation that the processing of your data is limited until you chose to cancel said limitation.
Right of transferability
At all times you maintain the right to request for the data we process that has a relation or may be reducible to your person be processed by a third party of choice. You may send in such a request to our contact in charge of privacy matters. You will receive a response to your request within 30 days. If your request is approved, we will send you, via the e-mail address known to us, your (personal) invoices or copies of data that we, or third parties on behalf of us, have processed. It is highly likely that in such a case we can no longer offer our services to you for we can no longer guarantee the previous data safety.
Right of objection and other rights
At all times you maintain the right to object to the processing done by us, or on behalf of us by third parties, of your personal data. In case of such an objection we will immediately cease all processing of your data while your objection is being investigated and handled. In case of a justified objection we will return all invoices and/or copies of personal data that we, or third parties on behalf of us, have processed up to that point and cease processing thereafter. You also maintain the right to not be subject to automated decision-making processes or profiling. We process your data in such a way that this right does not apply. Should you believe that this right does apply then we ask you to reach out to our contact in charge of privacy matters.
BE3540 Herk-de-Stad - Europe
VAT ID: BE0875882878
Contact for privacy cases: Geert Surkijn