Avond4daagse Oog in Al
NL
Legal

Privacy statement

Stichting A4D Oog in Al (hereinafter: the Stichting) organises the Avondvierdaagse Oog in Al, a walking event for children from the Oog in Al neighbourhood in Utrecht. As part of that organisation we process personal data. In this statement we explain which data that is, for what purpose and on what legal basis we process it, how long we keep it and how you can exercise your rights. Questions about privacy can be sent to info@a4dooginal.nl.

1. Data controller

The controller for the data processing is:

  • Stichting A4D Oog in Al (Stichting Avondvierdaagse Oog in Al)
  • Chamber of Commerce (KvK) number: 52219771
  • Based in Utrecht, the Netherlands
  • Email: info@a4dooginal.nl

The Stichting is a volunteer organisation run by parents from the five primary schools in the neighbourhood. No data protection officer has been appointed; for all privacy questions you can use the email address above.

2. Which personal data we process

We only process data that is needed to organise the Avondvierdaagse and to keep it safe. Depending on your role, this may be the following data.

Contact with the organisation

If you email us, or send a message through a future contact form, we process your name, your email address and the content of your message. At this moment all contact still runs through email.

Registering a child as a participant

Registration of children for the walking event runs through an external registration system (KWBN/Tixxy). The Stichting does not process registration data itself on this website; that data is processed by KWBN/Tixxy as a separate party. Which data is requested there and how it is processed is described in the privacy statement of KWBN/Tixxy. To the extent that the Stichting receives participant data from KWBN/Tixxy in order to organise the event (for example the child's name, the chosen distance, the school, and, when the U-Pas discount is used, a U-Pas number), we handle it carefully in line with this statement. The Stichting receives and processes the following nine fields from KWBN/Tixxy: the child's name, the guardian's email address, the chosen distance (5 or 10 km), the guardian's phone number, the child's date of birth, the school, the class or year group, the U-Pas number (where applicable) and the medal number. No medical data or allergies are processed. This data is received as a participant list or export and is only accessible to the organisers who need it to organise the event.

Signing up as a volunteer

To coordinate volunteers, the Stichting uses its own volunteer planner. If you sign up as a volunteer (for example as a traffic marshal, front walker, back walker or general volunteer) we process:

  • your name;
  • your email address (this is also your login address for the planner);
  • optionally your phone number;
  • optionally the school your child attends;
  • optionally an avatar or a profile photo you upload;
  • the availability you indicate per evening and your preferred or assigned role and route;
  • technical data for the login function (a temporary login link and session data);
  • a log of changes to your data and your involvement, including the IP address and browser information used to make a change, for the verifiability of the planning.

Data the website processes automatically

Our website uses Google Analytics for anonymous visitor statistics (see the section Cookies and statistics). In addition, the web server processes standard technical data such as your IP address in log files, which is needed for the operation and security of the site.

3. Special attention for children's data

The Avondvierdaagse is an event for children from "groep 3" (around age 6) upwards. The participants are therefore minors. We think it is important to be honest and careful about this.

  • Registration is done by a parent or guardian. A child does not register itself; a parent or guardian does. In doing so, the parent or guardian gives consent for the processing of the child's data that is needed for participation.
  • We only process children's data that is needed for participation and safety. Specifically this involves the child's name, the chosen distance (5 or 10 km), the school, the class or year group, the child's date of birth, the U-Pas number (where applicable) and the medal number. The date of birth is data of a minor and is collected with the consent of the parent or guardian at registration. No medical data or allergies are processed.
  • Purpose. The children's data is used to assign the child to the correct route and distance, to provide the stamp card and medal, and to keep the walking event safe.
  • The volunteer planner contains no children's data. The planner only holds data of adult volunteers. The "school" field in a volunteer profile refers to the school of the volunteer's child, but contains no data about the child itself.

Are you a parent or guardian and would you like to know which data of your child has been processed, or would you like to have it corrected or deleted? Please contact us at info@a4dooginal.nl.

4. Purposes and legal bases

We process personal data for the following purposes and on the following legal bases from the General Data Protection Regulation (GDPR):

  • Answering questions and contact. Legal basis: your consent, or our legitimate interest in being able to respond to messages.
  • Registering and assigning participating children. Legal basis: consent of the parent or guardian, and our legitimate interest in being able to organise the event and keep it safe.
  • Coordinating volunteers through the planner. Legal basis: your consent when signing up, and our legitimate interest in having enough well-assigned volunteers (including traffic marshals), which is a condition for the permit.
  • Anonymous visitor statistics of the website. Legal basis: your consent via the cookie banner.
  • Security and proper operation of the website and the planner. Legal basis: our legitimate interest.
  • Complying with legal obligations, for example in the area of tax or administration. Legal basis: legal obligation.

5. Cookies and statistics

Our website only places functional and necessary cookies and additionally uses Google Analytics for anonymous statistics.

  • Functional storage. We use your browser's local storage to remember your cookie choice. The volunteer planner uses a session cookie so you stay logged in. This storage is necessary and is used without consent.
  • Google Analytics (GA4). We use Google Analytics to see how the website is used, so we can improve it. Google Analytics on this site is configured with Consent Mode v2. This means that no analytics cookies are placed and no identifiable measurement takes place as long as you have not given consent. Without consent, at most cookieless, aggregated signals are sent. Only after you click "Accept" in the cookie banner does the full analytics measurement with cookies become active. We have IP anonymisation enabled and do not use Google Analytics for advertising; advertising-related storage is always disabled.
  • Cookie banner. On your first visit a banner appears with which you can accept or decline the statistics. Your choice is remembered in your browser. You can always revise your choice by clearing your browser's storage.

In Google Analytics the retention period for user and event data is set to 2 months. After that, this data is automatically deleted.

6. Sharing with third parties

We do not sell your data and only share it with parties that help us organise the Avondvierdaagse, or when we are legally obliged to do so. Based on the technology of the website and the planner, these are at least the following parties:

  • Strato, our hosting provider, where the website and the volunteer planner run and where the planner database is stored.
  • KWBN/Tixxy, the external registration system used to register participating children.
  • Google (Google Analytics), for anonymous visitor statistics of the website, after consent.
  • Google Fonts, for loading fonts on the website. Your IP address may be passed to Google in this process.
  • Behold.so, for displaying our recent Instagram posts on the news page through a widget.
  • Strato, also our email provider, for sending login and confirmation emails of the volunteer planner and for the organisation email address.

Embedded content from third parties, such as the Instagram widget, Google Fonts and route maps from Komoot or YouTube videos, may send data (such as your IP address) to those parties. These parties have their own privacy statements over which the Stichting has no control.

With parties that process personal data on our behalf, we conclude data processing agreements to ensure the same level of security and confidentiality. This concerns Strato (hosting and email), Google (Google Analytics) and KWBN/Tixxy (registrations).

7. Retention periods

We do not keep personal data longer than necessary for the purposes for which it was collected.

  • Contact messages we keep for a maximum of 12 months after the last contact, unless a statutory retention period requires otherwise.
  • Volunteer data in the planner. You can delete your account yourself at any time through your profile in the planner; this permanently removes your data, availability and assignments. If you do not delete your account yourself, we keep volunteer accounts for up to 24 months after the last edition the volunteer took part in; after that they are deleted.
  • The change log of the planner is kept for the verifiability of the planning. The log contains IP addresses and is kept for a maximum of 12 months, after which it is deleted.
  • Participant data from the registration system. Participant data the Stichting receives from KWBN/Tixxy is kept until at most the end of the calendar year following the edition, for aftercare and complaint handling; after that it is deleted.
  • Data with a legal retention obligation, such as financial records, we keep for as long as the law prescribes (a legal period of seven years applies to financial records).

8. Security

We take appropriate measures to protect your data against loss or unlawful processing. Among others:

  • the website and the volunteer planner are only accessible over an encrypted connection (HTTPS);
  • the volunteer planner uses login via a temporary, limited-validity login link instead of passwords;
  • forms in the planner are protected against misuse (including CSRF protection);
  • access to volunteer data is limited to the organisers who need it;
  • changes in the planner are logged, so it is traceable who changed what.

Do you have the impression that your data is not properly secured or that there is misuse? Please contact us at info@a4dooginal.nl.

9. Your rights

Under the GDPR you have the right to:

  • access your personal data;
  • have incorrect data corrected;
  • have your data deleted;
  • object to the processing;
  • have the processing restricted;
  • have your data transferred;
  • withdraw consent you have given earlier.

If you are a volunteer, you can view, change or delete a large part of your data yourself through your profile in the volunteer planner. For all other requests, and for requests about your child's data, you can email info@a4dooginal.nl. We respond as soon as possible, and in any case within the legal period of four weeks. To make sure a request was made by you, we may ask you to substantiate your request further.

10. Filing a complaint

If you have a complaint about how we handle your data, we would like to hear about it first ourselves at info@a4dooginal.nl. You also always have the right to file a complaint with the national supervisory authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), via autoriteitpersoonsgegevens.nl.

11. Changes

We may amend this privacy statement, for example if the organisation of the event or the technology used changes. The most current version is always available on this page. Adopted on 14 May 2026.