Contakt Academy service privacy notice
1. Who is responsible
Contakt, a sole proprietorship (eenmanszaak) under Dutch law, registered with the Dutch Chamber of Commerce under KvK number 92963307, VAT identification number NL004906869B24, established in Diemen, the Netherlands ("Contakt") is the controller for the personal data described in this notice. You can reach Contakt about privacy at hello@contaktacademy.com.
This notice covers the data Contakt decides about itself: who administers a workspace, how the subscription is billed, and how the service is kept secure and lawful.
It does not cover the member, parent, coach and staff data inside a club's workspace. For that data the club is the controller, Contakt is its processor under the Data Processing Agreement, and the club's own privacy notice applies.
2. What Contakt processes, and why
The IP address and browser user agent recorded with an acceptance are stored only as a keyed hash. They can be used to confirm that a particular acceptance was made from a particular session, but the original values cannot be recovered from the stored record.
| Purpose | Data | Legal basis |
|---|---|---|
| Creating and administering a workspace and its owner account | Name, business email, authentication identity, organization name, legal name, KvK and VAT details, role | Performance of a contract (Article 6(1)(b) GDPR) |
| Billing the Academy subscription and keeping accounting records | Order details, invoices, payment and mandate references, payment status | Performance of a contract, and legal obligation for tax records (Article 6(1)(b) and (c)) |
| Recording acceptance of the terms and the Data Processing Agreement | Accepting person, organization legal name, document versions, timestamp, and a keyed hash of the IP address and browser user agent | Legal obligation and legitimate interest in provable acceptance (Article 6(1)(c) and (f)) |
| Keeping the service secure and preventing abuse | Authentication events, administrative audit records, rate-limiting counters, error and security logs | Legitimate interest in a secure service (Article 6(1)(f)) |
| Supporting the customer and communicating about the service | Support correspondence, the business contact details of workspace administrators | Performance of a contract and legitimate interest (Article 6(1)(b) and (f)) |
3. Where the data is processed
Contakt uses the subprocessors listed in clause 7 of the Data Processing Agreement for the same infrastructure that runs the service. Application hosting and the database are located in Frankfurt, Germany. Transactional email is delivered by a provider in the United States under the European Commission's Standard Contractual Clauses.
4. How long it is kept
- Workspace and administrator account data: for as long as the workspace exists, and up to 60 days after it is closed.
- Invoices, orders and accounting records: seven years, as required by Dutch tax law.
- Acceptance records for terms and the Data Processing Agreement: for the duration of the agreement and seven years afterwards, as evidence of what was agreed.
- Security and audit logs: up to 12 months.
- Rate-limiting counters: minutes to hours, on a rolling window.
- Support correspondence: up to two years after the case is closed.
5. Who it is shared with
Contakt shares personal data only with the subprocessors named in the Data Processing Agreement, with its accountant and other professional advisers where necessary, and with a competent authority where the law requires it. Contakt does not sell personal data and does not share it for third-party advertising.
6. Your rights
Where Contakt is the controller, you have the right to request access to your personal data, and its correction, deletion or restriction; to object to processing based on legitimate interest; and to receive your data in a portable format. Contakt answers a request within one month. Write to hello@contaktacademy.com.
If you believe your data has been handled unlawfully, you may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or with the supervisory authority in your country of residence.
If your request concerns data inside a club's workspace, contact that club: it is the controller for that data, and Contakt will pass a request on to it.
7. Cookies and tracking
The Academy application sets only the cookies it needs to work: an authentication session, the selected workspace, and the interface language. It runs no advertising, profiling or third-party analytics trackers, so no consent banner is required for these strictly necessary cookies.
8. Changes to this notice
Each published version of this notice keeps its own immutable URL and effective date. Contakt notifies workspace administrators of a material change before it takes effect.
Contakt · KvK 92963307 · VAT NL004906869B24 · Diemen, the Netherlands