Privacy Statement Transformation Forums

This is the privacy statement of Transformation Forums B.V. (hereinafter: TF), located at Stroombaan 4, 1181 VX in Amstelveen. TF is the owner and organiser of the Transformation Forums and the administrator of the website transformationforums.com.

At Transformation Forums, the trust of our community is central to everything we do. In order to achieve our social mission through our magazines and events, we process personal data. We do this in strict accordance with the General Data Protection Regulation (GDPR).

In this statement, we explain which data we collect, why we do so, and what your rights are. For full details and version history, please refer to our internal Privacy Regulations, which can be found below.

1. Legal Grounds

Under the GDPR, we may only process your data if there is a lawful basis for doing so. We use the following four grounds:

Performance of a contract: Necessary to deliver our services.
Legal obligation: Data we must retain for authorities, such as the Tax and Customs Administration (fiscal retention obligation).
Legitimate interest: For secure and efficient business operations, such as relationship management, quality improvement, and content segmentation.
Consent: For data that is not strictly necessary but improves your experience (e.g., dietary requirements or marketing preferences). You can withdraw this consent at any time.

2. Overview of Data Processing

Below is an overview of the data we may process and the reasons why:

Data Type	Purpose of Processing	Legal Basis
Name & Job Title	Personalising communication, event badges, and segmentation.	Contract / Interest
(Business) Contact Details	Correspondence, sending magazines, and operational coordination.	Contract
Company & Chamber of Commerce Details	Identifying partners and drafting correct contracts.	Contract / Legal
Payment Details (IBAN/VAT)	Financial settlement and fiscal administration.	Legal / Contract
Dietary Requirements	Safety and inclusivity during catered meetings.	Consent
Attendance & Feedback	Analysis and quality improvement.	Legitimate Interest
BSN	Only if legally required.	Legal
Online Identifiers	IP address, cookies, and location data for website optimisation.	Consent

3. Security and Retention Periods

We take the protection of your data seriously. Your data is stored in a secure environment (including Google Drive and Proton) with strict access control via two-factor authentication (2FA).

We do not store your data longer than necessary:

Financial data: 7 years (fiscal retention obligation).
Fiscal personal data: 5 years.
Relationship data: For as long as the relationship is active or until you submit a deletion request.

4. Sharing with Third Parties

TF only shares your data with third parties if this is necessary for the performance of our agreement (e.g., event venues, caterers, mailing systems) or to comply with a legal obligation. We enter into processing agreements with processors to guarantee the same level of security and confidentiality.

5. Cookies

We use Google Analytics to measure website visits. These analytical cookies help us improve the website. You can opt out of cookies via your browser settings.

6. Your Rights

You have the right at all times to:

Access, correction, or deletion of your data.
Withdrawal of consent (e.g., via the ‘unsubscribe’ link in newsletters).
Data portability (requesting your file in a standard format).
Objection to processing based on legitimate interest.

7. Contact and Questions

If you have any questions about this statement or wish to exercise your rights, you can contact our Privacy Officer, Noah Gijsman, directly.

Transformation Forums B.V.
Stroombaan 4, 1181 VX Amstelveen

E-mail: connect@transformationforums.com

KvK: 58778829

If we are unable to resolve your request, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Mocht u er met ons niet uitkomen, dan heeft u het recht om een klacht in te dienen bij de Autoriteit Persoonsgegevens.