Privacy Policy

Privacy Statement

The Swap Club BV (“we”, “us”, “our”) processes personal data to operate our swap events, loyalty system, Wallet Pass, and community activities. This Privacy Statement explains what data we collect, why we collect it, and how we use it, in accordance with the GDPR.

1. Data We Collect and Why

Wallet Pass Registration (via Leat – external service provider)

To create a Wallet Pass, participants must fill out a form.

We collect:

• Email address – required to download the Wallet Pass and link it to your account
• First name & surname – used to identify your account
• Birthday – so we can grant birthday points

The Wallet Pass is mandatory for anyone who wants to collect, use, or transfer points. Without a Wallet Pass, it is not possible to use the loyalty system.

Points Activity

We store:

• Points earned
• Points used
• Referral activity
• Timestamps (“created at”, “updated at”)

This data is required to operate your account fairly and accurately.

All external service providers such as Leat, email providers, or ticketing platforms process personal data on our behalf under a GDPR-compliant Data Processing Agreement.

2. How Wallet Pass Communication Works

After signing up, each participant automatically receives a welcome email with their 5 welcome points.

The welcome email includes the Terms & Conditions. If someone does not agree, they may unsubscribe.

By downloading the Wallet Pass, users become part of our loyalty programme, which includes receiving newsletters.

Participants may unsubscribe from newsletters at any time using the link in the email.

Unsubscribing does not delete your Wallet Pass or remove your points. To delete your account entirely, you must contact us.

3. Referral System

Participants may refer others using their unique referral link included in their emails.

When someone joins via referral:

• The referrer receives 3 points

No additional personal data is shared with other users.

4. Communication Channels

A. Newsletters

Sent to Wallet Pass holders to inform them about:

• Upcoming events
• Business updates
• Point system updates
• Community news

B. Instagram (@theswapclub.nl)

People may follow us voluntarily to see updates or send direct messages.

C. WhatsApp Groups

We operate two groups:

• Announcements Group – Used only for event news and official updates
• Open Chat Group – Participants can discuss sustainable fashion, swapping, or community topics

The admin approves join requests and may reject or remove users in case of misuse.

Joining WhatsApp groups is optional.

5. Event Registration & Payments

Participants may reserve tickets via:

• Eventbrite
• Luma
• Partner ticketing platforms
• The Swap Club website (theswapclub.nl)

External Ticketing Platforms

We do not receive or store your payment information. Payment data stays with the ticket provider.

Payments via Our Website

If you buy a ticket directly through our website, we will process only the information needed for payment.

We do not share your payment details with third parties unless legally required.

6. Photos and Videos at Events

At our events, we share a general disclaimer:

• Participants may be photographed or filmed
• These materials can be used for marketing purposes

If someone does not want to appear in photos or videos, they are responsible for informing The Swap Club team.

One-to-One Videos

Before recording individual video content (interviews, testimonials), we always ask for explicit permission.

Public Content

We do not make any individual personal data public (names, emails, etc.).

We may use aggregated, non-identifiable data, such as:

• Total number of participants
• Number of items swapped

We do not identify, tag, or name individuals in photos or videos unless they explicitly request or consent to it.

Children may attend events under the supervision of their parent/guardian. We do not knowingly collect data relating to minors.

7. Item & Data Handling for Upcycling / Company Collaborations

For Upcycling + Recycling

No personal data is attached to items. Items may be upcycled, recycled, or used for reporting inventory volumes.

For Company Events or Sponsorships

Data is shared only with explicit consent of the relevant parties.

8. Data Protection and Confidentiality

We do not share participant contact information with external parties without consent.

Leat (Wallet Pass provider) processes data on our behalf under GDPR-compliant conditions.

All other data is used solely for:

• Operating The Swap Club
• Our loyalty system
• Community management
• Event organisation

9. Account & Wallet Pass Deletion

You may remove the Wallet Pass from your phone at any time. However, deleting the Wallet Pass from your device does not delete your account.

To permanently delete your account and all associated points:

• Email us at: info@theswapclub.nl

We will delete your account manually. Once deleted, points cannot be restored.

10. Retention Periods

1. Wallet Pass & Loyalty System

Your Wallet Pass data is kept as long as your account is active. If you request deletion, we delete all personal data within 30 days.

2. Newsletter & Marketing Emails

Your email remains on our mailing list until you unsubscribe. Once unsubscribed, your data is removed from our marketing system.

3. Event Registration & Participation Data

Event-related data is stored for administrative, reporting, and operational purposes.

4. Payment Data (Website Purchases Only)

Financial records must be stored for 7 years, as required by Dutch tax law.

Full payment card details are never stored.

5. Photos & Videos from Events

Photos and videos may be kept indefinitely unless you request removal.

6. WhatsApp Groups & Social Interactions

If you leave the group, your phone number will no longer appear to other members.

7. Aggregated, Anonymous Business Data

Non-personal statistics may be kept indefinitely.

8. Referral System Data

Referral activity is kept as long as the Wallet Pass account exists.

11. Your GDPR Rights

You have the right to:

• Access your data
• Correct your data
• Request deletion
• Restrict processing
• Unsubscribe from marketing
• Withdraw consent
• File a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)