Privacy Policy

Privacy Statement

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

Data We Collect and Why

Website Contact Form

When you send us a message through our contact form, we collect:

• Full name
• Email address
• Selected topic: general question, collaboration idea, business inquiry, fashion donations, or site feedback
• Your message and any personal information you choose to include

We use this information to respond to your enquiry and manage any related follow-up. Please include only the information needed to handle your request. Sending a message through our contact form does not subscribe you to our newsletter or create a Wallet Pass account.

Our website sends your submission to our contact inbox through Google's Gmail email service, using an encrypted SMTP connection. Your email address is included as the reply address so we can respond directly. Submissions are handled as email correspondence, the website does not save them in a contact-form database. A hidden field helps filter automated spam.

Wallet Pass Registration (via Leat, an 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, swapping will not be possible.

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.

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

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.

Communication Channels

Newsletters

Sent to Wallet Pass holders to inform them about:

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

Instagram (@theswapclub.nl)

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

WhatsApp Groups

Our WhatsApp community includes one announcement group and seven subgroups:

• Announcements Group: Used only for event news and official updates
• Seven subgroups: Open to join for participants who want to take part in community discussions

The admin approves join requests and may reject or remove users in case of misuse. Joining WhatsApp groups is optional.

Website Services and Integrations

Our website uses external services to provide specific features. Event calendars are embedded from Luma, and event and membership buttons link to Luma. Newsletter signup links open a hosted Leat/Piggy form. Information you enter on those services is processed by the relevant provider according to its privacy notice. Loading an embedded calendar also connects your browser to Luma, which receives technical request information such as your IP address and browser information. Following an external link connects you to that provider's website.

We also load animation resources from the unpkg content delivery service. When your browser requests these resources, that service receives technical information needed to deliver them, including your IP address. These requests and the Luma calendar are separate from Google Analytics and are not controlled by our analytics cookie choice.

Google Analytics and Cookie Choices

When configured, we use Google Analytics 4 to understand how visitors use our website and improve it. Analytics loads only after you accept analytics cookies, including on later visits where your acceptance has been saved. It can collect page views, browser and device information, and interactions with the contact form, such as starting a message, selecting a topic, validation errors, and successful submission. Our custom form tracking sends event names and the selected topic, it does not include your name, email address, or message text.

Google Analytics uses cookies to measure visits and interactions. You can accept or decline analytics using the cookie banner and reopen it using "Cookie settings" in the footer when analytics is enabled. Your choice is saved in your browser's local storage. If you change your choice to decline after accepting, reload the page so the already loaded analytics script is no longer active. You can use the contact form without accepting analytics.

The website also uses a session cookie to display confirmation and error messages, including contact form feedback. This supports website functionality independently of analytics. For more about Google's handling of information, see Google's Privacy Policy.

Event Registration & Payments

Participants may reserve tickets via:

• Eventbrite
• Luma
• Partner ticketing platforms

External Ticketing Platforms

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

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 and 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.

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.

Data Protection and Confidentiality

We use the service providers described in this statement to deliver website features, contact emails, and community services. Contact form information is shared with the email services needed to deliver and handle your message.

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
• Responding to enquiries and maintaining the website

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.

Retention Periods

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.

Newsletter & Marketing Emails

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

Event Registration & Participation Data

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

Photos & Videos from Events

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

WhatsApp Groups & Social Interactions

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

Aggregated, Anonymous Business Data

Non-personal statistics may be kept indefinitely.

Referral System Data

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

Contact Form Correspondence

Contact messages and replies are retained in our email system for as long as needed to handle your enquiry and related follow-up, or to meet applicable record-keeping obligations. You may contact us to request deletion of your correspondence.

Website Cookie Choices

Your analytics choice remains in your browser's local storage until you change it or clear your browser's site data. Analytics cookies and information held by external services have their own retention settings and periods.

Your language choice (English or Dutch) is stored in a functional cookie for up to one year. You can change it using the EN/NL links or clear it in your browser settings.

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)