You can subscribe on our website to become a member of KONG.
For this purpose we collect the following data:

• First name
• Surname
• Date of birth
• Allergies
• Other relevant (medical) conditions
• E-mail address
• Telephone number
• Telephone number in case of emergency
• TU-related
  Student number (TU, HH or Inholland)
• X card number
• Bank account
• Consent for collecting photo and video material

KONG collects the above data with the help of Conscribo, an administration software. Conscribo processes this information on the basis of the EU-US Privacy Shield. A processing agreement has been concluded with Conscribo. Click here for an overview of the security measures that Conscribo takes. How this data is handled is described in the remainder of this privacy statement.

Only the secretary of KONG has access to (the data stored within) conscribo. Through the secretary other board members may have access to specific data. If this is the case it is mentioned in the remainder of this statement.

This data will be deleted along with the other personal data by unsubscribing from KONG. Further details on how and when this data will be deleted can be found under “Leaving KONG”.

Contribution and payments

For creating automatic payments KONG collects the following data:

• Account holder name
• IBAN
• BIC / SWIFT number if you are an international

To transfer and receive money KONG uses a bank account at Triodos. For using Triodos, KONG does not provide any data of members to Triodos. However when transferring money to- or receiving money from KONG, Triodos will collect the following data:

• Account holder name
• IBAN

Click here for an overview of the security measures that Triodos has taken to protect your data.

To create payment pages KONG uses Mollie. For using mollie, KONG does not provide any data of members to Mollie. However when you use a Mollie payment page, Mollie can collect the following data:

• Account holder name
• IBAN
• IP-adress
• Internet browser and device type

Click here for an overview of the security measures that Mollie has taken to protect your data.

Freerun Training and X

X is a facility of the Delft University of Technology that provides development of sport, and cultural skills through offering courses, ticket hours, events, and other projects to their members.
KONG works together with X and is aiming to form a sponsor contract with X, which would ensure X providing:

• Time slots for spaces in which freerun training can be held.
• Materials to be used for freerun training.
• Trainers who are able to provide freerun training.

To form a sponsor contract with X, it is expected that X mandates KONG to share data of members yearly, starting from the year 24/25.
For this reason KONG can share the following data of our members with X:

• Student number
• Whether you have an X card
• X card number
• First name
• Surname
• Date of Birth
• Active member or passive member
• Whether you are related to the TU Delft
• An explanation for memberships without an X card

Click here for an overview of the security measures that X has taken to protect your data.

Communication

We send members individual emails for updating them about important information regarding the association. To be able to contact you we collect the following information.

• Email
• First name
• Last name

For sending emails we use Google Gmail, part of Google workspace. Google Workspace processes this information on the basis of the EU-US Privacy Shield. KONG uses the data mentioned above only for internal activities. Click here for an overview of the security measures that Google Workspace has taken to protect your data.

For contact between members, information about training and information about external activities we use Whatsapp and the Newsletter. Adding members means their phone number and whatsapp name are shared with all other members of KONG. Because of this, being added to the whatsapp group is voluntary.

KONG newsletter

KONG has a newsletter (The Daily KONG), which provides members and alumni with updates regarding KONG. For this you subscribe automatically with the membership.
For this purpose we collect the following data:

• E-mail address
• First name
• Surname

To send the newsletter, KONG uses MailChimp. MailChimp processes this information on the basis of the EU-US Privacy Shield. A processing agreement has been concluded with MailChimp.
KONG processes your first and last name and your e-mail address only for the purpose of contacting you by e-mail and to keep you informed of our news items and activities.

MailChimp uses this information to send the newsletter to the correct recipient. You always have the option to unsubscribe at the bottom of each newsletter. If you are unable to unsubscribe this way, you can contact us through the e-mail address provided at the bottom of this privacy statement. Click here for an overview of the security measures that MailChimp takes.

Gastronomic activities

We collect information about allergies to prevent allergic reactions when we serve food and beverages to attendees at our weekly dinner and drinks or other gastronomic activities organised by KONG.

A member can either state this in the registration form, or mention it to the board/cooks responsible for such activities.

If a member chooses to mention their allergies in the registration form, this data will be deleted along with the other personal data by unsubscribing from KONG.
Further details on how and when this data will be deleted can be found under “Leaving KONG”.

Nix 18

To prevent underage drinking during our festivities or gastronomic events, KONG collects the day of birth of members and any other attendees present at such events.

In case of emergency

To maximize our ability to ensure the safety of our members, we ask you to supply “other relevant (medical) conditions” and “telephone number in cases of emergency” as optional items in the registration form. “Other relevant (medical) conditions” can be medical conditions or personal circumstances or anything else.These conditions and the telephone number will only be accessible to board members and will be stored in Conscribo. This data will only be shared to a third party in case of emergency.This data will also be deleted along with all other personal information when a member leaves KONG. Further details on how and when this data will be deleted can be found under “Leaving KONG”.

Committees

Committees of KONG may collect personal data to be able to organize events, activities or merchandise drops. For this purpose we collect the following data with your consent:

• First name
• Last name
• Age (if required to prevent underage drinking)

This data is collected and stored using Google Workspace. See paragraph “communication” for an overview of their security measures. The data is not shared with third parties. Only board members and need-to-know committee members have access to this data.
Further details on how and when this data will be deleted can be found under “Leaving KONG”.