1. Who is responsible
This privacy policy explains which personal data we process when you visit tribalys.be, fill in one of our forms, pre-register or book a session, or join the house as a member or facilitator.
Responsible for data processing (controller): VeRo Entertainment, a partnership of Veronique Van den Bossche and Robert Kosse, operating Tribalys Ghent, Oudenaardsesteenweg 52, 9000 Gent, Belgium. Enterprise number (KBO/BCE): BE 1023.538.852. E-mail: welcome@tribalys.be.
2. What data we process and why
We only process the data you give us yourself, and only for the purpose you gave it for:
- Contact, intake and space requests (name, e-mail, phone, your message, class or workshop idea, links you share): to answer you and to prepare an offer. Legal basis: steps prior to a contract / your consent (Art. 6(1)(b) and (a) GDPR).
- Pre-registration and tickets (name, e-mail, chosen circle, ticket type, payment status): to manage your seat and to inform you about this circle, e.g. confirmation, ticket link or changes. Legal basis: contract (Art. 6(1)(b) GDPR).
- Newsletter (name, e-mail, interests): only if you tick the newsletter box. You can unsubscribe at any time via the link in every e-mail. Legal basis: consent (Art. 6(1)(a) GDPR).
- Members and facilitators (legal and company name, VAT number, billing address and e-mail, phone, start date, membership tier, signature on the agreement, and the public profile you provide: name, photo, bio, quote, focus, languages, public e-mail and links): to set up and manage your membership and agreement, invoicing, and to publish your public profile and classes on tribalys.be. Legal basis: contract (Art. 6(1)(b) GDPR) and legal obligations for invoicing (Art. 6(1)(c) GDPR).
- Website visits: our host stores technical log data (IP address, time, requested page) to run the site securely. We use Umami, a cookie-free analytics tool that counts visits without identifying you. Legal basis: legitimate interest in a secure and working website (Art. 6(1)(f) GDPR).
3. Who helps us (processors)
We do not sell or rent your data and do not share it with marketing networks. To run the house we use a small number of service providers who process data on our behalf and only on our instructions:
- easyhost.be (Belgium): web hosting of tribalys.be and sending of contact form e-mails.
- Google (Sheets, Drive, Docs, Calendar, Apps Script, Gmail): storage of registrations, member records, agreements and room calendars.
- Make.com (Celonis, EU data centre): automation that connects our forms with the tools listed here.
- MailerLite (Lithuania, EU): e-mail lists for newsletters and updates about circles you registered for.
- Stripe and hipsy: payment and ticketing. Payment details are entered directly with them; we never see your card data.
- Telegram: internal notifications to the Tribalys team about new registrations (name, e-mail and the request).
- OpenAI: helps us draft titles and proposals from the class and workshop descriptions facilitators submit.
- Umami (EU): cookie-free visitor statistics.
- Our fonts and the images on our pages are stored on our own server. Photos that practitioners share with us via Google Drive are copied to our server, so your browser does not connect to Google to show them. One older presentation page still loads a few images from Squarespace; when you open it, your browser connects to that server and it receives your IP address.
- Google Maps: the map on our House page (tribalys.be/rooms, “Find the house”) only loads after you click "Show map". Google then receives your IP address.
Some of these providers are based in or may access data from outside the EU (e.g. the USA). In these cases the transfer is covered by the EU standard contractual clauses and/or the EU-US Data Privacy Framework.
4. How long we keep your data
- Enquiries without further contact: up to 12 months.
- Pre-registrations and bookings: as long as needed for the circle, and invoices for the period required by Belgian tax law (7 years).
- Member and facilitator records: for the duration of the membership and afterwards as required by law.
- Newsletter: until you unsubscribe.
- Your public profile is removed from the website when your membership ends or when you ask us to.
5. Your rights
You can ask us at any time for access to your data, correction, deletion, restriction, a copy of your data (portability), and you can object to processing or withdraw your consent with effect for the future. Just write to welcome@tribalys.be.
You also have the right to lodge a complaint with a supervisory authority, in Belgium the Gegevensbeschermingsautoriteit / Autorité de protection des données (www.dataprotectionauthority.be).
6. Cookies and local storage
We do not use advertising or tracking cookies. Some pages store small technical values in your browser (for example that you already entered the member passcode) so the page works as expected. These are deleted when you clear your browser data.
7. Contact
Questions about this policy or your data:
Tribalys Ghent / VeRo Entertainment
E-mail: welcome@tribalys.be
Address: Oudenaardsesteenweg 52, 9000 Gent, Belgium