Privacy notice
Surplace VZW (Surplace Sports), Oude Steenweg 46, 2530 Boechout, Belgium, VAT BE0564.831.889, is the controller of personal data processed for Belgium Bike Fest. Send questions and requests to info@belgiumbikefest.be.
What data do we use?
When you place an order, we process the buyer’s and participants’ details needed for tickets, participation and invoicing: names, contact details, address, selected package and any invoicing details. If you contact us, we process your message and contact details to reply. Optional participant names, email addresses and dietary preferences can be provided at checkout or later through the private order link to organise tickets and meals. Room-sharing details or additional requests may be submitted through the form linked after the order; only provide another person’s details after informing them.
We use order and participant details to fulfil the purchase and organise the event, and invoice details to meet legal obligations. We use contact form messages to respond to your request. Buyer details needed to complete the order are required; other participant details can be added later.
Payments and service providers
The ticket shop uses Mollie for online payments. Payment details are processed in Mollie’s payment environment; we receive the information needed to track payment and the order. We use technical and email providers to run the site, process orders and send messages. The link for room-sharing details and additional requests leads to a Microsoft Forms form. We do not share data with third parties for their own marketing without separate consent.
Newsletter and direct marketing
For a paid order, we may transfer the buyer’s name and email address to Mailchimp as a non-subscribed contact to manage our customer relationship. This does not sign the buyer up for the newsletter. Additional participants’ email addresses are not transferred for this purpose. Newsletter subscription is separate.
We use your details for direct marketing only if you have consented. You may withdraw consent at any time, free of charge, for example through the unsubscribe option in a marketing message or via info@belgiumbikefest.be. This does not affect your participation or processing that was lawful before withdrawal. The newsletter button on this site links to an external sign-up form.
Photos and videos
Photos and videos may be taken at the event in which participants are identifiable. As stated in the terms and conditions, Surplace Sports may use these images to promote its events without payment. If you do not want your image used for this purpose, tell us at any time via info@belgiumbikefest.be; the organiser will respond within reasonable possibilities.
Cookies and local storage
The ticket shop stores your basket and a technical reference for an ongoing order in your browser’s local storage. After you enter the access code, the site uses a secure access cookie to remember your access temporarily. These functions are needed for the requested shop and ticket service. The current site does not include Google Analytics code. External sites you visit through links have their own privacy and cookie policies.
Retention and security
We keep data for as long as needed for the order, participation, communication and applicable administrative or legal obligations. The period depends on the type of data and the reason for processing. Access to personal data is limited to those who need it for these tasks; we take appropriate technical and organisational measures to protect it.
Your rights
You can request access, correction, erasure, restriction of processing or portability of your data, and object to processing. Some rights depend on legal conditions and the basis for processing. Send requests to info@belgiumbikefest.be. You can also complain to the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels.
This notice may be updated when our practices or the site change.