Privacy policy

1. Who we are

Amsterdam Book Club is an informal reading community based in Amsterdam, the Netherlands. We are responsible for how the personal information described in this policy is collected, used and protected.

For privacy questions or requests, please contact us.

2. Information we collect

• Newsletter: your first name and email address, both required by our signup form, plus subscription records and email open/click activity.
• Enquiries: your name, email address, message and reason for contacting us.
• Events and community: Meetup profile and RSVP details, payment status, information available through ING payment links, and names, phone numbers and messages available to us when administering WhatsApp.
• Website use: technical and usage information, such as IP addresses, browser/device details, pages visited and approximate location.
• Photos: identifiable member photographs published with permission.

3. How we use your information

We use your information to send and personalise newsletters, respond to enquiries, organise events, manage our community, verify contributions and arrange refunds where due. Payments through ING are matched against Meetup RSVPs and marked as paid in Meetup. We do not maintain a separate membership database or payment spreadsheet.

Newsletters and member photo publication are based on consent. We ask for photo permission covering both our website and Instagram. Information necessary to fulfil event bookings is processed for that purpose; routine enquiries, community administration, reconciliation and website security rely on our legitimate interests in running the club. Legal record-keeping duties apply where relevant.

Joining Meetup or WhatsApp does not automatically subscribe you to our newsletter. Event prices and refund conditions are explained in each event listing.

4. Cookies and email tracking

We use Google Analytics to understand page visits and which countries visitors come from. It can use cookies and process identifiers and website activity. Audience reports do not mean the underlying collection is necessarily anonymous.

EmailOctopus uses tracking images and tracked links to record newsletter opens and clicks. This activity can be linked to your subscriber record and helps us improve our emails. Contact us about tracking preferences; you can unsubscribe using the link in any newsletter.

Our website also loads Google Fonts, which sends technical requests to Google. You can manage cookies in your browser; this does not necessarily prevent all forms of tracking.

5. Sharing and service providers

We do not sell member information or pass member lists to venues, co-organisers or sponsors.

We use EmailOctopus for newsletters, TransIP (part of team.blue) for website and email hosting, Web3Forms, hCaptcha and ReCAPTCHA for contact-form delivery and spam protection, and Google for analytics and fonts. Meetup, WhatsApp and ING support community activities and payments and also process information under their own privacy notices. We may disclose information where required by law or necessary for legal claims.

EmailOctopus states that contact lists are stored in Ireland. Some provider processing may take place outside the European Economic Area, requiring an applicable transfer safeguard, such as an adequacy decision or approved contractual clauses. Contact us for information about arrangements relevant to your data.

External links take you to services with their own privacy practices.

6. How long we keep information

We keep information for as long as needed for its purpose and review routine records quarterly:

• Newsletter: while subscribed. After unsubscribe, sending stops and we aim to remove unnecessary profile/activity data within 90 days. Minimal unsubscribe records are kept as needed to prevent unwanted re-subscription; consent evidence is normally kept for 12 months afterwards.
• Enquiries and event administration: normally up to 12 months after resolution or the event, unless refunds, disputes or legal duties require longer.
• WhatsApp: membership details while participating; unnecessary separately saved contacts for up to 90 days after departure. Organiser-held chat history is reviewed after 12 months.
• Photos: unused originals for up to 90 days; published photos reviewed annually and removed or permission renewed after two years. Withdrawal requests are handled promptly.

We target a maximum of 12 months for identifiable newsletter engagement records. Platform controls, backups and legal obligations can affect deletion. Other participants messages and providers independent records, including ING transactions, are outside our direct control. Technical logs and analytics retention depend on service settings; contact us for details.

7. Your rights and choices

Under the GDPR, you may request access, correction or deletion, restriction of processing, or a portable copy of information you supplied, where applicable. You can object to processing based on legitimate interests and to direct marketing, and withdraw consent at any time without affecting earlier lawful processing.

Use the unsubscribe link to stop newsletters, or contact us for privacy requests, including withdrawal of photo permission. Please identify the image where relevant. We normally respond within one month and will explain any permitted extension. We may need proportionate information to verify your identity.

You may complain directly to the Autoriteit Persoonsgegevens, the Dutch data-protection authority, or another competent supervisory authority.

8. Changes to this policy

We may update this policy as our activities change. The date above shows the latest revision. We will highlight material changes and seek fresh consent where required.