Private Policy

Privacy Policy

CANALS & WINDMILLS BV

Last updated: April 9, 2025

CANALS & WINDMILLS BV is a destination management company (DMC) headquartered in Amsterdam, the Netherlands, with subsidiaries organizing corporate, incentive, group, and private travel, as well as group activities, conferences/congresses, and events.

We are committed to continually improving our services to best meet the needs of our clients. To do this, CANALS & WINDMILLS BV may collect and store certain information, including personal data. We take the protection of your personal data seriously and handle it in accordance with applicable legal requirements and our own data protection standards.

By providing your personal information to CANALS & WINDMILLS BV, you acknowledge that you have read and agree to the terms of this Privacy Policy, which may be amended from time to time.

1. Scope of This Privacy Policy

This policy applies to all services offered by CANALS & WINDMILLS BV.
It does not apply to services offered by other companies or individuals, or to the data practices of companies or organizations advertising our services or linking to or from our website.

2. Data Collected and How It Is Collected

We may collect general and personal information from:

• You, directly;
• Our clients (who must ensure they are authorized to share such data);
• Participants in client-organized events;
• Users of our websites or client platforms;
• Third parties (e.g., online service providers or single sign-on providers).

We create a contact profile for each individual/entity in our systems. This profile may include:

• Name, gender, birthdate, address;
• Phone numbers, email addresses, nationality;
• Location data during events;
• Food preferences or allergies;
• Emergency contact details;
• Company/employer and job title;
• Professional field or interests;
• Credit card references/numbers;
• Travel destinations, plans, preferences;
• Accommodation preferences;
• Passport, visa details;
• Other event-specific information.

Sensitive personal data is only processed with your explicit and separate consent.

3. Purpose of Data Collection

Your data is used to deliver, maintain, and enhance our services. We collect only what’s necessary to fulfill the following purposes:

Legal basis: Contractual necessity

1. a) Travel reports: To compile reports for clients summarizing travel expenses and related data.
2. b) Policy compliance: To report on adherence to event, budget, or travel policies.
3. c) Service enhancements: To send useful information relevant to your current or upcoming event/travel (e.g., restaurant lists, parking info).

Legal basis: Legitimate interest

1. d) Marketing & personalization: To personalize your web experience and deliver tailored marketing, using internal and third-party tools based on your preferences and online activity.

Legal basis: Consent

1. e) Website analytics: Data is used in anonymous form for statistical purposes to improve site usability, effectiveness, and security.

Legal basis: Legitimate interest

1. f) Recruiting: To support and enhance recruitment processes.

We may share your data if legally required or necessary to defend our rights. Otherwise, we do not disclose your personal data to third parties without your prior consent.

4. Data Retention

We retain your data only as long as needed for the stated purposes. Typically:

• General and personal data: up to 5 years (unless legally required longer);
• Applicant data: up to 2 years.

You may request account deletion by emailing our Data Protection Officer at theresa@canalsandwindmills.com.

5. Your Responsibilities

You must ensure the information you provide is:

• Accurate and current;
• Truthful;
• Compliant with applicable laws.

If your email address changes, you must notify us or update your profile directly.

6. Data Sharing and Transfers

6.1 Internal Transfers:
We may share data within CANALS & WINDMILLS BV and its subsidiaries.

6.2 Third Parties:
We partner with service providers for travel bookings, logistics, badge printing, etc., and may share data to fulfill service requests.
With client permission, we may also share data with sponsors, exhibitors, or analytics partners.
At events, sponsors/exhibitors may scan badges (with your consent). Their data practices are governed by their own policies.
In the case of mergers, restructurings, or asset transfers, your data may be transferred to a third party.

Non-EU transfers require a signed data transfer agreement compliant with data protection laws.

7. Security and Safeguards

We implement appropriate technical, contractual, physical, and organizational measures to protect your data against loss, unauthorized access, or misuse.
Access to your data is restricted to authorized personnel under strict confidentiality obligations.

While we strive to protect your data, we cannot guarantee absolute security and disclaim liability for any breaches beyond our reasonable control.

8. Your Rights

Under applicable data protection laws, you have the right to:

• Access your data;
• Correct or restrict its processing;
• Object to processing;
• Request data portability (where applicable);
• Lodge a complaint with a supervisory authority;
• Request data blocking or deletion (subject to legal obligations).

To exercise your rights or opt out of marketing communications, contact our Data Protection Officer at theresa@canalsandwindmills.com.

Note: Even if you opt out of marketing, you may still receive essential administrative emails.

9. Updates

We may revise this policy periodically to comply with privacy laws. Significant changes will be communicated via our website or to your registered email.

10. Contact

For further assistance, please contact:

Data Protection Officer
Email: theresa@canalsandwindmills.com
Address:
CANALS & WINDMILLS BV
Data Protection Officer
Keizersgracht 258A
1016 EV Amsterdam
Netherlands