Last updated: 5 November 2026

 

1. Data Controller

The data controller responsible for processing personal data is:

The POD SRL
Company registration number (BCE): 0782.516.816
Website: https://podbw.be
Email: hello@podbw.be

The POD SRL determines the purposes and means of processing personal data in connection with its activities.

2. Personal Data We Collect

Depending on the nature of your interactions with The POD, we may collect the following personal data:

• First and last name;

• Email address;

• Telephone number, where requested;

• Company, job title or organisation;

• Information relating to your registration for and participation in events;

• Communication preferences and consent records;

• Information voluntarily provided through our forms or during professional interactions.

When an event requires payment, payments may be processed through the Luma platform, which uses Stripe’s services. The POD does not have access to your full payment card or banking details. Payment information is processed by the relevant service providers in accordance with their respective privacy policies.

3. Purposes of Data Processing

We may use your personal data to:

• Manage your registration for and participation in events organised by The POD;

• Send you practical information relating to events you have registered for;

• Manage the administrative, accounting and organisational aspects of our activities;

• Respond to your enquiries and communicate with you as part of our professional relationships;

• Manage activities and interactions within The POD community;

• Send you newsletters, invitations to future events and community updates when you have given your consent;

• Manage your communication preferences and unsubscribe requests, and maintain the necessary records of consent.

Registering for an event does not automatically subscribe you to our newsletter.

4. Legal Bases for Processing

Depending on the purpose, we process your personal data on one or more of the following legal bases:

• Performance of a contract or pre-contractual measures, particularly to manage your registration for an event or service;

• Compliance with legal obligations, including accounting and tax requirements;

• The legitimate interests of The POD, where applicable, particularly to manage its activities and professional relationships;

• Your consent, to receive our newsletters, invitations to future events and other promotional communications by email.

Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before your withdrawal.

5. Recipients of Personal Data

Your personal data may be accessed by authorised members of The POD team and by service providers necessary for the operation of our activities, including:

• Luma, for event registration and management;

• Brevo, for contact management, consent management and email communications;

• Mailchimp, when this platform is used to send our communications;

• Stripe, for payment processing;

• Our IT and technical service providers, to the extent necessary for the performance of their services.

Certain personal data may also be shared with partners or co-organisers when necessary for the organisation of an event, provided there is an appropriate legal basis and the individuals concerned are adequately informed.

The POD does not sell your personal data to third parties.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.

• Event registration data: for the period necessary to organise and follow up on the event and comply with applicable legal obligations.

• Administrative and accounting data: for the retention periods required by applicable legislation.

• Newsletter data: for as long as you remain subscribed to our communications or until you withdraw your consent.

• Consent records and unsubscribe information: for as long as necessary to demonstrate compliance with our obligations and prevent unwanted communications from being sent again.

Personal data that is no longer required will be deleted or anonymised, subject to applicable legal retention obligations.

7. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights, subject to the conditions set out in the applicable legislation:

• The right to access your personal data;

• The right to rectify inaccurate personal data;

• The right to erasure;

• The right to restrict processing;

• The right to object to certain types of processing;

• The right to data portability, where applicable;

• The right to withdraw your consent at any time;

• The right to lodge a complaint with a data protection authority.

To exercise your rights, please contact us at:

hello@podbw.be

You can also unsubscribe from our newsletters at any time by clicking the unsubscribe link included in each email.

If you believe that your rights have not been respected, you may lodge a complaint with the Belgian Data Protection Authority:

https://www.autoriteprotectiondonnees.be

8. Data Security

The POD implements appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure.

Access to personal data is restricted to individuals and service providers who need it to perform their duties.

9. International Data Transfers

Some of the technical service providers used by The POD may process personal data outside the European Economic Area (EEA).

Where such transfers take place, The POD ensures that they are based on the safeguards provided for under the GDPR, including an adequacy decision or appropriate safeguards, depending on the circumstances.

10. Changes to This Privacy Policy

The POD may update this Privacy Policy to reflect changes in its activities, tools or legal obligations.

The most recent version will be available on our website, together with the date of its latest update.

11. Contact

If you have any questions regarding this Privacy Policy or the processing of your personal data, please contact:

The POD SRL
Company registration number (BCE): 0782.516.816
Email: hello@podbw.be
Website: https://podbw.be