Version 2.4 — 20 September 2026. This statement reflects the current ECC website implementation, including the central Mailchimp single-opt-in integration.
1. Who is responsible?
Eindhoven Creative Community (ECC) is an informal initiative without its own legal entity or Chamber of Commerce registration. ECC is jointly organised by Pieter van Engeland, Frank van de Ven and Yamil Baptista. Where they jointly determine the purposes and means of processing, they act as joint controllers.
Central contact: Pieter van Engeland, Winkelcentrum Woensel 201, Eindhoven. Email: hello@eindhovencreativecommunity.nl.
2. Who does this apply to?
- website visitors;
- people applying for free community membership;
- members with or without a public profile;
- people suggesting events or responding to an event poll;
- Photography Challenge entrants, voters and feedback providers;
- newsletter subscribers;
- people recognisable in ECC event imagery or competition entries.
3. Community membership and public profiles
We use the details in the join form to review your application, communicate with you and manage the informal community. Community membership does not require a public profile. If you voluntarily choose a public profile, publication is based on your consent and can later be withdrawn. We hide or remove the profile as soon as reasonably possible and no later than 30 days after a valid request.
4. WhatsApp
You may optionally request an invitation link to the ECC WhatsApp group. ECC can send that link to your email address, so the join form does not need to collect your phone number. Once you join through the link, WhatsApp/Meta processes information under its own terms.
5. Events and event polls
Event suggestions are used to review, internally share and, where appropriate, publish relevant community events. Some ECC events have a voluntary public attendance poll using Supabase; the website tells you that your name and response may be visible to others. Poll responses are scheduled for deletion no later than 30 days after the event.
6. Photography and video at ECC activities
ECC organisers and participants may take photographs or video during activities. ECC may use its own general event imagery for reporting and communication on the ECC website, social media, newsletter and archive. Attendance does not automatically mean consent for every possible use. We take extra care with directed portraits, sensitive situations and recognisable minors and ask separately for consent where this is required. If you object to ECC imagery in which you are recognisable, contact hello@eindhovencreativecommunity.nl.
7. Eindhoven Photography Challenge
We process the information supplied with an entry, including name, email address, optional Instagram account, title, story, location and the image itself. The website also records the required confirmations regarding age, Eindhoven location, rights and acceptance of the competition rules. Uploads are private until moderated. Approved public copies are re-encoded so EXIF/GPS metadata is not carried into the public image.
8. Voting and feedback
For public voting we request your name and email address. Your name is stored with the vote; the vote table stores only a one-way hash of your email address to manage one vote set per address. If you voluntarily select the newsletter option while voting, we also use your email address and first name to subscribe you directly to the newsletter through Mailchimp. Challenge feedback may include a rating, free text and optional name/email. Browser user-agent and viewport data are no longer automatically stored for feedback.
9. Newsletter and Mailchimp
Newsletter signup is voluntary and separate from membership, event participation and the competition. ECC uses one Mailchimp Audience called Eindhoven Creative Community. Source tags include website-newsletter, join-form and photography-challenge.
When you sign up through a clear newsletter form or actively tick the separate newsletter checkbox, we send only the newsletter data required by Mailchimp: at least your email address and, where available, your first name. ECC uses single opt-in: after your explicit signup, the contact is added immediately as subscribed and no separate confirmation email is sent. Newsletter checkboxes are off by default and signup is never a condition for membership, participation or voting. ECC records the source, date and consent-text version so consent can be demonstrated. A previously unsubscribed contact is only re-subscribed after a new explicit signup.
ECC sends a newsletter monthly. Open tracking and click tracking are enabled. Every newsletter contains an unsubscribe option. The legal basis is consent. Mailchimp/Intuit may process data outside the EEA using the safeguards applicable to the ECC account.
10. Google Analytics and cookies
ECC uses Google Analytics 4 only for limited website analytics, such as understanding page visits and general use of the website. Advertising storage, advertising personalisation and Google Signals are disabled, and ECC does not use User-ID for this measurement. Analytics cookies are technically limited to a maximum of 90 days and are not renewed on every visit. ECC uses this limited analytics setup without prior cookie consent. Necessary session cookies may also be used for security, CSRF protection, forms and admin sessions.
11. Recipients and external services
Depending on the feature, data may be processed by ECC's hosting/email provider, Supabase, Mailchimp/Intuit, Google for limited website analytics, WhatsApp/Meta and social platforms where ECC publishes content or which you choose to visit. ECC does not sell personal data.
12. Retention
- rejected membership applications: up to 90 days;
- membership administration after leaving: up to 180 days; public profile hidden/removed within 30 days;
- event suggestions: up to one year after the event;
- event poll responses: up to 30 days after the event;
- original challenge upload: up to 90 days after final results unless needed for a specific dispute;
- challenge participant/contact data: up to two years after results;
- voter names, vote hashes and choices: up to 90 days after results;
- challenge feedback: up to one year;
- local newsletter/consent evidence: up to five years where needed to demonstrate consent;
- local suppression evidence: up to three years unless longer retention is required to honour an opt-out;
- security logs: normally up to 30 days.
13. Security
ECC uses measures such as HTTPS, CSRF protection, honeypots, server-side validation, protected uploads, moderation, rate limiting where appropriate, password hashes and server-side secret configuration. API keys are not placed in HTML, JavaScript or public files.
14. Your rights and complaints
Depending on the processing, you may have rights to information, access, correction, erasure, restriction, objection and data portability. Consent can be withdrawn. Contact hello@eindhovencreativecommunity.nl. You also retain the right to complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
15. Minors, changes and contact
The Eindhoven Photography Challenge is 18+. Other community activities may differ. ECC takes additional care with recognisable minors in imagery. We may update this statement when technology, activities or law changes; changing this text never replaces consent where new consent is legally required.
Eindhoven Creative Community
Pieter van Engeland (central contact)
Winkelcentrum Woensel 201, Eindhoven
hello@eindhovencreativecommunity.nl