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1. Data We Collect and Why

 

Wallet Pass registration (via Leat – external service provider)

To create a Wallet Pass, participants must fill out a form.

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We collect:

  • Email address – required to download the Wallet Pass and link it to your account

  • First name & surname – used to identify your account.

  • Birthday – so we can grant birthday points.

 

The Wallet Pass is mandatory for anyone who wants to collect, use, or transfer points. Without a Wallet Pass, it is not possible to use the loyalty system.

Points activity

We store:

  • points earned,

  • points used,

  • referral activity,

  • timestamps (“created at”, “updated at”).

 

This data is required to operate your account fairly and accurately.

All external service providers such as Leat, email providers, or ticketing platforms process personal data on our behalf under a GDPR-compliant Data Processing Agreement.

PRIVACY STATEMENT

Last updated: 17.12.2025

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The Swap Club NL (“we”, “us”, “our”) processes personal data to operate our swap events, loyalty system, Wallet Pass, and community activities. This Privacy Statement explains what data we collect, why we collect it, and how we use it, in accordance with the GDPR.

2. How Wallet Pass Communication Works

  • ​After signing up, each participant automatically receives a welcome email with their 5 welcome points.

  • The welcome email includes the Terms & Conditions. If someone does not agree, they may unsubscribe.

  • By downloading the Wallet Pass, users become part of our loyalty programme, which includes receiving newsletters.

  • Participants may unsubscribe from newsletters at any time using the link in the email.

 

Unsubscribing does not delete your Wallet Pass or remove your points.
To delete your account entirely, you must contact us.

3. Referral System

Participants may refer others using their unique referral link included in their emails.
When someone joins via referral:

  • the referrer receives 3 points.

No additional personal data is shared with other users.

4. Communication Channels

A. Newsletters

Sent to Wallet Pass holders to inform them about:

  • upcoming events,

  • business updates,

  • point system updates,

  • community news.

B. Instagram (@theswapclub.ams)

People may follow us voluntarily to see updates or send direct messages.

C. WhatsApp Groups

We operate two groups:

  1. Announcements Group

    • Managed by The Swap Club team.

    • Used only for event news and official updates.

  2. Open Chat Group

    • Participants can discuss sustainable fashion, swapping, or community topics.

    • The admin approves join requests and may reject or remove users in case of misuse.

Joining WhatsApp groups is optional.​

 

5. Event Registration & Payments

Participants may reserve tickets via:

  • Eventbrite

  • Luma

  • Partner ticketing platforms

  • The Swap Club’s website (theswapclub.nl)

External ticketing platforms

We do not receive or store your payment information.
Payment data stays with the ticket provider.

Payments via our website

If you buy a ticket directly through our website, we will process only the information needed for payment.
We do not share your payment details with third parties unless legally required.

 

6. Photos and Videos at Events

At our events, we share a general disclaimer:

  • Participants may be photographed or filmed.

  • These materials can be used for marketing purposes.

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If someone does not want to appear in photos or videos, they are responsible for informing The Swap Club team.

One-to-one videos

Before recording individual video content (interviews, testimonials), we always ask for explicit permission.

Public content

We do not make any individual personal data public (names, emails, etc.).
We may use aggregated, non-identifiable data, such as:

  • total number of participants,

  • number of items swapped.

We do not identify, tag, or name individuals in photos or videos unless they explicitly request or consent to it.

Children may attend events under the supervision of their parent/guardian. We do not knowingly collect data relating to minors, and the guardian is responsible for informing us if their child should not appear in photos or videos.

 

7. Item & Data Handling for Upcycling / Company Collaborations

For upcycling + recycling

No personal data is attached to items.
Items may be upcycled, recycled, or used for reporting inventory volumes.

For company events or sponsorships

Data is shared only with explicit consent of the relevant parties.

 

8. Data Protection and Confidentiality

We do not share participant contact information with external parties without consent.

Leat (Wallet Pass provider) processes data on our behalf under GDPR-compliant conditions.

All other data is used solely for:

  • operating the Swap Club,

  • our loyalty system,

  • community management,

  • event organisation.

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9. Account & Wallet Pass Deletion

You may remove the Wallet Pass from your phone at any time.
However, deleting the Wallet Pass from your device does not delete your account.

To permanently delete your account and all associated points:

Once deleted, points cannot be restored.

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10. Retention Periods


The Swap Club stores personal data only for as long as necessary for the purposes described in this Privacy Statement. Our retention periods are:

1. Wallet Pass & Loyalty System

  • Your Wallet Pass data (name, surname, email, birthday, points history) is kept as long as your account is active.

  • If you request deletion of your account, we delete all your personal data within 30 days.

2. Newsletter & Marketing Emails

  • Your email remains on our mailing list until you unsubscribe.

  • Once unsubscribed, your data is immediately removed from our marketing system.

3. Event Registration & Participation Data

  • Event-related data (ticket registration, attendance lists, item check-in records) is stored  for administrative, reporting, and operational purposes.

  • Payment information is not stored by The Swap Club if processed by external ticketing platforms.

4. Payment Data (website purchases only)

  • If you purchase a ticket through our website, we retain only the minimal payment record required for financial administration.

  • Financial records must be stored for 7 years, as required by Dutch tax law.

  • Full payment card details are never stored.

5. Photos & Videos from Events

  • Photos and videos taken at events may be used for marketing and documentation and may be kept indefinitely, unless you request removal.

  • Participants can request removal at any time.

6. WhatsApp Groups & Social Interactions

  • Conversations in WhatsApp groups are controlled by the user.

  • If you leave the group, your phone number will no longer appear to other members.

  • Admin logs (join/leave records) may remain visible to admins.

7. Aggregated, Anonymous Business Data

  • Non-personal statistics (e.g., number of participants, number of items swapped) may be kept indefinitely, as they contain no identifiable personal data.

8. Referral System Data

  • Referral activity (referrer email + referral success) is kept as long as the Wallet Pass account exists.

 

 

11. Your GDPR Rights

You have the right to:

  • access your data,

  • correct your data,

  • request deletion,

  • restrict processing,

  • unsubscribe from marketing,

  • withdraw consent,

  • file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

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To exercise your rights, contact us at info@theswapclub.nl

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