Community workshop – The Owl’s Nest

Privacy for visitors and workshops

For walk-ins, using the workshop space, and workshops, we keep privacy practical. We only ask for data that is needed to coordinate, to get back to you, and (where applicable) to invoice or to follow up safely.

This page covers the workshop context. For general website matters (such as server logs and YouTube no-cookie) see Privacy. For privacy questions and GDPR requests you can email privacy@the-owls-nest.nl.

Walk-ins

For walk-ins we do not process personal data. Only if an appointment is needed, or if you ask for follow-up, we use the same data as described below for using the workshop space and workshops.

Using the workshop space: what data we ask for

• Name and contact details (phone and/or email): so we can respond, coordinate, and let you know when something can be done, is finished, or when there is space.
• Context of your request: what your problem or project is, what you want to achieve, and which times are feasible.
• Photos or a short video of a problem: only if it helps us understand the situation properly or to work safely.
• Files (e.g., for printing or cutting): only if needed for the work.

If you bring a file yourself, we do not automatically keep it. We only keep files or images if you ask us to, or if it is necessary to make follow-up possible (for example, to pick something up again later).

Workshops: what data we ask for

• Name and email address (and sometimes phone): to coordinate questions, wishes and practical details (when, with whom, and what is useful to bring).
• No attendance list: we do not keep an attendance list as a standard part of workshops.

Business: invoices and quotations

Only when an invoice or a quotation is needed, we process additional business details:

• Company name and address (for invoicing).
• Chamber of Commerce number is optional.
• We process a VAT number where required, for example for an overseas client or supplier.

Payment

Depending on the situation, payment can be made in cash, by bank transfer, by invoice, or via a payment request. Where needed, we provide a receipt or invoice.

Who can access this data?

• Core team: has access to all data needed for planning, execution, follow-up, safety and administration.
• Workshop tutor and volunteers: only see what is needed for execution, usually your name, when and what for, and where relevant the photos/files that belong to that appointment.

Storage, working folders and retention periods

We do not keep data longer than necessary. In practice, we work with two types of folders:

• “Miscellaneous” folder (anonymous): for non-recurring contacts and matters that are still in progress or require aftercare. Retention period: up to 1 year.
• Relationship file by name: for regular, recurring contacts. We review these files periodically (once every 5 years) and archive them where needed for continuity and accountability.

Photos/videos and files needed for follow-up are handled under the same structure (miscellaneous or named relationship file) with the same retention periods.

Temporary storage on NAS

Sometimes we place files or images temporarily on our NAS to complete a job. After completion we remove them from the temporary storage. If they are needed again later, the core team will retrieve them via the relevant relationship file or via “miscellaneous”.

Backups

Our systems are backed up for disaster recovery: recovery after loss, failure, error or incident. These backups are not a working archive and are not searched for day-to-day handling. They are full system backups (operating system, settings and data), not selective backups of individual database items, emails or files.

Backups are stored on our own equipment (no cloud) and are only accessible to the designated backup operator within the core team. The retention schedule is: daily 21 days, weekly 20 weeks, monthly 12 months and yearly 10 years.

Incidents and safety

In case of an accident, conflict or safety issue, we may record an incident for follow-up, insurance and compliance. This may include what happened, when, and contact details to handle things properly. Where needed, we record additional details relevant to safety (for example involved materials or substances).

Incidents are handled like other folder contents: they are placed in a relationship file and reviewed periodically (once every 5 years) and archived where needed. Only the core team has access.

When do we share data with third parties?

• Insurer: only in case of a claim, and only the data needed to handle the claim.
• Authorities: if an authority requests data, we assess the request carefully and do not disclose more than necessary. When we are legally required to provide data, we comply with that obligation.

Minors

Under the age of 14, participation or using the workshop space is only possible under supervision. Consent is required. We record this to avoid misunderstandings afterwards. This may involve processing data about the participant and about a parent/guardian (name and contact details; the minor’s contact details are optional).

Your rights and contact

For privacy questions or requests such as access, correction or deletion, email privacy@the-owls-nest.nl. We assess what is possible per request and, where needed, limit use and access to data.