Code of Conduct / Terms & Conditions / Privacy Policy

CODE OF CONDUCT ON INTEGRITY AND PSYCHOSOCIAL WELLBEING - HUELGAS ENSEMBLE

This code of conduct applies to all individuals involved in the operations of the Huelgas Ensemble, regardless of their status (permanent staff, freelancers, musicians, volunteers). The code applies during all professional activities: rehearsals, concerts, meetings, residencies, travel, and other work-related contexts.

1. Purpose and principles

The Huelgas Ensemble strives to create a working environment in which everyone feels safe, respected, and heard. This code of conduct aims to define clear behavioural standards, prevent transgressive behaviour, and support the psychosocial wellbeing of all involved.

We base this on the principles of respect, equality, integrity, and responsibility.

2. Desired behaviour

Everyone within the organization is expected to:

communicate respectfully and professionally with colleagues and third parties;
actively contribute to a safe and inclusive working environment;

respect the personal boundaries of others;
listen to signs of discomfort and respond appropriately.

3. Undesirable behaviour

All forms of transgressive behaviour are strictly condemned. This includes, but is not limited to:

sexually inappropriate behaviour;
bullying or intimidation;
discriminatory remarks or actions;

verbal, physical, or psychological violence.

Such behaviour may lead to disciplinary measures or termination of the collaboration.

4. Reporting and confidential advisors

Individuals who experience or witness transgressive behaviour are encouraged to report it to one of the confidential advisors within the organization. Reports are always handled with the necessary discretion and seriousness.

A special email address has been created for confidential reports. If desired, the reporter can choose to be assisted by either a female or male confidential advisor.

Confidential advisors within the organization:

Ms. Nadine Buys (Director; Secretary of the Executive Board): vertrouwenspersoon1@huelgas.be

Mr. Stephane Leys (Member of the General Assembly): vertrouwenspersoon2@huelgas.be

If preferred, contact can also be made with an external body, such as the Flemish Reporting Point for Transgressive Behaviour. (https://www.vlaanderen.be/vlaams-meldpunt-grensoverschrijdend-gedrag)

Internal employees can also contact the psychosocial prevention advisor at IDEWE, the prevention service with which the Huelgas Ensemble is affiliated.

5. Implementation and communication

This code of conduct is shared with all employees and musicians at the start of their collaboration with the Huelgas Ensemble. The code is also permanently available via our digital cloud and on the Huelgas Ensemble website: www.huelgasensemble.be.

GENERAL TERMS AND CONDITIONS OF SALE

Identification of the seller

Non-profit Association (vzw) Huelgas Ensemble

Groot Begijnhof 16

3000 Leuven

Company number / KBO 0450.229.557

Tel. office: +32 (0)471 22 82 40

Email: office@huelgasensemble.be

Website: www.huelgasensemble.be

Orders

The personal and confidential information you provide to us is used solely for managing your reservation file. It will not be shared with third parties.

All orders imply that the buyer agrees to our terms and conditions of sale.

The photo book or CDs will be shipped as soon as possible. Please allow for a delivery time of 1 to 2 weeks. This may vary depending on the country to which the goods are being shipped.

Unless specifically stated otherwise in your order, goods will be sent by regular mail. Secure shipping is available on request, but will incur an additional cost.

If your ordered goods are damaged, contact vzw Huelgas within a week of delivery. Send a photo of the damaged package to office@huelgasensemble.be. Depending on the situation, we may offer:

Return of the damaged package and reshipment of the goods.
Refund of your purchase.

The buyer agrees that there is no right of return for our photo book and CDs. These items are made to order for the buyer.

About our privacy policy

Vzw Huelgas Ensemble takes your privacy seriously. We only process data that we need for (improving) our services and handle the information we collect about you and your use of our services with care. We never make your data available to third parties for commercial purposes.

This privacy policy applies to the use of the website and the services accessible through it from Vzw Huelgas Ensemble. The effective date of these conditions is 30/11/2022. Publishing a new version will invalidate all previous versions. This policy explains which data we collect, what we use it for, and with whom and under what conditions it may be shared. It also outlines how we store and protect your data and what rights you have with regard to your personal data.

If you have questions about our privacy policy, please contact our privacy officer using the details at the end of this policy.

Data processing

Below you can read how we process your data, where we store it (or have it stored), which security techniques we use and to whom the data can be viewed.

Webshop software

Wix: Our webshop is developed using Wix. Personal data you provide for our services is shared with Wix. They have access to your data only to provide technical support and will not use it for other purposes. Wix is contractually required to implement appropriate security measures, including SSL encryption and a strong password policy. Wix may use cookies to collect technical information but does not collect or store personal data. Wix may share collected data within its corporate group to improve service delivery.

Web hosting

Combell: We use Combell for web hosting and email services. Combell processes personal data on our behalf and does not use your data for its own purposes. It may collect metadata (non-personal data) about service usage. Combell has taken appropriate measures to prevent loss and unauthorized use of your data and is bound by confidentiality agreements.

Email and mailing lists

Office 365: We use Office 365 for our regular business email communication. Office 365 has implemented security measures to prevent misuse, loss, or corruption of your data. Office 365 does not have access to our mailbox, and we treat all email communication confidentially.

Payment processors

Mollie: For handling (part of) the payments in our web shop, we use the platform of Mollie. Mollie processes your name, address and place of residence data and your payment details such as your bank account or credit card number. Mollie has taken appropriate technical and organisational measures to protect your personal data. Mollie reserves the right to use your data to further improve the service and, as part of this, share (anonymised) data with third parties. All the above safeguards regarding the protection of your personal data also apply to those parts of Mollie's services for which it engages third parties. Mollie will not retain your data longer than permitted under the statutory time limits.

Klarna: For handling (part of) the payments in our webshop, we use the platform of Klarna. Klarna processes your name, address and place of residence and your payment details such as your bank account or credit card number. Klarna has taken appropriate technical and organisational measures to protect your personal data. Klarna reserves the right to use your data to further improve the service and in this context to share (anonymised) data with third parties. Klarna shares personal data and information relating to your financial position with credit rating agencies in the case of an application for a deferred payment (credit facility). All of the above guarantees regarding the protection of your personal data also apply to those parts of Klarna's services for which they engage third parties. Klarna will not retain your data longer than permitted under the legal time limits.

Stripe: To handle (part of) the payments in our webshop, we use the platform of Stripe. Stripe processes your name, address and place of residence data and your payment details such as your bank account or credit card number. Stripe has taken appropriate technical and organisational measures to protect your personal data. Stripe reserves the right to use your data to further improve the service and, as part of this, to share (anonymised) data with third parties. In the case of an application for a deferred payment (credit facility), Stripe shares personal data and information relating to your financial position with credit rating agencies. All the above safeguards regarding the protection of your personal data also apply to those parts of Stripe's services for which it engages third parties. Stripe will not retain your data for longer than permitted under the statutory time limits.

Shipping and logistics

Mondial Relay: When you place an order with us, our job is to get your package delivered to you. We use the services of Mondial Relay to carry out the deliveries. This requires us to share your name, address and place of residence data with Mondial Relay. Mondial Relay uses this data only for the purpose of executing the agreement. In the event that Mondial Relay engages subcontractors, Mondial Relay also makes your data available to these parties.

Purpose of data processing

General purpose of processing

We use your data exclusively for the purpose of our services. That is, the purpose of the processing is always directly related to the assignment you provide. We do not use your data for (targeted) marketing. If you share data with us and we use this data to contact you - other than at your request - at a later time, we will ask you explicit permission to do so. Your data will not be shared with third parties other than to meet accounting and other administrative obligations. These third parties are all bound to confidentiality by virtue of the agreement between them and us or an oath or legal obligation.

Automatically collected data

Data automatically collected by our website are processed with the aim of further improving our services. These data (e.g. your IP address, web browser and operating system) are not personal data.

Cooperation with tax and criminal investigations

Where appropriate, Vzw Huelgas Ensemble may be required by law to share your data in connection with government tax or criminal investigations. In such a case, we are forced to share your data, but we will resist within the possibilities offered by law.

Data retention

We keep your data as long as you are our client. If you indicate you no longer want our services, we will treat it as a request to be forgotten. We retain data for no longer than two years from your last interaction, unless legally required to do otherwise. Invoice data must be retained for administrative purposes, but staff will no longer have access to your client profile.

Your rights

Under applicable Belgian and European legislation, as a data subject you have certain rights in relation to personal data processed by or on behalf of us. We explain below what these rights are and how you can invoke them. In principle, to prevent misuse, we only send copies and copies of your data to your e-mail address already known to us. In case you wish to receive the data at another e-mail address or by post, for example, we will ask you to identify yourself. We keep records of completed requests; in the case of a forgetting request, we administer anonymised data. You will receive all copies and transcripts of data in the machine-readable data format we use within our systems. You have the right at any time to lodge a complaint with the Personal Data Authority if you suspect that we are using your personal data incorrectly.

Right of inspection

You always have the right to inspect the data we process (or have processed) that relate to your person or can be traced back to you. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you, at the e-mail address known to us, a copy of all data together with a list of the processors holding this data, indicating the category under which we have stored this data.

Right of rectification

You always have the right to have the data that we process (or have processed) and that relate to your person or can be traced back to you rectified. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you a confirmation at the e-mail address known to us that the data has been adjusted.

Right to restrict the processing

You always have the right to restrict the data we process (or have processed) that relates to your person or is traceable to it. You can make a request to this effect to our privacy contact. You will then receive a response to your request within 30 days. If your request is granted, we will send you confirmation at the e-mail address known to us that the data will no longer be processed until you lift the restriction.

Right to portability

You always have the right to have the data we process (or have processed) that relates to your person or can be traced back to you, carried out by another party. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you, at the e-mail address known to us, copies or transcripts of all data about you that we have processed or have processed on our behalf by other processors or third parties. In all likelihood, we will no longer be able to continue providing services in such a case, as the secure interconnection of data files can no longer be guaranteed.

Right to object and other rights

Where applicable, you have the right to object to the processing of your personal data by or on behalf of Vzw Huelgas Ensemble. If you object, we will immediately cease data processing pending the resolution of your objection. If your objection is well-founded, we will make copies and/or copies of data we process (or have processed) available to you and thereafter cease processing permanently. You also have the right not to be subjected to automated individual decision-making or profiling. We do not process your data in such a way that this right applies. If you believe it does, please contact our privacy contact.

There are only functional cookies directly from us and these are for the operation of website. These cookies are separate from third-party cookies.

Google Analytics

Through our website, cookies are set by the US company Google, as part of the ‘Analytics’ service. We use this service to track and receive reports on how visitors use the website. This processor may be obliged under applicable laws and regulations to grant access to this data. We have not allowed Google to use the obtained analytics information for other Google services.

Third-party cookies

In the event that third-party software solutions use cookies, this is stated in this privacy statement.

Changes to privacy policy

We reserve the right to change our privacy policy at any time. However, you will always find the most recent version on this page. If the new privacy policy affects the way we process data already collected relating to you, we will notify you by e-mail.

Contact information

Vzw Huelgas Ensemble

Groot Begijnhof 16

3000 Leuven, Belgium

+32 (0)471 22 82 40

office@huelgasensemble.be