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Privacy Policy

Privacy Policy for Songscape

Last updated: September 11, 2025

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1. Who we are

Controller / Responsible entity
Altered Music
Reppelerweg 291
3950 Bocholt
Belgium
VAT BE0768482104

Contact email: info@songscape.be
Phone: +32 471 56 50 55 / +32 495 56 84 89

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2. What this policy covers

This policy explains how we collect, use, disclose, and protect your personal data when you use the Songscape website (songscape.be), register or pre-register for our camps and services, subscribe to our newsletter, communicate with us, or otherwise interact with us. It also explains your rights under applicable data protection laws (GDPR + Belgian law).

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3. Legal framework

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4. What data we collect

We may collect different kinds of personal data, depending on how you interact with us. The categories include:

  • Identity & contact information - Name, address, email address, telephone number, date of birth (“birthday” / day-month-year) (as in pre-registration forms).

  • Usage / log data - IP address, browser type, operating system, pages visited, referring/exit pages, time spent on pages, etc.

  • Communications - Any messages or correspondence you send us (by email, contact form, etc.).

  • Marketing / newsletter preferences - Whether you subscribe to our newsletter; consent to receive marketing or promotional content.

  • Other data - Potentially video or photo content you provide (if applicable), or other data needed for organising the camp (e.g. dietary requirements, emergency contact) if you register for the camp.

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5. How we use your data / Purpose & legal basis

We collect and process personal data only for specific, explicit, and legitimate purposes. We will only use data for:

  1. Providing the Songscape service

    • Processing your registration / pre-registration for the camp.

    • Communicating with you about your application, logistics, payments, etc.

    Legal basis: performance of a contract or taking steps prior to entering a contract, or legitimate interest (to deliver service) as appropriate.

  2. Newsletters and marketing

    • If you consent, sending you updates, promotional material, information about upcoming editions, events, etc.

    Legal basis: explicit consent. You may withdraw consent at any time.

  3. Website operation, analytics and improvement

    • To monitor and understand how the website is used to improve user experience (e.g. usage statistics).

    • Maintain security, prevent fraud or abuse.

    Legal basis: legitimate interest.

  4. Legal, safety, and compliance purposes

    • Ensuring compliance with legal obligations.

    • Handling disputes, enforcing terms.

    • In emergencies or to protect life or safety.

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6. Cookies and similar technologies

  • We use cookies or similar tracking technologies on our website. Some are strictly necessary for the site to function; others may collect anonymous usage data or be used for marketing.

  • We will obtain your consent where required (particularly for analytics, marketing, tracking cookies) before placing those that are not strictly necessary.

  • You have the option to accept or refuse non-essential cookies; you may also withdraw consent later.

  • More detail about which cookies we use, and for what purpose, is provided in our Cookie Policy.

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7. Sharing your data

We may share your personal data with:

  • Service providers / processors who help us operate the website, manage registrations, send emails, process payments, or do hosting, analytics, etc. They will only process data under our instructions and with contractual safeguards.

  • Legal or regulatory authorities if required by law (e.g. in case of legal claims or obligations).

  • Third parties for marketing only if you have given consent (or as permitted by law).

We will not sell your personal data.

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8. Data retention

We will retain your personal data only for as long as necessary for the purposes set out in this policy, and to comply with legal obligations. For example:

  • Registration / application data: kept for as long as required to organise the camps (including after the event, for possible follow-ups, accounting, etc.).

  • Newsletter / marketing data: until you withdraw consent.

  • Legal claims or obligations: as long as needed under Belgian law (statute of limitation etc.).

After the retention period of 8 months, data will be securely deleted or anonymised.

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9. Your rights

Under GDPR and Belgian law, you have rights in respect of your personal data. These include:

  • Right of access: You can request a copy of the personal data we hold about you.

  • Right to rectification: If data is inaccurate or incomplete, you can ask us to update it.

  • Right to erasure (“right to be forgotten”): Under certain circumstances, ask us to delete your personal data.

  • Right to restriction of processing: Under certain conditions you can ask that we limit how we use your data.

  • Right to data portability: In certain cases (e.g. where processing is based on consent or contract) you may ask us to provide your data in a portable format.

  • Right to object: To processing for direct marketing, or where we rely on legitimate interests and you believe your rights override our interests.

  • Right to withdraw consent: At any time, without affecting lawfulness of processing before withdrawal.

To exercise any of these rights, you can contact us at info@songscape.be.

If you believe we are not processing your data in compliance with applicable law, you have the right to lodge a complaint with the Belgian Data Protection Authority (“Gegevensbeschermingsautoriteit” / “Autorité de protection des données”) or other relevant supervisory authority.

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10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, loss or destruction. This includes, for example:​

  • Access controls, limiting who inside our organisation can see personal data.

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11. International data transfers

If we transfer your personal data outside the European Economic Area (EEA), we will ensure there are appropriate safeguards in place (e.g. standard contractual clauses, data minimisation), or rely on legal bases allowed under GDPR.

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12. Data breaches

If a personal data breach occurs which is likely to result in risk to the rights and freedoms of individuals, we will notify the Belgian Data Protection Authority without undue delay (and in any case within 72 hours of becoming aware) and affected individuals if required by law.

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13. Children’s data

  • If you are under the age of 13, you must ask for parental/guardian consent before submitting personal data.

  • We do not intentionally collect data from minors.

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14. Changes to this policy

We may update this policy from time to time (for example, if our practices change, or because of changes in law). When we make significant changes, we will post the updated version on the site, and update the “Last updated” date.

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15. Contact details

If you have any questions about this policy or our data practices, or want to exercise your rights, contact:

Altered Music
Reppelerweg 291
3950 Bocholt
Belgium
Email: info@songscape.be
Phone: +32 471 56 50 55 / +32 495 56 84 89

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