As of November 2024.
Who we are
The Colored Qollective Foundation (Colored Qollective) is registered in Utrecht, The Netherlands, contactable at info@coloredqollective.org. We are a foundation committed to the fostering of community and safe spaces by and for racialised queer people.
We are registered in the trade register of the Chamber of Commerce under number 76904997. Our fiscal number (known as an RSIN: Rechtspersonen en Samenwerkingsverbanden Informatienummer or Legal Entities and Partnerships Identification Number) is 860834359.
The Colored Qollective website is https://www.coloredqollective.org.
What data we collect
General
We at Colored Qollective recognise the importance of privacy and strive to protect and respect your privacy as much as we can. In general, the Colored Qollective website does not collect, store, and process any personal data nor do we do this through any of our activities or in any other way without your informed consent.
Informed consent: When Colored Qollective does need information from you, for example when you register for an event, reach out to us, or submit a digital form, this is done with your informed consent. Informed consent refers to the prior explanation of your rights, why we need this information, how we will process this information, and how long we will keep it, as outlined below.
Types of data that we collect
Personal data
The personal data that we collect includes, but is not limited to:
- Your name.
- Your gender identity and pronouns.
- Your date of birth.
- Your contact number.
- Your email address.
- Your bank account number (IBAN) and account holder name.
For the purposes of our events, activities, or services we provide, we may sometimes require further information. We will always inform you of your rights, why we need this information, how we will process this information, and how long we will keep it when asking for your consent.
Sensitive personal data
Colored Qollective may collect sensitive personal data you provide us with your informed consent, such as racialised or ethnicised identity, data concerning sexual orientation, and data concerning health.
Cookies
When visiting and using the Colored Qollective website, including when submitting a form on the website, we also automatically collect data through the use of cookies. These include necessary and optional cookies that do not collect personal data; and optional cookies that may collect personal and non-personal data.
Below you can find detailed information about what cookies are, the different types of cookies, and the list of cookies we use and for what purpose so that you can make an informed choice when visiting our website.
How and why we collect this data
As outlined above, Colored Qollective collects, stores, and processes data in two ways: (1) information you have provided us via our website, digital form, email, or in any other way; and (2) information that is automatically collected (i.e. through cookies), such as when visiting our website or submitting a form.
Below we provide a list of contexts in which such data is collected, why they are collected, and how they are processed and stored.
1. Applying for an event or activity
When applying for an event or activity, Colored Qollective makes use of sign-up forms on our website or via an external service. We collect your personal data, such as your name, email address, contact number, and/or other further information insofar necessary for the organisation of the event or activity and follow-up thereafter. We may also keep this information to invite you to future events or activities or other opportunities (such as volunteer roles or vacancies) if you have consented to this.
When submitting a form on our website, we may make use of cookies (see below for more information). Data contained in form submissions is stored on our submission database and forwarded to our email server. This data may also be transposed onto documents or spreadsheets on cloud or local drives of the organising team and/or similar devices and/or on paper for the purpose of organising the event.
When using an external service such as Google Forms, also refer to the Privacy Policy of that service.
2. Attending events or activities (media content)
We may take photos, videos, and other audiovisual content (‘content’) at some of our events or activities. This content may then be shared internally in our Discord server or WhatsApp community. If we do this, we will first ask for your consent to be included in them. We also ask other participants to only take and post content where others are personally identifiable with their consent.
We may also take part in or co-organise external events. Privacy of closed external events are subject to the main organiser, though where possible we will ensure sufficient privacy safeguards are implemented. At open or public external events, such as Pride, we have little to no control over whether any content is taken.
When we use any such content from internal or external events for our communications (social media, website, etc.) and you are personally identifiable, we will first ask for your consent.
3. Contacting us via contact form or email
When you contact us via our contact form or through a @coloredqollective.org email address, the data contained therein is stored on our email server. Data contained in form submissions is also stored on our submission database. This is necessary for us to respond and to keep a record of exchanges of information.
When submitting a form on our website, we may make use of cookies (see below for more information).
4. Applying for a vacancy
When you apply for a vacancy via email, the data contained therein, including information on any files you attach, is stored on our email server. This data may also be transposed onto documents or spreadsheets on cloud or local drives of the selection team and/or similar devices and/or on paper for the purpose of evaluating your application, to respond, and to keep a record of exchanges of information throughout the application process and for record-keeping obligations. We may also keep this information to contact you on future vacancies if you have consented to this.
5. Utilising our services
When you utilise our services, in particular any psychosocial counselling or healthcare services, (sensitive) personal data as outlined above may be shared. This is subject to the strictest confidentiality between you and the service provider or individuals (the recipient) you shared this with, including, where applicable, professional codes. If, based on this information, referrals to or consultation with another by the recipient is recommended or necessary, in which (parts of) this information is to be shared, this is done with your informed consent.
6. Testimonials or other types of reviews or comments
When you leave a testimonial for a service or submit any other type of form response, any personal data you provide here is done with your informed consent, including acknowledging that your testimonial may be published on our website or utilised in our communications or when discussing or promoting our services to others.
7. Donations or payments
When you donate or request a payment, we collect your personal data, such as your name, IBAN, account holder name, and/or other further information insofar necessary to process this transaction and keep a record of such transactions to fulfil our legal obligations for record-keeping.
8. Automated data when using our website: cookies and analytics
In addition to the above, when visiting and using our website, including submitting a digital form on our website, we also automatically collect data through the use of cookies. As outlined above, these include necessary and optional cookies that do not collect personal data; and optional cookies that may collect personal and non-personal data. This allows us to better manage and improve our website and services, and to make them as accessible and user-friendly as possible.
The types of automated data collected include, but is not limited to:
- Internet Protocol (IP) address.
- Browser type and version.
- Browser user agent string.
- Geolocation.
Google Analytics
This includes our use of Google Analytics in order to measure and analyse traffic and how our website performs so that we can make improvements to it. Data collected via analytical cookies are anonymised. Furthermore, this is completely optional and you must opt-in when first visiting our website (and at each renewal period). You can also always disable cookies or delete any individual cookie at any time. Please refer to the Google Privacy Policy for how Google collects, processes, and stores this data, and Google Analytics’ commitments to safeguarding your data.
Note: we do not use cookies on our website for targeted advertising or marketing purposes. When you do receive a targeted advertisement on a third-party website or social media for an event or vacancy of Colored Qollective, this is not done based on any data we have collected ourselves. We use third-party advertising partners (such as Instagram ads) to deliver advertisements based on key demographics. These partners collect this data from other websites or social media you have consented to.
What are cookies?
Cookies are small, simple text files stored on your device when visiting and using our website. This allows our website to recognise your preferences you have previously indicated, such as language, and to measure and analyse traffic and how the website performs and is being used.
The cookies we use and why
Who we share your data with
Below you can find an overview of who has access to your data. This differs per context.
General
In general, data submitted via a form on the website can be accessed by the Colored Qollective website team. The current board members of Colored Qollective has access to most data that we collect in order to carry out their duties.
Google Services
Colored Qollective currently uses Google Drive for file management and the Google Docs Editors suite to carry out various responsibilities. Please refer to the Google Privacy Policy for how Google collects, processes, and stores data, and Google Drive’s commitments to safeguarding your data. We also may make use of other Google services in our work – the Google Privacy Policy is applicable in all these instances.
Discord
The Colored Qollective Core Team (the board and the various volunteer teams and working groups of Colored Qollective) uses Discord as its main platform for work, including for meetings. As such, data we collect may be shared there. Please refer to the Discord Privacy Policy for how Discord collects, processes, and stores data. Any information shared by a member of the Core Team on Discord is subject to the Discord Privacy Policy.
Colored Qollective makes use of a WhatsApp community for general communications with the Colored Qollective ‘family’ ((past) volunteers, attendees, and those affiliated with Colored Qollective). Any information you share there is subject to the WhatsApp EEA Privacy Policy. If we share content in which you are personally identifiable there (such as content taken at an event), this is done with your informed consent.
1. Applying for an event or activity
When applying for an event or activity, as outlined above, your personal data is shared with the organising team insofar necessary for the organisation of the event or activity and follow-up thereafter.
2. Attending an event or activity (media content)
As outlined above, content taken at an event or activity may be shared internally on our Discord server or WhatsApp community with your consent. Content may also be used for promotional material in our communications (social media, website, etc.) with your consent where you are personally identifiable.
3. Contacting us via contact form or email
When you contact us via contact form or info@coloredqollective.org, the data contained therein is shared with the co-secretaries and co-chairs of Colored Qollective. When you contact a specific @coloredqollective.org email, the data contained therein is solely accessible to the holder of that email. These may be further forwarded to the relevant board member or volunteer.
For digital organisation purposes (such as emptying unused email addresses), the website team may have access to the email address and the emails therein.
4. Applying for a vacancy
When you apply for a vacancy via email, the data contained therein is shared with the board and selection team. This data is handled with strict confidence.
5. Utilising our services
As outlined above, any (sensitive) personal data is subject to the strictest confidentiality between you and the recipient. Any referrals or consultation is done with your informed consent.
6. Testimonials or other types of reviews or comments
As outlined above, these testimonials are shared with the website team and may be published on our website or utilised in our communications or when discussing or promoting our services to others. If we use these testimonials in promotional material, where you are personally identifiable, we will anonymise you or ask for your consent.
7. Donations or payments
Your personal data collected for the purpose of donations or payments is shared with the co-treasurers or co-chairs overseeing the processing and record-keeping thereof. In line with our legal obligations, this data may also be shared with our accountant for auditing purposes or with the relevant authorities when legally required.
8. Automated data when using our website: cookies and analytics
The data we collect through cookies are shared with the website team and board. (Anonymised) data from analytical cookies are shared with Google Analytics (see above). Some cookies for specific plug-ins or services may share data with that service, this is listed in that cookie’s information above or on the cookie banner when visiting the website.
Will this data be transferred outside of the EU?
Where your data is shared with or on the digital services we use, such as the Google Services, Discord server, and WhatsApp community outlined above, your data may be transferred outside of the EU. Please refer to the section on international data transfers of the relevant privacy policy under the ‘Who we share your data with’ section above.
How long we keep your data
In general, unless specified otherwise, we keep data for as long as necessary for the purposes for which it was collected and to fulfil our contractual obligations and legal obligations for record-keeping. Any data kept indefinitely includes the right we preserve to delete them of our own accord.
1. Applying for an event or activity
When applying for an event or activity, your personal data is kept for as long as necessary for the organisation of the event or activity and follow-up thereafter. Where you have consented to this, your personal data is kept to invite you to future events or activities or other opportunities until you notify us that you no longer want to receive such information. Emails wherein this data is contained or other related email correspondence is subject to point 3 below.
2. Attending an event or activity (media content)
Content taken at an event or activity where you are personally identifiable is kept indefinitely until you request the deletion thereof, upon which they are deleted from cloud or local drives where they are stored, and where applicable, from the website, Discord, and social media. Content shared in the WhatsApp community after an hour can no longer be deleted from the libraries of others therein.
3. Contacting us via contact form or email
We keep form submissions and/or emails and the data contained therein indefinitely barring exceptional circumstances (such as dissolution of the foundation). We hold a retention period of a minimum of seven (7) years to fulfil contractual, legal, or other obligations for record-keeping, including financial reporting, risk management and litigation, and preservation of institutional knowledge.
We preserve the right to delete these submissions or emails prior to or after this period for whatever reason (such as due to deactivating unused email addresses or storage capacity limits); or to provide them to you, upon request, prior to deletion.
With regards to deactivating unused email addresses, we hold a retention period of a minimum of one (1) year upon the email address becoming unused (such as the end of a mandate of a board member, the contractual end of a contractor or employee, the conclusion of the work of a team or working group, etc.). We may retain these emails longer, as outlined in the first paragraph of this section.
4. Applying for a vacancy
When applying for a vacancy, your personal data is kept for as long as necessary for the application process and up to two (2) years for record-keeping obligations, upon which they are deleted from cloud or local drives where they are stored. Where you have consented to this, your personal data is kept to contact you on future vacancies until you request its deletion. Emails wherein this data is contained or other related email correspondence is subject to point 3 above.
5. Utilising our services
No (sensitive) personal data shared between you and the recipient is stored by us, excluding, where applicable, the personal data you provided to us for any service in which you first had to apply or register for through us, or where you have consented to sharing this with us otherwise.
6. Testimonials or other types of reviews or comments
Testimonials with personal data are kept, including where they are published on our website or used in our communications, indefinitely until you request deletion thereof.
7. Donations or payments
Personal data for the purpose of donations of payments are kept for as long as necessary to fulfil our legal obligations for record-keeping, such as financial reporting, for up to seven (7) years.
8. Automated data when using our website: cookies and analytics
Cookies are stored on your device. These can be deleted by you at any time. Where we recorded any personally identifiable information from your cookies (though in most instances this data is anonymised), we retain these for as long as necessary for website management purposes until you request deletion thereof.
What rights you have over your personal data
Once you have provided any personal data to us, either actively or automatically, you have the following rights:
- The right of access: the right to view the personal data we have about you.
- The right to rectification: the right to change, correct, and complete your personal data that we have where incorrect or incomplete.
- The right to erasure: the right to request that your personal data be deleted.
- The right to restriction of processing: the right to limit your personal data from being processed.
- The right to data portability: the right to transfer personal data that you provide to us to others.
- The right to object: the right to object to your personal data being processed.
- The right of oversight for automated decision-making and profiling: the right to not be subject to a decision solely based on automated processing.
- The right to withdraw consent: the right to withdraw permission for (parts of) your personal data to be processed.
If you have any questions about these rights, wish to exercise them, or have a complaint about the data processing you can contact the website team via website@coloredqollective.org. We will respond to your request within one (1) month of receiving it. If you have not received a response or your request has some urgency, you can send this to info@coloredqollective.org. You can also file a complaint with the Dutch Data Protection Authority.
Are you obligated to provide this data?
In most instances, no. You may choose to provide or not to provide any personal data, however, depending on the context, you may not be able to fully or optimally access all of our services.
1. Applying for an event or activity
We understand the importance for privacy and anonymity for the Colored Qollective community. We require sign-up forms for many of our events and activities, though we understand if for personal or other reasons that a participant does not wish to provide certain types of personal data. Participants may indicate this to the organising team or sign up using, for example, pseudonyms or non-legal names.
2. Attending an event or activity (media content)
As outlined above, we only take content in which you are personally identifiable with your consent. We only post this content or share this internally with your consent. We also ask participants to do the same, though be aware that we do not have full control over this. We also may have little to no control over content being taken at external events.
3. Contacting us via contact form or email
Any data collected via contact form or email consists of data you have provided yourself. You may choose to only share whatever data you wish to share.
4. Applying for a vacancy
If you choose not to provide certain types of personal data when applying for a paid position, this may prevent us from processing your application or employment due to legal obligations. If there are any sensitivities or concerns in the processing of your personal data for a voluntary position, you may first raise them with us so we can find a solution that you are comfortable with.
5. Utilising our services
Any data necessary for these services depends on the service provider (i.e. GGD for the Trans Clinic; the psychosocial service provider for POCQunity). As outlined above, Colored Qollective does not collect data in this regard excluding, where applicable, the personal data you provided to us for any service in which you first had to apply or register for through us, or where you have consented to sharing this with us otherwise.
6. Testimonials or other types of reviews or comments
Same as point 3.
7. Donations or payments
We require certain types of personal data, such as IBAN and account holder name and other information listed in the declaration form (or other applicable form), in order to process payments and to fulfil our legal obligations for record-keeping. Similarly, we store personal data collected from donations, such as IBAN and account holder name, to fulfil these legal obligations for record-keeping.
8. Automated data when using our website: cookies and analytics
As outlined above, necessary cookies may not be disabled. They do not collect personal data and are required for the website to function. All other cookies may be disabled and deleted at any time, though this may impede your optimal experience when visiting and using our website and digital services.
Do we use automated services for profiling you or making decisions?
No.
Do we collect data about you from other sources?
No, we only collect the data you specifically, actively and directly provide us with. The data collected from Google Analytics only concerns data collected when you visit the website and have consented to the use of these cookies.
How we protect your data
Colored Qollective upholds privacy as a fundamental right and is extremely committed to protecting your personal data. We are taking appropriate measures to prevent abuse, loss, unauthorised access, unwanted disclosure, and unauthorised changes. This includes our ongoing efforts to:
- Internally establish confidentiality guidelines.
- A periodical review of access rights to our Google Drive, Discord server, and other digital services we use.
- A periodical review of the website and the cookies, plugins, and other digital services we utilise.
- A yearly review of this Privacy Policy.
Do you feel that your data is not sufficiently protected, or that there are signs of abuse or misuse, or have you found a security breach or vulnerability? Please contact the website team via website@coloredqollective.org. If you have not received a response or if this has some urgency, you can send this to info@coloredqollective.org.