Data controller
Club Hiversport — Section Danse et formation sur glace ASBL
42, route de Bettembourg · L-1899 Kockelscheuer · LuxembourgInformation we collect
The registration form collects the information needed for your application: identity, date of birth, contact details, address, course choices, licence information, declarations and supporting documents required for your circumstances. For minors, it also collects legal guardians’ contact details. Sports fitness documents may contain health information and should be limited to what is necessary for registration.
Contact messages
When you use the contact form, your name, email address, optional phone number, subject and message are sent to the club’s email inbox to respond to your enquiry. No automatic copy is sent to the visitor. Pseudonymised technical counters limit abuse; message content is not stored in the membership database.
How we use it
We use this information to review applications, manage memberships and courses, contact members and handle club administration. Our internal membership system also helps prepare invoices, due dates and receipts and track their processing. Membership administration is based on the relationship with the member; accounting records are retained to meet applicable legal obligations. Optional uses requiring your permission, such as image publication or analytics, remain separate from registration.
Storage and access
Member information is stored in the club’s database; supporting documents are kept in restricted-access storage. Access is limited to authorised people according to their responsibilities and, where necessary, technical providers working for the club. Licence information may be shared with the relevant federation when required for the application.
Invoicing without payment-card data
We do not collect or store payment-card numbers, security codes or Visa or Mastercard credentials. The system retains administrative billing information: member identity, amounts, due dates, invoice references and payment status. This information cannot be used to charge a payment card.
Retention and deletion
Information is kept for as long as necessary to manage your membership and fulfil the purposes described here. You may request deletion of your records. Where a legal obligation, particularly accounting requirements, or the defence of legal claims requires retention, only the necessary information is retained. The club explains any limits affecting your request; immediate deletion without exceptions cannot be guaranteed.
Access and your rights
You may request access to and a copy of your personal data, correction or deletion. Subject to the GDPR’s conditions, you may also request restriction, object to processing or exercise your right to portability. Consent can be withdrawn without affecting lawful processing carried out before withdrawal. Send requests to the club administration using the details below. Proportionate identity verification may be needed to protect your information.
Reporting a vulnerability or data leak
If you discover a vulnerability or suspect unauthorised access to personal data, contact the club administration by email. Describe the issue without sending passwords or publicly disclosing personal data. The club will take the necessary steps to assess the incident, limit its effects and address the identified cause.
Data breach notifications
The club documents personal data breaches and assesses the risks to affected individuals. Where a breach is likely to pose a risk to their rights and freedoms, it is notified to Luxembourg’s National Data Protection Commission (CNPD), where feasible within 72 hours of becoming aware of it. Where the risk is high, affected individuals are informed without undue delay, in accordance with the GDPR.
Cookies and analytics
Google Analytics requires your permission through cookie preferences. This integration measures public-page visits without sending information entered in the registration form. You can refuse analytics or withdraw permission at any time through the Cookies link in the footer.
Contact the club administration
For a personal-data request or security report:
You may also lodge a complaint with the CNPD. Commission nationale pour la protection des données (CNPD)