In short: we collect as little as possible. Your name and email only when you contact us, analytics only if you allow it yourself, and want a photo of yourself taken down? One message is enough.
Privacy & cookies. Privacy statement of Club Velvet
Who are we?
Club Velvet organises parties and club nights in Oudenaarde and is home to the Velvet Collective. The controller for data collected through this website is:
- Club Velvet, [officiële organisator / rechtsvorm]
- Address: [straat nr], 9700 Oudenaarde
- Company or VAT number: [btw-nummer]
- E-mail: [[email protected]] · Instagram: @clubvelvet_9700
Which data and why
Contact form, email and DM
If you send us a message (through the form, by email or via Instagram), we use your name, email address, your phone number if you fill it in, and your message. If you request an artist, also the date and venue of your event. We only use this to answer you and, for a booking, to arrange it. Legal basis: steps prior to a contract (booking) and our legitimate interest in replying to your question.
Visiting the website
Like every website, our server records technical data (IP address, browser, time, requested page) to keep the site secure and available. We do not build profiles with it. Fonts and videos are hosted on our own server: your browser does not connect to Google Fonts or YouTube for them.
Statistics (only with consent)
With Google Analytics we see which pages are visited, so we can improve the site. That script only loads after you click "Accept" in the cookie banner; without that choice nothing is sent to Google. Legal basis: your consent, which you can withdraw at any time.
Tickets
We do not sell tickets ourselves. When you buy a ticket, that happens entirely at Eventsquare: they process your name, email and payment as an independent controller, under their own privacy policy (available on their website and in the ticket shop). As the organiser we only receive from Eventsquare what is needed for entry and safety at the event, such as the attendee list.
Social media
This site contains plain links to Instagram, TikTok and YouTube; there are no embedded feeds, like buttons or advertising pixels. If you click through, that platform’s privacy policy applies.
Photos and videos at our events
Photographers and videographers walk around at our parties. We publish their shots of the atmosphere, the dance floor and the artists on this site (in the event album), on our social media and in aftermovies. We do so based on our legitimate interest in showing what a Velvet edition was like. For promotion where you are recognisable and the focus of the image (for example a poster or advert), we ask your consent first.
- Rather not be photographed? Tell the photographer on the spot; they will respect it.
- Want a photo or video taken down? Send us the link or a screenshot via [[email protected]] or a DM on @clubvelvet_9700. You don’t need to give a reason. We remove the image from this site and our own channels as quickly as possible, and cut you from future edits where possible.
- Under 18? Then your parent or guardian can also ask us to remove an image. We always handle such requests with priority.
Unfortunately we cannot recall images that others have already shared or downloaded; please also ask whoever posted it, or report it to the platform.
How long we keep data
| Data | How long |
|---|---|
| Messages and questions | Up to 2 years after the last contact. |
| Bookings | As long as needed for the booking; invoices and accounting records as long as the law requires (10 years in Belgium). |
| Server logs | Briefly, only for security and debugging, then deleted automatically. |
| Analytics | 14 months (Google Analytics setting), only with consent. |
| Your cookie choice | In your own browser, until you clear it or change your choice. |
| Event photos and videos | As long as they are online as a record of the event, or until you ask us to remove them. |
Who we share data with
We never sell or rent out your data. We do work with a few parties that process it on our behalf (processors), with the necessary agreements in place:
- Zichtbaar Studio (Belgium): builds and manages this website and receives the contact form messages.
- Render: website hosting (servers in the EU or with appropriate safeguards).
- Google: only if you allow analytics. Google may process data in the United States, under the EU-US Data Privacy Framework.
Eventsquare, Instagram, TikTok and YouTube are not our processors but independent services with their own privacy policies.
Your rights
Under the GDPR you have the right to:
- access your data and get a copy;
- have incorrect data corrected;
- have your data erased (including photos of you, see above);
- restrict or object to the processing;
- port your data to another party;
- withdraw your consent (e.g. for analytics) at any time.
Email [[email protected]] or send a DM to @clubvelvet_9700. We reply within one month. If you are not happy with how we handle your data, you can file a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels, dataprotectionauthority.be.
Cookies
Cookies are small files a website stores in your browser. This site uses as few as possible: no advertising or social media tracking cookies. Apart from your cookie choice itself, only Google Analytics sets cookies, and only if you allow it.
| Name | From | Purpose | Duration | Type |
|---|---|---|---|---|
cookie-consent | Club Velvet | Remembers whether you declined or accepted analytics (local storage, not a cookie). | Until you clear it | Necessary |
_ga | Google Analytics | Distinguishes visitors with a random number. | 2 years | Statistics, consent only |
_ga_* | Google Analytics | Keeps track of the session (which pages in one visit). | 2 years | Statistics, consent only |
Google Analytics is currently not enabled on this site. No statistics cookies are set, so you won’t see a cookie banner either. If we enable it later, we will ask for your consent first.
Changes
We update this statement when the site or the way we work changes (for example if we were to sell tickets or offer a newsletter ourselves). The date at the top shows the latest version: 21 October 2026. Questions? Get in touch.