This website is the property of vzw Kokopelli.

Contact details:
vzw Kokopelli
Bankstraat 50,
8560 Gullegem,
Belgium

Address of registered office:
Bankstraat 50,
8560 Gullegem,
Belgium

E-mail: info@kokopelli.be

Company number: VAT BE 883.875.579

By accessing and using the website, you expressly agree to the following terms and conditions.

Intellectual property rights

The contents of this site, including brands, logos, drawings, data, product or company names, texts, images, etc. are protected by intellectual rights and belong to vzw Kokopelli or entitled third parties.

Limitation of liability

The information on the website is of a general nature. The information is not adapted to personal or specific circumstances, and therefore cannot be considered as personal, professional or legal advice to the user.

Kokopelli asbl makes great efforts to ensure that the information provided is complete, correct, accurate and updated. Despite these efforts, errors may occur in the information provided. If the information provided contains errors or if certain information on or via the site is unavailable, vzw Kokopelli will make every effort to rectify this as soon as possible.

However, the non-profit making organisation Kokopelli cannot be held responsible for direct or indirect damage that arises from the use of the information on this site.

If you notice any inaccuracies in the information provided via the site, please contact the site administrator.

The content of the website (including links) can be adapted, changed or completed at any time without notice or notification. Kokopelli asbl gives no guarantees for the proper functioning of the website and cannot be held responsible in any way for the poor functioning or temporary (un)availability of the website or for any form of damage, direct or indirect, which would result from the access to or use of the website.

Under no circumstances can the Kokopelli asbl be held responsible to anyone, directly or indirectly, in any way whatsoever, for damage caused by the use of this site or any other, especially as a result of links or hyperlinks, including, without limitation, any loss, work interruptions, damage to programmes or other data on the computer system, to equipment, software or other of the user.

The website may contain hyperlinks to websites or pages of third parties, or refer to them indirectly. The placing of links to these websites or pages in no way implies any implicit approval of their content.

The non-profit association Kokopelli expressly declares that it has no control over the content or other characteristics of these websites and cannot be held liable under any circumstances for their content or characteristics or for any other form of damage resulting from their use.

Applicable law and competent courts

This site is governed by Belgian law. In the event of a dispute, only the courts of the Kortrijk district have jurisdiction.

Use of cookies

During a visit to the site, cookies may be placed on your computer's hard drive for the sole purpose of better adjusting the site to the needs of returning visitors. These mini files or cookies are not used to check the visitor's surfing behaviour on other websites. Your Internet browser allows you to prevent the use of cookies, to receive a warning when a cookie is installed or to remove the cookies from your hard disk afterwards. Please consult the help function of your internet browser for this.

Privacy policy

Vzw Kokopelli is committed to your privacy. Although most information on this site is available without the need to provide personal data, it is possible that the user will be asked for personal information. This information will only be used in the context of our customer management. The user can, free of charge and on request, always oppose the use of his data for direct marketing. To do so, he shall address himself to vzw Kokopelli, Bankstraat 50, 8560 Gullegem or via info@kokopelli.be. Your personal details will never be passed on to third parties.

In accordance with the law on processing personal data of 08/12/1992, the user has a legal right to inspect and possibly correct his personal data. Provided that you provide proof of identity (copy of your identity card), you can obtain a written, dated and signed request to vzw Kokopelli, Bankstraat 50, 8560 Gullegem or via info@kokopelli.be, free of charge, for a written statement of your personal data. If necessary, you can also ask to correct data that are incorrect, incomplete or irrelevant.

Kokopelli asbl may collect anonymous or aggregated data of a non-personal nature, such as browser type or IP address, the operating system you use or the domain name of the website that led you to and from our website. This enables us to continuously optimise our website for users.

Privacy statement for volunteers

Kokopelli vzw would like to use the following privacy statement to inform its volunteers about its privacy policy and the processing of the volunteers' personal data, applicable between the data controller and candidate volunteers, volunteers and former volunteers.

1. Controller of personal data

Your personal data is processed by the following data controller:
- Kokopelli vzw, with registered office at Bankstraat 50, 8560 Gullegem, Belgium, company number 0883.875.579.

2. Personal data that are subject to processing

The General Data Protection Regulation (AVG) defines personal data as "any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person."

2.1. Data obtained directly from you

- Identification data, e.g. name, first name, address, telephone number, e-mail address.

- Personal social data, e.g. national register number.

- For any reimbursement of expenses: amount, bank account number for payment, supporting documents.

- Image recordings (photos, videos).

- Signature (as part of fee note, etc.).

- Communication preferences (e.g. receive/not receive newsletter).

- Commitments (e.g. for which operation are you available or not).

- Judicial data (proof of good behaviour and morals) when required.

3. Purpose and legal basis of data processing of volunteers

The personal data mentioned in point 2 will be processed by CM to enable the organisation of the volunteer work. This processing is necessary for the implementation of the volunteer work to which the volunteer is a party, for compliance with the legal and contractual obligations incumbent on Kokopelli asbl and for the protection of its legitimate interests:

- Need to be able to contact and communicate with the volunteer;

- to be able to pay the expenses to the volunteer;

- to plan the volunteer work;

- To be able to participate in the activities of Kokopelli asbl;

- obtaining government subsidies;

- Necessity to enter into contracts with third parties;

- Need to inform the volunteers about actions and initiatives of Kokopelli vzw (e.g. newsletter);

The volunteer provides the personal data mentioned in point 2.1 to Kokopelli as soon as he or she becomes a volunteer or when Kokopelli requests it. For example, when applying for a position on the website, when registering for a volunteer activity, ... These data are necessary for Kokopelli vzw to correctly apply the volunteer legislation. The continuation of the volunteer contract is not guaranteed if the volunteer refuses to provide the relevant data and this refusal prevents the proper execution of the legal, regulatory or contractual obligations of Kokopelli vzw.

The volunteer is obliged to inform Kokopelli as soon as possible of any change in the personal details provided in accordance with the appropriate procedures.

The above does not apply to the processing of personal data which requires the explicit consent of the volunteer. This could, for example, be the case for a specific use of a photo of the volunteer. The volunteer should be informed about these specific processing purposes separately. The volunteer is free to give, refuse or withdraw his/her consent afterwards, without negative consequences.

Kokopelli asbl may, depending on the individual case, invoke all possible legal grounds as provided for by law, even if they are not expressly mentioned above.

4. Duration of the processing of volunteers' personal data

Kokopelli vzw will keep and use the personal data of volunteers to the extent that this is necessary to comply with legal obligations and within the framework of its activities. Kokopelli vzw is bound by the law to keep certain personal data. If the law does not prescribe a period, the personal data can be kept for a period which Kokopelli vzw itself considers necessary for the efficient execution of its obligations.

Kokopelli vzw retains data of candidate volunteers during the recruitment process. Candidate data are kept for one year. If the volunteer gives his/her consent, we can keep them for a longer period, for example in order to propose suitable volunteer engagements at a later date.

When the engagement at Kokopelli vzw ends, the data can be kept for ten years. However, some data will already be deleted when it is no longer needed, depending on the system in which the data is located.

5. Rights of the volunteer

5.1. Right of access to personal data

The volunteer has the right to be informed of the personal data relating to him or her, and also of the specific nature of the processing, including the purpose of the processing of such data. The volunteer may ask for a copy of the data, to the extent that this does not infringe the rights and freedoms of others. If applicable, this copy shall be provided to the volunteer.

5.2. Modification or erasure of personal data

The volunteer may ask for incorrect data relating to him to be corrected or completed.

The volunteer may ask for the personal data relating to him to be deleted:

- when such data are no longer necessary in relation to the purposes for which they were collected or processed;

- when there is no longer a legitimate purpose for the processing;

- if the volunteer withdraws his/her consent concerning the processing of certain data and Kokopelli asbl cannot rely on another legitimate purpose or legal basis for the processing.

5.3. Restriction of the processing of personal data

The volunteer may request that the processing of personal data concerning him/her be restricted if he/she disputes the accuracy of these data (restriction for the period necessary to verify the accuracy of the data) or objects to the processing of the data (in accordance with point 5.4.).

In this case, the data may only be processed (with the exception of their storage) with the consent of the volunteer concerned or for the establishment of the exercise or defence of rights in court or for the protection of the rights of another person.

5.4. Objection to the processing of personal data

Except for the personal data necessary for the fulfilment of the legal obligations of Kokopelli asbl, the volunteer may at any time object to the processing of personal data relating to him for reasons relating to his particular situation. The right may be exercised as provided for in Article 21 of the General Data Protection Regulation.

5.5. Transferability of the personal data

The volunteer has the right to receive the personal data relating to him or her that have been provided to Kokopelli asbl in a structured, commonly used and readable format, and has the right to pass this data on to a data controller.

The volunteer may request that the transfer be made directly between Kokopelli asbl and another controller insofar as this transfer is technically possible.

However, this right can only be exercised if your data has been processed solely on the basis of an authorisation or a contract, and if this processing is carried out using automated processes.

5.6 Right to withdraw consent

Where the legitimacy of data processing is based on the volunteer's explicit consent, the latter shall have the right to withdraw his/her consent at any time. The processing of such data prior to the withdrawal of consent shall remain valid.

6. Exercise of rights

The rights referred to in point 5 may be exercised in accordance with the rules and restrictions laid down by law. The text of the General Data Protection Regulation prevails over what is stated in point 5.

The volunteer may contact the data protection officer (see point 8). The volunteer will be informed of the follow-up given to this request as soon as possible and in principle within one month of receipt. If necessary, this period may be extended by two months, taking into account the number of requests and their complexity.

Refusal to comply with the volunteer's requests and the reasons for this refusal shall be communicated to the volunteer as soon as possible and no later than within one month of receipt of the request. In case of refusal, the volunteer has the right to lodge a complaint with the supervisory authority (Data Protection Authority) or to take legal action.

7. Recipients of the personal data

Your personal data may be passed on to:

- yourself or someone who has been given a mandate or your approval to do so;

- other volunteers, so that they can take care of the practical organisation of the volunteer work;

- the activity partners within the framework of fire safety, attendance lists within the framework of activities, in short, for the purpose of volunteer administration, ..;

- our processors, e.g. in the context of the internet environment (web hosting, cloud system), the provision of the IT infrastructure (e.g. IT network, CRM system), communication (mailing companies);

- the insurance institution for your insurance;

Kokopelli asbl may be obliged to disclose certain data to third parties, such as judicial and administrative authorities, in accordance with the applicable legislation.

8. Data of the data protection officer

The volunteer can contact the data protection officer for any question concerning the processing of his personal data or the exercise of his rights. Any personal data breach that could pose a risk to the rights and freedoms of natural persons must be reported to the data protection officer.

By letter: Kokopelli vzw, attn. data protection officer, Bankstraat 50, 8560 Gullegem

In addition to the possibility of turning to us directly, you also have the option of contacting the Data Protection Authority (formerly the Privacy Commission) and lodging a complaint with it if necessary: Commission for the Protection of Privacy, rue du Mail 35, 1000 Brussels.(https://www.gegevensbeschermingsautoriteit.be/contact)

9. Technical and organisational measures

We take appropriate technical and organisational measures to ensure the security, integrity and availability of your data, taking into account the state of the art, the scope and context of the processing purposes and the type of personal data.

We take appropriate physical, administrative, organisational and technical security measures to protect your personal data against loss, unauthorised access, unauthorised use and unauthorised disclosure.

Your personal data will be processed carefully and confidentially by the authorised staff in order to carry out their duties within the framework of the tasks described.

- All persons who have access to your data on behalf of Kokopelli vzw are obliged to maintain confidentiality.

- We have a username and password policy on all our systems.

- Access management for the volunteer database as well as the various roles and responsibilities involved are provided.

- We make back-up copies of the personal data in order to be able to restore them in case of physical or technical incidents.

- We regularly test and evaluate our measures.

- Our employees are informed about the importance of protecting personal data.

10. Amendment of this privacy declaration

This data processing policy may be amended if circumstances so require, for example in the event of changes to legislation, IT systems, etc.