Privacy policy

Vort’n Vis is the trading name of Autonoom Regionaal Trefcentrum Vortn Vis vzw (ART Vortn Vis), enterprise number 0437.892.939, Sint-Jacobsstraat 3, 8900 Ieper, Belgium.

For anything about your data: info@vortnvis.net.

When you email us or subscribe to updates: your name, email address and what you write, to answer you and to send the updates you asked for. You can unsubscribe from every update mail.

When you buy a ticket: your name, email address, the tickets you bought and how you paid, to deliver your tickets, let you in at the door and handle refunds. Payments are processed by Mollie; we never see or store your card or bank details.

When you visit our website: the basic technical data every website receives (your IP address, browser and the pages you open), kept in our server logs for security and to stop abuse. We use no analytics and no advertising cookies.

When you volunteer or work with us (the Toog crew app and dashboard):

• your account: name, email address, the profile photo and colour you choose, the teams you follow, your language;
• how you sign in: your password (stored only as a one-way hash) and, if you set them up, your authenticator app, your passkeys (only their public keys) and recovery codes (stored only as one-way hashes);
• your crew activity: the shifts you take, give back or are asked to cover, and your notification choices;
• what you write and share in the crew chat: messages, reactions, poll votes, RSVP answers, and the photos and files you send;
• for notifications: a push token for each phone you sign in on, the phone’s name and type, and the app version;
• messages written in our Discord event channels, which we keep a copy of so staff can follow them in Toog.

We use this to run the crew (shifts, help requests, reminders), to let the crew talk to each other, and to keep accounts secure.

When you play or perform here: the contact and practical details you or your booker send us (line-up, travel, stay, technical needs, dietary needs), to organise the show.

We never sell your data and never use it for advertising.

• to deliver what you asked for: tickets, answers, a show, your place in the crew (performing a contract or steps before one);
• your consent: update mails, and anything you choose to share in the crew app; you can withdraw it at any time;
• our legitimate interest: keeping our systems and accounts secure, and coordinating the crew;
• the law: keeping ticket and accounting records as long as Belgian law requires.

Only services that work on our behalf, each for its part:

• Hetzner (Germany): the servers the website, the dashboard and the crew app run on;
• Mollie (Netherlands): ticket payments;
• Google Workspace: our email;
• Apple and Google: delivering notifications to phones (they receive the push token and the notification text; in the crew app you can turn the message text off for your lock screen) and, for Apple Wallet tickets, the pass;
• Discord: our event channels, under Discord’s own policy.

Where one of these processes data outside the European Economic Area, it does so under the safeguards the GDPR requires (such as the EU Standard Contractual Clauses).

No longer than needed for the purpose it was collected for. In particular:

• chat messages until they are deleted (a deleted message’s text and files are removed, files within 7 days);
• push tokens until you sign out or the phone stops accepting them;
• ticket and payment records as long as Belgian accounting law requires;
• your crew account until you leave the crew and ask us to delete it, when we delete it in full;
• server logs for 30 days.

You can ask us at any time to see your data, correct it, erase it, limit or object to its use, or receive it in a portable form, and withdraw any consent you gave. Email info@vortnvis.net; we answer within a month.

If you are not satisfied, you can complain to the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données, www.dataprotectionauthority.be).

We update this policy when what we do changes; the date below shows the latest version.

Last updated: 23 October 2026.