Privacy policy

Last updated: 3 September 2026

1. Introduction — when this policy applies

This privacy policy describes how we handle the personal data of visitors, members and participants of the Clean Language Nederland platform.

It applies when you:

• take part in one of our events (workshops, trainings, conferences, practice groups, tasters, etc.);
• leave your email address via the Save-the-Date form on an event page;
• subscribe to our newsletter, via the form or your profile management page;
• create a profile and optionally make yourself visible on the Community page or as a participant/facilitator on an event page;
• or share information with us in another way (for example via an email or text-message request) that we store or process.

We work from the assumption that you are the owner of your own data. For every field on your profile you decide for yourself whether it is publicly visible — the default is not public. None of these fields are required, and you can clear them at any time.

2. Who we are

The data controller for the data on this platform is:

Pascal Clarkson, trading as Art o’ Craft Muldersdreef 335 7328 EH Apeldoorn KvK: 08118323

For any questions about your personal data, to exercise your rights (see §8), or for complaints:

Email me at privacy@cleanlanguage.nl

Clean Language Nederland is a community initiative; Art o’ Craft manages the technical infrastructure on behalf of the community and carries the legal responsibility for the data processing on this platform.

3. What personal data we process

We only process the data needed for the platform to function and for the services you actively use. We distinguish the following categories:

Authentication

Via Supabase Auth we process:

• your email address
• the one-time magic link or OTP code you use to log in (passwordless)

So we do not store passwords.

Community profile

When you create a profile on the platform we may store the following data, based on what you choose to enter:

• title or job title
• full name
• organisation + organisation URL
• short description (bio)
• phone number
• LinkedIn URL
• extra link + label of your choice
• profile photo (WebP)
• email address (may differ from your login address)
• communication language — your preferred language for emails from us (Dutch or English); not publicly visible and used only to choose the language of our emails

For each item you decide whether it is publicly visible via My profile. The default is not public.

Community role

The role you fulfil in the community: admin, facilitator or participant. This role determines what you can access on the platform. In the community admin overview, admins can see members’ login email addresses so that they can manage accounts correctly (for example making someone an admin).

Admins can also view and change a member’s profile: the profile text, the per-field visibility settings, the profile photo, and whether your participation in an event appears on the participants list. This serves two purposes:

• support — for example when you ask us to correct something you cannot change yourself, or when we set up a facilitator’s profile for an event;
• platform security — for example immediately hiding or removing inappropriate or compromised content.

These examples are not exhaustive. An admin can in principle change any profile field that you can change yourself. Two things an admin explicitly cannot do: change your login email address, and change your display email address — how you can be reached remains yours. An admin can change the visibility of your display email address, so that a leaked or misused address can be hidden immediately.

Every change an admin makes to your profile is recorded internally (see Admin change log below). You receive no automatic notification of such a change. For significant changes — removing your profile photo, for instance — we will contact you personally. You can always request which changes were made to your profile via privacy@cleanlanguage.nl.

Admin change log

When an admin changes another member’s profile, we record:

• which admin made the change;
• whose profile was changed;
• which action it concerned (profile data, profile photo, or participation visibility);
• the names of the changed fields;
• the timestamp;
• the reason given — required when deleting a profile photo, optional for other changes.

We deliberately do not store what a field contained before or after: only that a field changed, not what it changed to. The log is visible to admins only and is never shown publicly. If you delete your account, the log entries referring to you are deleted with it.

Event participation

Per event you attend: the role you fulfil there (participant, facilitator, trainer, organiser, volunteer, etc.), whether you want to appear publicly in the participants list of that event (checkbox on My profile), and the moment of signing up, cancelling and your attendance. This participation record (including sign-up/cancel moments and attendance) is retained as part of the historical overview of an event, even if you delete your profile; it disappears when you fully delete your account.

To organise and run an event, its facilitators and administrators can view and record your attendance. This access is limited to facilitator of the event and administrators.

Ticket purchases and payments

If you buy a paid ticket through the platform, we keep an order record: your email address, the event, the amount paid, the payment status (paid / (partially) refunded), and a reference to your invoice. Your payment details themselves (card number, iDEAL bank details) are processed exclusively by our payment provider Stripe and never reach our systems. If you opt for a business purchase at checkout, Stripe additionally collects your company name, VAT number, and billing address; these appear on the invoice Stripe issues on our behalf. The order record is part of our bookkeeping (see §5 for the retention period).

Save-the-Date

If you leave your email address via the Save-the-Date form on an event page, we store your email address plus the reference to that specific event so we can let you know when the event opens for registration, or if there is other useful information to share about the event.

Pending invitations

When an admin invites you to an event by email, or when you sign up for an event via Ticket Tailor before you have an account, we temporarily record your email address, the invited role, and the source of the invitation. This data is linked to your profile the first time you log in.

Files

• profile photos you have uploaded yourself (maximum 2 MB, WebP/PNG/JPEG)
• event images: cover photos for events, uploaded by admins

4. Purpose and legal basis of processing

Per category we use the following legal basis under GDPR art. 6:

You can withdraw your consent at any time by changing a setting, deleting your profile, or contacting us at privacy@cleanlanguage.nl.

5. Retention periods

• Account and profile data: retained as long as your account is active. On the My account page you have two options:
  • Delete my profile — wipes all your personal profile data (name, photo, bio, links) and removes your name from every participants list. Your account and the (non-public) record that you participated in events remain, so you can set up a profile again later.
  • Delete my account — permanently deletes your account, together with your profile, your profile photo, your roles, your event registrations, your Save-the-Date sign-ups and the admin change-log entries referring to you. This is irreversible. One exception: if you bought a paid ticket, the order record falls under a statutory tax retention obligation and is kept for 7 years — see the last item of this section.
• Unconfirmed accounts (expired invitations): if an account has never been confirmed (the magic link in the invitation has never been clicked) and has no profile attached, we delete it automatically 6 months after the last event it was linked to — or, if there is no event link, 6 months after creation. Accounts where only the profile has been deleted but which are confirmed are not included here: in that case you have actively chosen to keep your account.
• Save-the-Date email addresses: retained as long as they are relevant to the event in question (typically until the event has status past). Deleted earlier on request, and automatically deleted when you delete your account.
• Pending invitations: absorbed into your profile the first time you log in. Unaccepted invitations currently remain on file; an expiry term is being worked on.
• Event archive (historical participants lists): retained as part of the historical overview of past events, unless you request individual removal.
• Ticket purchases and payments: the order record (email address, event, amount, payment status, invoice reference) falls under the Dutch statutory fiscal retention duty and is kept for 7 years — including when you cancel your participation or delete your account. It is deleted once that period ends.

On request (via privacy@cleanlanguage.nl) we delete your data within 30 days, unless a statutory retention obligation prevents this.

6. Sharing with third parties

For the platform to function we work with a number of external service providers under their standard processor terms:

Supabase

• Location: Ireland (eu-west-1)
• Role: Database, authentication and file storage for the platform.
• Privacy policy: https://supabase.com/privacy

Data stays within the European Economic Area; no further transfer outside the EEA.

Resend

• Location: United States
• Role: Sending transactional email (magic links, OTP codes, ticket and Save-the-Date confirmations, invitations, contact-form notifications and confirmations) via the Resend API.
• Privacy policy: https://resend.com/legal/privacy-policy

Transfer to the United States takes place under the EU-US Data Privacy Framework (DPF) and/or Standard Contractual Clauses (SCCs).

Cloudflare

• Location: United States, with edge nodes in the EEA
• Role: Hosting of the platform (Cloudflare Pages) and server-side functions (Cloudflare Pages Functions, including /api/contact). Abuse prevention is handled server-side (rate limiting, see §Security), no longer via a client-side captcha. Cloudflare Web Analytics is currently disabled on the production project (we re-check at every CF Pages dashboard change and every privacy-policy revision).
• Privacy policy: https://www.cloudflare.com/privacypolicy/

Transfer to the United States takes place under the EU-US Data Privacy Framework (DPF) and/or Standard Contractual Clauses (SCCs).

Kit (formerly ConvertKit)

• Location: United States
• Role: Managing the newsletter subscriber list and tag system for audience segmentation.
• Privacy policy: https://kit.com/privacy

Transfer to the United States takes place under the EU-US Data Privacy Framework (DPF) and/or Standard Contractual Clauses (SCCs).

Stripe

• Location: Ireland (Stripe Payments Europe, Ltd.), with part of the processing performed by Stripe, Inc. in the United States
• Role: Payment provider for paid event tickets bought directly through the platform. Stripe processes your name, email address, and payment details (iDEAL, card, or wallet), and issues the invoice — including your VAT number and billing address if you provide them for a business purchase. We receive the payment status and the invoice reference from Stripe; we never see your payment details. A data processing agreement (DPA) is in place with Stripe.
• Privacy policy: https://stripe.com/privacy

Transfers to the United States take place under the EU-US Data Privacy Framework (DPF) and/or Standard Contractual Clauses (SCCs).

Ticket Tailor

• Location: United Kingdom
• Role: Ticket sales for events. On a ticket booking we receive your name, email address and booking data via a webhook, which we link to an event role (or to a pending invitation if you do not yet have an account).
• Privacy policy: https://www.tickettailor.com/privacy/

Transfer to the United Kingdom falls under the European Commission’s adequacy decision for the UK.

Operational service provider without access to personal data

For periodically triggering internal, automated tasks we use cron-job.org (Germany). This service does not process personal data of platform users — only technical requests to our own platform endpoints.

7. Transfers outside the EEA

Some of the providers listed above are based outside the European Economic Area.

For transfers to the United States (Resend, Cloudflare, Kit, and Stripe insofar as processing is performed by Stripe, Inc.) we rely on:

• the EU-US Data Privacy Framework (DPF) — the current adequacy regime since July 2023; these parties are DPF-certified; and/or
• Standard Contractual Clauses (SCCs) as an additional legal safeguard.

For transfers to the United Kingdom (Ticket Tailor) we rely on the European Commission’s adequacy decision for the UK.

Supabase and cron-job.org are based within the EEA; no additional safeguards are required there.

8. Your rights as a data subject

Under the GDPR you have the following rights regarding your personal data:

• Right of access — you can request what data we hold about you.
• Right to rectification — incorrect data can be corrected.
• Right to erasure — your data can be erased (the “right to be forgotten”). You can do this yourself via My account: Delete my profile wipes your profile data; Delete my account deletes your account and all linked data in full, with the exception of the order record for paid tickets, which must be retained for 7 years by law (see §5).
• Right to restriction of processing — for example if you contest the accuracy.
• Right to data portability — receive your data in a structured, commonly used and machine-readable format.
• Right to object to processing based on legitimate interest.
• Right to withdraw consent — for all processing based on consent, at any time.
• Right to lodge a complaint with the Dutch Data Protection Authority.

To make a request, send an email to privacy@cleanlanguage.nl. We will respond within one month.

9. Cookies and local storage

The platform does not use tracking or analytics cookies. We categorise the cookies and local storage into three groups:

Functional (no consent required)

These items are necessary for the platform to work:

• Supabase Auth session in localStorage (keys with prefix sb-) — keeps you logged in after clicking the magic link.
• cl_auth_next_path in localStorage — remembers which page you wanted to reach before logging in, so you arrive there after confirmation.
• cl_build_triggered_at and cl_build_link in sessionStorage (only during a browser tab session) — show a status message while a platform action is being processed and becomes visible on the public part of the site.
• cl_locale_preference in localStorage — remembers your chosen language (NL or EN) so you land in the correct language on your next visit.
• cl_locale_banner_dismissed in localStorage — remembers that you dismissed the “this site is also available in another language” banner, so we don’t show it again.

Security (no consent required)

• Cloudflare __cf_bm — bot-detection cookie set by Cloudflare as the hosting platform.

Embedded third parties

• Kit newsletter form on /community — Kit may set its own cookies via their script when their form is loaded. See Kit’s privacy policy for the exact cookies and their purpose.

At this time we do not use any analytics or marketing services (no Google Analytics, Plausible, or Cloudflare Web Analytics). If that changes in the future, we will update this privacy policy before the change goes live.

10. Security

We have taken the following measures to protect your data:

• Passwordless authentication — we work with magic links and one-time codes via your email. No passwords are stored on the platform.
• Row-Level Security (RLS) — access to data in our database is controlled at row level by policy rules on the database itself, not only at application level. This is our primary security boundary; the public API key (“anon key”) that sits in the browser does not by itself grant access to personal data — only to what the RLS rules explicitly expose.
• Server-side secrets stay server-side — the powerful service-role key for our database is only used inside server-side functions and never reaches the browser.
• HTTPS/TLS — all traffic to and from the platform is encrypted via Cloudflare.
• Abuse prevention via rate limiting — the forms that send email (login, event registration, Save-the-Date, contact) and the other parts of the website that process visitor requests are protected server-side against automated abuse. We count requests per IP address, per recipient address (where applicable) and per part within a time window; the IP address and email address are stored hashed (not as readable data) and cleared after the window. Legal basis: legitimate interest (security). No client-side captcha is required.
• Recording broken links — to keep the website working correctly we record which non-existent pages are visited, in case we need to redirect them. No identifying data about the visitor is stored. Records disappear 90 days after they were last requested. Legal basis: legitimate interest (working links).

11. Changes to this policy

We update this privacy policy when our data processing changes — for example when we add a feature that processes new categories of data, or when we add or remove an external service provider.

The date at the top of this page (“Last updated”) indicates when we last amended this policy. Material changes are announced in advance through the community channels (email, Community page).

12. Contact

For all questions, requests or complaints regarding your personal data:

Email: privacy@cleanlanguage.nl

Post: Art o’ Craft Muldersdreef 335 7328 EH Apeldoorn

We typically respond within one working day, and at the latest within one month for formal GDPR requests.