1. Customer Data Lifecycle Specifications and Information Storage
Customer data, including check-in and booking information, is retained in the system for a period of twelve (12) months by default. Upon the expiration of this period, check-in and booking data shall be anonymized, allowing statistical analysis to continue while preventing the personal identification of attendees. Customer files are automatically stored indefinitely. Professional users may delete customer files solely upon the explicit request of the relevant customer. Administrative users are authorized to determine the access and authorization levels of their employees.
All information, including personal data, collected, stored, used, or otherwise processed in connection with the services provided by Club Planner shall not be transferred outside the European Union. Specifically, all data is stored on Microsoft Azure servers located in Rotterdam, The Netherlands.
2. Authentication Mechanisms
Access to the Club Planner application requires end-users only to create a personal password linked to their email address. Club Planner does not utilize two-factor authentication (2FA).
3. Security Measures
Club Planner implements appropriate technical and organizational measures to ensure the security of personal and other confidential data. Servers are accessible exclusively via predefined and secured IP addresses. No external parties, including clubs or end-users, are provided with credentials to connect directly to the servers; such information is available solely to authorized Club Planner personnel.
All data is backed up on cloud servers hosted by Microsoft Azure, an internationally recognized provider for data security. Microsoft Azure employs layered security measures, including virtual networks, Network Security Groups (NSGs), and Distributed Denial of Service (DDoS) protection, to create isolated and secure network environments. Microsoft Azure's network security mechanisms safeguard data in transit and protect against unauthorized network access.
4. Security Testing
Club Planner conducts periodic penetration tests (Pentests) at least once every six (6) months to ensure the integrity and security of the system.
5. Procedures for Handling Operational and Security-Related Incidents
In the event of an operational or security-related incident, contact should be made with Club Planner's support center via support@clubplanner.be or by telephone at +32 50 70 55 56. The support team shall promptly escalate the incident to the Club Planner Data Security Manager, who is responsible for coordinating incident handling and ensuring compliance with applicable laws and regulations.