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Privacy policy

How we handle your data

At Event Masters, we attach great importance to your privacy. In this privacy policy, we explain which personal data we collect, why we collect it, how long we keep it and what rights you have.

Last updated: October 4, 2026

1. Who are we?

This website and the related platform are managed by:

Event Masters

Brownfieldlaan 37/1
2830 Willebroek
Belgium

Company number: BE 0455 164 778

Email: info@teammasters.eu

Telephone: +32 3860 60 80

For the processing of personal data through our website, quotation flows, partner environment and corporate platform, we generally act as the data controller. When we process data on behalf of a corporate client, for example within a secured corporate platform, that company may in certain cases be the data controller and we may act as the data processor.

2. Who does this privacy policy apply to?

This privacy policy applies to everyone who uses our website or platform, including:

  • website visitors;
  • people who request a quote;
  • customers and prospects;
  • companies using a corporate platform;
  • admins, organisers and participants within a corporate platform;
  • partners who add teambuildings, activities or other services;
  • people who participate in a teambuilding or event;
  • people who contact us via forms, email or telephone.

3. What data do we collect?

Depending on how you use our website or platform, we may process the following data.

3.1 Data you provide yourself

  • first and last name;
  • email address;
  • telephone number;
  • company name;
  • job title or role within the company;
  • billing details;
  • address details;
  • messages, comments or preferences you provide;
  • data needed to handle a quote or booking.

3.2 Data related to quote requests and bookings

  • selected or desired teambuilding activity;
  • date, location and number of participants;
  • budget, preferences and practical requirements;
  • communication about the quote, planning or booking;
  • information needed to carry out the activity.

3.3 Data within the corporate platform

  • account details, such as name, email address and password data;
  • user role, such as participant, organiser or admin;
  • team or company information;
  • participant lists;
  • bookings, requests and preferences;
  • settings managed by admins;
  • log data about platform usage.

3.4 Partner data

  • partner contact details;
  • company details;
  • information about offered teambuildings or activities;
  • prices, locations, availability and practical information;
  • communication about approval, publication and cooperation.

3.5 Technical data

  • IP address;
  • browser type;
  • device information;
  • pages you visit;
  • date and time of your visit;
  • cookie data;
  • error messages and security logs.

4. What do we use your data for?

We only use personal data when there is a clear purpose for doing so. Below are the main processing activities.

Purpose Examples
Handling quote requests Preparing a quote, answering questions, suggesting activities and following up.
Carrying out bookings Planning a teambuilding, processing participant information and making practical arrangements.
Managing accounts Allowing users to log in, assigning roles and managing access.
Providing the corporate platform Allowing admins to manage settings, organisers to make bookings and participant lists to be managed.
Managing partners Handling partner accounts, reviewing, approving and publishing teambuildings.
Customer service Answering questions, solving problems and providing support.
Administration and billing Creating invoices, following up payments and complying with accounting obligations.
Improving the website Analysing how the website is used and resolving technical errors.
Security Preventing misuse, fraud, unauthorised access and technical incidents.
Marketing Sending newsletters, updates or relevant information, where legally permitted or where you have given consent.

5. On what legal bases do we process data?

We process personal data on the basis of one or more legal bases under the GDPR.

  • Performance of a contract: when processing is necessary to provide a quote, booking, account or cooperation.
  • Legal obligation: when we must keep data for accounting, tax or other legal obligations.
  • Legitimate interest: when we secure our platform, improve our services, support customers or prevent misuse.
  • Consent: for example for certain cookies, newsletters or optional marketing communication.

6. Corporate platform and user roles

Companies can receive their own secured environment through our platform. Different roles may exist within that environment.

Admin

An admin can manage settings, add or remove users, manage roles, update company information and follow up bookings or requests.

Organiser

An organiser can view teambuildings, request quotes, make bookings and manage participants within the permissions granted by the company.

Participant

A participant can access relevant information about activities, view their own participation and, where permitted, add or update limited data.

The exact access to data depends on the company’s settings and the permissions assigned to a user.

7. Partners and teambuilding providers

Partners can add teambuildings, activities or services through the platform. This content is reviewed by us before it is published.

When a partner adds an activity, we process the data needed to review, manage and potentially publish the activity. This may include contact details, company information, descriptions, prices, locations, availability and practical conditions.

When a user requests a quote or booking for a partner activity, we may share the necessary information with that partner so the request or booking can be handled correctly.

8. Who do we share data with?

We do not sell your personal data. We only share data when necessary for our services, legal obligations or security.

  • partners or teambuilding providers, when necessary for a quote or booking;
  • corporate clients, admins or organisers within a corporate platform, according to their access rights;
  • IT suppliers, hosting providers and software providers;
  • payment, billing and accounting partners;
  • email and communication providers;
  • analytics and cookie providers, where applicable;
  • public authorities when we are legally required to share data.

When external service providers process personal data on our behalf, we make appropriate arrangements to protect your data.

9. How long do we keep data?

We do not keep personal data longer than necessary for the purposes for which it was collected, unless we are legally required to keep it for longer.

Type of data Retention period
Quote requests Up to [x months/years] after the last communication, unless this results in a booking.
Booking data As long as necessary for execution, support, administration and legal obligations.
Billing and accounting data In accordance with the statutory accounting retention periods.
Account data As long as the account is active or as long as necessary for platform management and security.
Partner data As long as the cooperation is ongoing and afterwards for as long as necessary for administration or disputes.
Support communication Up to [x months/years] after the request has been handled.
Technical logs For a limited period, unless longer retention is necessary for security or investigation of misuse.
Marketing data Until you unsubscribe or withdraw your consent.

10. Cookies and tracking

Our website may use cookies and similar technologies. Some cookies are necessary for the website and platform to work properly. We only use other cookies when legally permitted or when you have given your consent.

More information about cookies can be found in our cookie policy.

11. How do we protect data?

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration or disclosure.

  • role-based access control;
  • secure connections where necessary;
  • restricted access to personal data;
  • logging and monitoring of technical misuse;
  • agreements with external service providers;
  • regular evaluation of our security measures.

No system is completely secure. If you believe there is a security issue, please contact us as soon as possible.

12. Your rights

Under the GDPR, you have several rights regarding your personal data. European privacy rules provide rights such as access, rectification, erasure, restriction, portability, objection and the right not to be subject to a decision based solely on automated processing.

  • Right to information: you have the right to receive clear information about how we process your data.
  • Right of access: you can ask which personal data we process about you.
  • Right to rectification: you can have incorrect or incomplete data corrected.
  • Right to erasure: you can, in certain cases, ask us to delete your data.
  • Right to restriction: you can ask us to temporarily restrict the processing.
  • Right to portability: you can ask to receive certain data in a structured format.
  • Right to object: you can object to certain processing activities, such as direct marketing.
  • Right to withdraw consent: when processing is based on consent, you can withdraw that consent at any time.

You can exercise your rights by contacting us at info@teammasters.eu. We may ask you to confirm your identity before handling your request.

If you believe that we are not handling your data correctly, you have the right to lodge a complaint with the Belgian Data Protection Authority.

13. International transfers

Some software suppliers or service providers may process personal data outside the European Economic Area. When this happens, we ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms recognised by the GDPR.

14. Changes to this privacy policy

We may update this privacy policy when our services, technology or legal obligations change. The most recent version is always available on this page.

In case of significant changes, we may inform you through the website, by email or through the platform.

15. Contact

Do you have questions about this privacy policy or about how we handle personal data? Please contact us.

Event Masters

Brownfieldlaan 37/1
2830 Willebroek
Belgium

Company number: BE 0455 164 778

Email: info@teammasters.eu

Telephone: +32 3860 60 80