General Terms and Conditions

Privacy Policy

Last updated: 19 April 2023

Museum Hof van Busleyden collects and processes personal data, such as when you purchase a ticket online or book a guided tour. Also when you apply for an internship, apply for a job or subscribe to our newsletter. At times we may only request your email address, while at others we may ask for more information. Why do we do this, and what happens to the data? How long do we retain them? We value your privacy, and so we handle your data with the utmost care. This privacy statement describes how we do so.

It applies to Museum Hof van Busleyden and all related activities, whether we use the words 'the museum' or 'we'.

General

The museum processes personal data every day. Not only from museum visitors, but from suppliers, partners, website visitors and so on. Personal data are data that allow the identification of a person: this means that the information either concerns someone directly or can be traced back to someone.

The processing of personal data assumes many different forms: we can collect, register, consult, use, store, modify and delete data. The personal data that we process include: first and last name, job title, address details, phone number, email address, date of birth, time of museum visit, bank account number, medical information (food allergies, diets) and social media profile.

Basic Rules

• We only collect the information that we need.
• We retain the data for as short a period as possible.
• We protect and secure the data as well as we possibly can.
• We do not share data with third parties unless in specific cases or when legally required to do so.
• We only process personal data when you have given your consent (directly or indirectly) or when there is an agreement between us (e.g. a purchase or contract). If you give your consent, you can have your data modified or deleted. If you have an agreement with the museum, the options are specified in the contract.

Why do we Process Personal Data?

The museum processes your personal data for a variety of reasons. The most common being:

• To handle your enquiries, reservations, ticket purchases, job applications, etc.
• To contact you when we need to provide practical information, ask additional questions or urgently inform you about programme changes
• To ensure your museum visit is as pleasant, smooth and safe as possible
• To be able to invite you to events, keep you informed about our operations
• To monitor relations with suppliers, partners, grant providers, lenders, donors and others to improve our operations
• To analyse and continually optimise our museum marketing

When do we Collect Data?

On Website Visits

To ensure that our website functions correctly we use cookies. The information stored in these cookies can be sent back to our servers on a subsequent visit. Some cookies are essential for our website to work properly and are therefore necessary. You can configure your internet browser to block non-functional cookies. You can also delete them after visiting our website.

Read the City of Mechelen's full cookie policy ⇾

The museum uses Google Analytics to gain insights into website visits. This helps us improve and optimise our Museum website. The data is anonymized and cannot be traced back to you as an individual. Google also processes your data, possibly outside Europe. You can find their privacy policy here.

View Google's privacy policy ⇾

When Purchasing an Online Ticket or Making a Group Reservation

The website for online tickets and group reservations is managed by Recreatex. By purchasing a ticket or making a reservation you enter into an agreement with the museum, and the general terms and conditions of sale apply. These conditions also apply when purchasing at the museum reception or by phone.

Go to the general terms and conditions of sale ⇾

On a Museum Visit

Camera images are recorded on the museum site to create a safe environment for visitors, staff and the art works. When you enter the museum premises, the legal icon alerts you to the fact that you are being filmed.

Not everyone views these camera images: the museum has an internal security service which is responsible for security. The images are stored for a maximum of 30 days. We may transfer the images to the police service in cases of criminal activity or suspicious behaviour.

Learn more about the use of camera images ⇾

When Using the International Wi-Fi Network

In the museum, you are free to make use of the internal Wi-Fi network for visitors. The data is not stored or processed.

When Submitting a Question via Email or the Contact Form (General Enquiries, Image Requests, Donations, etc.)

When you contact the museum, we keep your data until your enquiry has been answered. We may distribute your enquiry internally to provide you with the best possible response. Your data will not be used for marketing or other purposes. In the case of financial information, we comply with the legal retention period of seven years.

When (proposing) a Donation or Purchase

Would you like to offer the museum a piece of art in the form of a donation of purchase? We will keep your contact details to get in touch with you. If the purchase or donation is finalised, we will retain your personal information in our collection management system. We consider the origin of the artwork to be important, which is why it is part of our collection management process.

When Registering for an Activity (Such as an Exhibition Opening, Public Event or Museum Camp)

In the case of activities, we require your personal data in order to inform you, send a confirmation and potentially contact you afterwards. You will have the option to decide whether to subscribe for newsletters from the museum. We will only use your data for communication and processing with regard to the event and will delete your information within one month of the end of the event.

When Subscribing to Newsletters

Through a variety of newsletters, we like to keep you informed about what is happening on and behind the scenes of our museum. We use MailChimp software for this purpose. You can subscribe to newsletters via the museum website. You can choose which newsletters to receive and, therefore, decide their frequency. We only use your data to send newsletters and will do so until you unsubscribe.

Mailchimp also processes your data, possibly outside Europe.

Read Intuit's privacy statement (Mailchimp) ⇾

When Registering as a Friend of the Museum

As a friend of the museum, you wish to become more involved with the museum. You will receive a Friends Newsletter regularly, as well as invitations to events and an annual request to renew your membership. We process your data up to six months after the expiry of your last membership. In the case of financial information, we comply with the legal retention period of seven years.

When Applying for a Job/Internship

If you wish to work at the museum, your data will go directly to the personnel department of the City of Mechelen.

When applying for an internship, you contact the museum directly. In addition to the personal data needed to contact you, we will also ask for a cover letter and CV. We keep your data until after your internship.

When Contacting Us via Social Media

If you are a social media user, you will have agreed to the terms of the social media platform you are using. We will be able to see when you follow or like the museum. The amount of information we see depends on your privacy settings on that platform.

If you contact the museum by private message on social media, we will respond to your enquiry as soon as possible. Depending on the channel, we may remove your enquiry afterwards. Your data will not be used for marketing or other purposes.

How do we Secure this Data?

We take appropriate security measures to protect your personal data from unlawful access, modification, disclosure, loss or improper use. To this end, we implement technical and organisational measures.

Your personal data is processed and stored within the European Union wherever possible. In some cases it is necessary for us to transfer personal data outside the EU. In those cases, we assess what additional measures should be taken to protect your data.

What are your Rights?

• Right to access

You have the right to ask us about the personal data we hold on you and the purposes for which we use them.

• Right to rectification

Might your data be incorrect or out of date? You have the right to ask us to correct them.

• Right to restrict processing

You can ask is to limit the processing of your personal data.

• Right to object

You have the right to ask us to stop processing your personal data.

• Right to withdraw consent

In the case of personal data processing based on your consent, you have the right to withdraw that consent.

• Right to be forgotten

You can exercise your right to be forgotten. Please note that sometimes we are legally obliged to respect certain retention periods.

How can you Modify your Data Yourself?

You can submit a request through this contact form, or you can send your request by mail to the following address:

Data Protection Officer (DPO)

Stad Mechelen

Grote Markt 21

2800 Mechelen

We will provide you with a response as soon as possible, no later than 30 days after receiving your request and proof of your identity.

Go to the City of Mechelen's Privacy Policy ⇾

If we cannot provide answers to your questions, you can, as a second step, turn to the Flemish Supervisory Commission (Vlaamse Toezichtcommissie (VTC))

Contact Details, Museum Hof van Busleyden

Postal address:

Museum Hof van Busleyden

Frederik de Merodestraat 65

2800 Mechelen

hvb@mechelen.be