Effective date: 09 February 2026
Controller:
Asora B.V., trading under the name “Orchesi”
Industriestraat 22
6135 KH Sittard
The Netherlands
KvK: 88056422
VAT: NL864490008B01
Email: support@orchesi.com
1. Introduction
This Privacy Policy explains how Orchesi processes personal data when you use our software platform (“Service”). We comply with the General Data Protection Regulation (GDPR) and applicable Dutch privacy laws.
2. Roles under GDPR
Depending on the context:
- Orchesi is the data controller for:
- account creation
- billing and payments
- support communications
- marketing and product updates
- Associations are the data controller for:
- member management
- scheduling
- attendance
- uploaded content
- Orchesi acts as data processor when processing member data on behalf of an Association.
3. Personal Data We Process
3.1 Account and Profile Data
- Name
- Email address
- Profile photo (optional)
- Birthday (optional)
- Language and notification preferences
3.2 Association Data
- Association name
- Role within the Association
- Member status (active/inactive)
3.3 Usage Data
- Login timestamps
- Feature usage
- Device and browser information
3.4 Uploaded Content
- Photos
- PDF files
- Messages and comments
3.5 Billing Data
- Subscription plan
- Active member count
- VAT number (if provided)
- Payment status
Note: Payment details (e.g. card numbers) are processed by Stripe and are not stored by Orchesi.
4. Legal Bases for Processing
We process personal data based on:
- performance of a contract
- legal obligations (e.g. tax law)
- legitimate interests (security, service improvement)
- consent (where required)
5. Communications
Orchesi may send:
- service-related emails
- account and billing notifications
- push notifications within the app
We do not send SMS or WhatsApp messages.
6. Cookies and Tracking
Orchesi uses functional and analytical cookies necessary for operation and improvement of the Service. Where legally required, consent will be requested. You can read more about our cookie-usage in our cookie policy.
7. Data Sharing
We share data only with:
- infrastructure and hosting providers
- payment processors
- analytics and monitoring providers
All processors are bound by confidentiality and GDPR-compliant agreements.
8. Data Retention
- Account and Association data is retained while the account is active.
- After termination, data is deleted within 30 days, unless legal retention is required.
- Backup data is overwritten according to standard retention cycles.
9. Data Subject Rights
You have the right to:
- access your personal data
- request correction or deletion
- object to processing
- request restriction of processing
- request data portability (Article 20 GDPR)
Important: Orchesi does not provide general export functionality.
Data portability is handled only upon explicit request and limited to personal data that must legally be provided.
Requests can be sent to: support@orchesi.com
10. Security Measures
Orchesi applies appropriate technical and organisational measures, including:
- encrypted connections (TLS / SSL)
- access controls
- role-based permissions
- regular security updates
11. International Transfers
Data is processed within the European Economic Area (EEA). If data is transferred outside the EEA, appropriate safeguards (such as Standard Contractual Clauses) are applied.
12. Changes
This Privacy Policy may be updated. Material changes will be communicated via the Service or email.
13. Contact
Questions or complaints can be sent to support@orchesi.com
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).