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Orchesi

Privacy policy

Last updated: October 23, 2026

Effective date: September 25, 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)
  • Phone number (optional)
  • Address (optional)
  • Instruments and musical roles
  • Language and notification preferences
  • Visibility settings (whether your email address, phone number and address are visible to other members)
  • Security data, such as your hashed password and two-factor authentication settings

3.2 Association data

  • Association name
  • Role within the Association
  • Member status (active/inactive)
  • Groups and sections you belong to
  • Attendance and absences for rehearsals, concerts and other activities
  • Association address and rehearsal or concert locations

3.3 Usage data

  • Login timestamps
  • Feature usage
  • Device and browser information
  • IP address (including at registration, for security and to determine your country)
  • Device tokens for push notifications
  • Error reports and technical diagnostics
  • Session recordings in the mobile app: a replay of how the app is used, to find problems and improve the app. Text you type into input fields is masked.

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.

3.6 Signing in with Google, Apple or Facebook

If you sign in with Google, Apple or Facebook, we receive your name, email address and a unique user ID from that provider. We never receive your password for that service. The use of your data by Google, Apple or Facebook themselves is governed by their own privacy policies.

3.7 Feedback and searches in the help center

Below the articles in our help center you can tell us whether an article helped you, optionally with a reason and a comment. We also keep track of what people search for in the help center, how many results it gave and which article was opened next. This is anonymous: we don't ask for your name or email address, don't set a cookie and don't link the data to an account or device. Email addresses and phone numbers in a search are removed before it is stored. We only keep the article or search, the language, whether you use the app or the web app, your answer and the time, and use this solely to improve our guides and to see which articles are still missing. Please don't include personal data in your comment or in the search bar. Messages you send through the contact form are not part of this: we only use those to answer your question.

3.8 Newsletter

If you sign up for our newsletter on orchesi.com, we process your email address and, if you fill them in, your first name, your role and the name of your Association. We also record the language you signed up in and that the sign-up came from the website. You first get an email to confirm your sign-up. Only once you do, we send you the newsletter. We measure whether a newsletter is opened and which links are clicked, so we can improve its content. You can unsubscribe at any time through the link at the bottom of every newsletter.

We send the newsletter through Brevo, a French company that stores the data within the European Union.

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 (for example for the newsletter)

5. Communications

Orchesi may send:

  • service-related emails
  • account and billing notifications
  • push notifications within the app
  • verification letters by post, for example to confirm an Association's address
  • the newsletter, only if you have signed up for it (see 3.8)

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. For product analytics, error tracking and session recordings in the app we use PostHog, hosted in the EU. On orchesi.com we use PostHog, only with your consent, for anonymous visit statistics. Where legally required, consent will be requested. You can read more about our cookie-usage in our cookie policy.

Feedback and searches in the help center (see 3.7) are sent to PostHog without cookies, so they are also recorded if you haven't consented to analytics cookies.

7. Data sharing

We share data only with:

  • infrastructure and hosting providers
  • payment processors
  • email and push notification delivery providers
  • Brevo, for sending the newsletter
  • map and address lookup (geocoding) providers
  • a postal service for sending letters
  • product analytics and error tracking providers

All processors are bound by confidentiality and GDPR-compliant agreements. An up-to-date list of these parties and where they process data is in Appendix A of our data processing agreement.

We do not sell personal data or share it with advertisers.

8. Data retention

  • Account and Association data is retained while the account is active.
  • If you delete your account, your personal data is erased immediately. Shared content you posted within an Association, such as news posts, polls and events, remains available to the Association but is no longer linked to you.
  • After a subscription ends, data is deleted within 30 days, unless legal retention is required.
  • Messages sent through the contact form in the help center are kept for up to 12 months after the question has been handled. They are then deleted, together with our replies.
  • Newsletter data is kept for as long as you are subscribed. If you unsubscribe, we only keep your email address on a suppression list, so you don't get our newsletter again.
  • 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)

The app has no export button. Would you like an export of your data? Send us a request and we will provide it.

Requests can be sent to: support@orchesi.com

10. Security measures

Orchesi applies appropriate technical and organizational measures, including:

  • encrypted connections (TLS / SSL)
  • access controls
  • role-based permissions
  • regular security updates

11. International transfers

Orchesi stores data within the European Union: the application and databases run in Amsterdam (the Netherlands), and files are stored in Frankfurt (Germany).

For some parts of the Service we use providers outside the European Economic Area (EEA), such as for push notification delivery, maps and address lookups, and sending letters. In those cases, transfers are based on an adequacy decision of the European Commission (such as the EU-US Data Privacy Framework or the decision for Switzerland) or the European Commission's Standard Contractual Clauses.

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).