Privacy
Privacy Notice
This notice explains what personal Data the MDMLA collects, why we use it, who we share it with, and the rights you have over it. We are a vendor-neutral, non-profit association, and we handle your Data with the same care for integrity that defines our work.
01 Who is responsible for your Data
The controller of your personal Data is the Master Data Management Leaders Association (MDMLA), a vereniging established under Netherlands law, with its corporate seat in Nijmegen.
- Registered address: Zwanenveld 3734, 6538 XZ Nijmegen, Netherlands
- Chamber of Commerce (KvK) number: 42070446
- Contact for privacy matters: privacy@mdmleaders.com
We have not appointed a Data Protection Officer, as we are not required to; you can raise any privacy question using the contact above.
02 What Data we collect
Data you give us
- When you apply for membership: your name, email address, membership type (individual or corporate), organisation, and country.
- If you become a member: the information needed to administer your membership, and — for invoicing — billing details such as your organisation's name, address, and VAT/KvK numbers.
- When you contact us or take part in our activities: the content of your correspondence and any details you choose to share.
Data collected automatically
When you visit our website, our hosting provider processes limited technical Data (such as your IP address and browser type) to deliver the site securely and prevent abuse. Our sign-up form uses a hidden anti-spam field for the same purpose.
03 Why we use your Data, and our legal basis
Under the GDPR we must have a lawful basis for each use of your Data:
| What we do | Why | Legal basis |
|---|---|---|
| Handle your membership application and respond to you | To assess and set up the right membership | Steps taken at your request before entering a contract |
| Administer your membership and keep our members' register | To provide membership and meet our obligations as an association | Performance of a contract; legal obligation under Netherlands law |
| Issue invoices and keep financial records | To collect fees and comply with tax law | Legal obligation |
| Send you news, updates, and our newsletter | To keep you informed about the Association | Your consent (which you can withdraw at any time) |
| Send service messages about your membership | To keep you informed about matters that affect your membership | Performance of a contract; our legitimate interest |
| Keep our website and systems secure | To prevent spam, fraud, and misuse | Our legitimate interest |
Providing the Data marked as required on our forms is necessary for us to handle your request; without it, we cannot process your membership. The newsletter opt-in is entirely optional.
04 Who we share your Data with
We do not sell your Data, and — consistent with our vendor-neutral principles — we do not share member Data with any vendor or product company for commercial purposes. We share Data only with service providers who help us operate, under written data-processing agreements that require them to protect it. These currently include:
- Website hosting and form handling — [Netlify]
- Email and productivity — [Google Workspace]
- Invoicing and accounting — [Moneybird]
We may also disclose Data where the law requires it, for example to a regulator or in response to a valid legal request.
05 Sending Data outside the EEA
Some of our service providers are based in the United States, which means your Data may be transferred there. Where this happens, we rely on appropriate safeguards: the EU–US Data Privacy Framework, where the provider is certified under it, and the European Commission's Standard Contractual Clauses. You can ask us for more detail about the safeguards that apply to a particular transfer.
06 How long we keep your Data
- Applications that don't lead to membership: deleted within [12 months] of your last contact with us.
- Member records: kept for the duration of your membership and for a limited period afterwards to handle any follow-up or claims.
- Invoices and financial records: kept for 7 years, as required by Netherlands tax law.
- Newsletter consent: kept until you withdraw it.
- Website technical Data: kept only for a short period for security and diagnostics.
07 Your rights
Under the GDPR, you have the right to:
- Access the personal Data we hold about you;
- Have inaccurate Data corrected;
- Have your Data erased in certain circumstances;
- Restrict or object to how we use your Data;
- Receive your Data in a portable format;
- Withdraw consent at any time, where we rely on it (this does not affect processing done before you withdrew).
To exercise any of these, contact us at privacy@mdmleaders.com. We will respond within one month, and there is normally no charge.
08 Complaints
If you have a concern about how we handle your Data, we'd like the chance to resolve it — please contact us first. You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl), or with the data protection authority in your own country within the EEA.
09 How we protect your Data
We apply appropriate technical and organisational measures to keep your Data secure, and we limit access to those who need it to run the Association. Our forms and website are served over encrypted connections.
10 Cookies and the website
Our website uses only what is necessary to function and stay secure, and does not use cookies for advertising or cross-site tracking. If we introduce analytics or other non-essential cookies in future, we will ask for your consent first and update this notice.
11 Changes to this notice
We may update this notice as the Association develops. When we make significant changes, we will update the version and date at the top, and where appropriate we will let members know.
12 Contact
For any question about this notice or your Data, contact us at privacy@mdmleaders.com.