SBOB and GDPR

1. SBOB adres files

SBOB records the name, address, email address(es), and telephone number(s) of all volunteers, along with the volunteer’s role or role.

SBOB also records the name, email address, and/or telephone number of external contacts, as well as the company, institution, or organization for which the individual works.

This information is necessary for the proper functioning of the foundation. It is not shared with others.

The data is stored in a database located on the secretary’s laptop (secretary and resident support worker), with a backup on an external hard drive managed by the secretary. Both are password-protected, known only to the resident support worker, secretary, and treasurer.

SBOB can use a mail server (e.g., Mailchimp) to send messages to larger groups of people without them seeing each other’s email addresses. Consider a regular newsletter. A separate address list is maintained on the mail server, separate from the secretariat’s address list. In addition to the email address, the mailing list also includes the street address (for analysis) and the first and last name (for salutation). The secretariat and the PR officer on the board manage the mailing list. The secretariat can add new people to the mailing list upon request or at its own discretion. Recipients can unsubscribe, after which their information will be permanently deleted from the mailing list.

For special one-time mailings via a mail server, the secretariat provides a separate group of email addresses (+ name + street address). This one-time list is deleted from the mail server after analysis, but no later than after three months.

The editor-in-chief of De Boomgaard maintains a file with information about advertisers in the De Boomgaard neighborhood organization. For this, see 4.6.

2. SBOB media

SBOB uses a website, its own publication (De Boomgaard), and social media platforms: Facebook, Instagram, Twitter, Nextdoor, and Muurkrant. SBOB only uses names on these platforms when necessary, and then only with the consent of the person(s) involved.

The SBOB website (www.bomenbuurtdenhaag.nl) lists the working groups, along with the names of the working group members and, if applicable, the working group’s own email address. Including other personal data on the website requires explicit consent from the data subjects. An example of this is the “street representatives” working group. They have more information posted on the website, including passport photos, because they consider it useful for their work.

At De Boomgaard, the working groups are listed with their contact persons and email addresses.

For De Boomgaard’s door-to-door deliveries, a list of delivery drivers and backup drivers is printed each time, taken from the SBOB personal database. This list also includes the delivery area of ​​each driver, as well as their phone number. The list is located in the office at Kastanjestraat 2 and is used by those who arrange the deliveries. The resident support worker coordinates this. Once all Boomgaards have been delivered to a driver, the list is destroyed.

Photos are taken of SBOB activities (organized by the board or SBOB working groups). These photos can be posted on the website and social media by SBOB board members or the resident support worker, used in reporting to the municipality, and included in the SBOB annual report. SBOB assumes that those involved have been asked for their consent; consent must be recorded on the designated GDPR consent form, unless the board is aware that those involved do not agree.

3. SBOB Secretariat Archive

SBOB has a relatively extensive paper archive, partly located in the office at Kastanjestraat 2 and partly in the adjacent basement. This archive contains various types of personal data, such as old reports, working group information, and attendance lists. This archive remains untouched unless the SBOB board decides otherwise. Only the board and the resident support worker have access to the archive.

New archive documents do not contain personal data other than names. See the section on finances.

4. SBOB Financial Data

4.1. Accounting

SBOB’s accounting records are kept in the “e-accounting” application. The treasurer has access to the accounts and updates them periodically. In addition to the treasurer, the secretary, chair, and audit committee have the right to inspect the accounts. This serves a legitimate interest: auditing the treasurer’s records.

The SBOB’s accounting records are retained for seven years in accordance with legal requirements. After that date, they are destroyed, with the exception of the annual financial reports. The accounting records for the past financial year are stored in the SBOB archives.

4.2. Financial Relationship Management

Financial relationships (creditors/debtors) are maintained in the “e-boekhouden” application. The following data is stored there:

  • Organizations: name of the relationship as recorded in the Trade Register, Chamber of Commerce number, business address, email address, telephone number, contact person, IBAN;
  • Persons: name of the relationship as recorded in the IBAN, residential address, email address, telephone number, IBAN.

Storing relationship data has a legitimate interest: without this data, payments cannot be made and/or payments received cannot be verified.

Financial relationships are retained in the “e-boekhouden” application for a period of seven years after the last transaction, unless the relationship explicitly requests to be removed from the application (right to be forgotten).

For access to/inspection of financial relationship management, please refer to 4.1.

4.3. Accounts Payable Management ING Bank

The SBOB uses ING Bank’s services to make/receive payments. To make payments, it is necessary to maintain the accounts payable section of financial relationship management in ING Bank, in addition to e-bookkeeping. Notwithstanding Chapter 2.3, the following data is stored in ING Bank:

  • Organizations (creditors only): name of the relationship as per the Trade Register, IBAN, place of business;
  • Individuals (creditors only): name of the relationship as per the IBAN, IBAN, place of business.

For access/viewing information in ING Bank, please refer to 4.1.

4.4. Expense Claim Form

Volunteers can claim expenses for the SBOB. The SBOB uses a claim form for this purpose. The personal data provided by the volunteer falls under the financial relationship management system, described in 4.2.

4.5. Bicycle Parking

The SBOB manages two bicycle parking facilities (Abeelstraat, Egelantierstraat). Tenants of parking spaces are subject to the financial relationship management as described in 4.2, but with the following exceptions:

  • The bicycle parking facility manager provides a (new) tenant with a form on which the tenant enters their personal data, as described in 4.2. This form is required to enter into a lease agreement (legitimate interest). The bicycle parking facility manager passes this form on to the bicycle parking administrator, who enters this data into IBAN, the SBOB direct debit application;
  • The bicycle parking facility manager may only hold the following personal data of current tenants: name, email address, telephone number, and parking space. The manager will include this information in the lease agreement. This is a legitimate interest: in the event of an emergency, the bicycle parking facility manager must be able to contact the tenants quickly. • The bicycle shed manager must immediately delete the tenant’s personal data from their records after the lease agreement ends;
  • The retention of personal data of former tenants falls under the financial relationship management section 4.2, with the addition that the bicycle shed manager also has access to this specific data for the same period.

4.6. Advertisers De Boomgaard

The editor-in-chief of De Boomgaard is responsible for recruiting advertisers for the local magazine De Boomgaard. To this end, the editor-in-chief of De Boomgaard has the authority to request organizational information from (new) advertisers, namely: name of affiliate as registered in the Trade Register, Chamber of Commerce number, business address, email address, telephone number, and contact person. The editor-in-chief of De Boomgaard maintains this information in the advertiser database.

Advertisers receive an annual invoice from the SBOB for advertising placed in De Boomgaard. These invoices are prepared by the treasurer, based on the advertiser database, and provided by the editor-in-chief.

Boomgaard to the treasurer. Invoices are sent by the secretariat from the secretariat’s email address.

Advertisers are subject to financial relationship management as described in 4.2.

The Boomgaard editor-in-chief must immediately remove organizational information from the advertiser database for departing advertisers.

4.7. Grant Applications via SBOB

Subsidies can be applied for from the municipality or district for various activities, which will then be disbursed through SBOB. The secretariat and treasurer store the data for as long as necessary to properly process the grant. This includes both digital and paper storage (the municipality corresponds by mail). In most cases, this is until the municipality or district has reviewed the subsidy accounting. After that, the personal data is deleted.

5. SBOB Officers

Updated October 1, 2025

Chair: Maria Angenent

Treasurer: Arjan Schoolderman

Secretary: Peter Hiemstra

Audit Committee:

Resident Support Officer: Leen van der Heijdt

Bicycle Shelter Administrator: Loura Huizenga

Bicycle Shelter Manager(s): Hans Verboom

Editor-in-Chief of De Boomgaard: Raymond Krul

Board Members: Trudy Loeffen

Jan de Lange

Joost Jongenelen

Joris Weber