Mind, Body & Space Symposium
privacy policy

INTRODUCTION

The Mind–Body–Space Symposium is jointly organized by Stichting Office for the New Earth (ONE), Habitarmonia, and NeuroAU. The website (https://mind-body-space.org) however, is built, managed, and hosted by ONE. 
ONE is responsible for processing your personal data as described in this Privacy Policy. This document explains how we collect and use your information, what your rights are, and how the law protects you.

Organizers:

Stichting Office for the New Earth (ONE)
Kvk nr. 85377929
Oudewand 57, 7201LK, Zutphen, The Netherlands
info@new-earth.one

You can contact us regarding this policy. Stichting Office for the New Earth (ONE) serves as the primary contact for data inquiries.

APPLICABLE LAW

All data processing related to the Mind–Body–Space Symposium is governed by the General Data Protection Regulation (EU) 2016/679 (GDPR).
Regardless of where our partners are based, we adhere to the principles of EU data protection law: lawfulness, fairness, transparency, data minimization, accuracy, storage limitation, integrity, and confidentiality.

PURPOSE OF COLLECTION YOUR DATA

We collect and process your personal data only when necessary for:

  • Registration for the symposium (name, email address, professional affiliation, and payment details if applicable)
  • Ticket payments (bank details, payment confirmations)

PAYMENTS

Payments made through our website are processed securely using Gravity Forms and Pronamic Pay (and our integrated third-party payment processors Buckaroo).
By completing a payment you agree that your bank or credit card details are shared with these platforms solely for processing purposes.

When purchasing tickets by credit card, please note that the right of withdrawal does not apply.

ANALYTICS

We use Google Analytics to understand visitor behavior and improve the user experience of our website.
This data is anonymized and not linked to personal identifiers. It may include: IP address, location, browser type, device information, and site activity.

We also use Google reCAPTCHA to protect our website from spam and abuse. For more information, visit Google’s Privacy Policy
and Terms of Service.

COOKIES

Our website uses cookies to ensure proper functionality, improve security, enhance user experience, and analyze performance.
We also include social media sharing buttons (LinkedIn, Instagram), which may use cookies from their respective platforms.
You can adjust cookie settings through your browser or directly with these platforms.

RECIPIENTS AND HOSTING

Our website is hosted by Hostnet (Netherlands), and our emails are stored securely on their servers.
Some event-related data may be shared with partner organizations (Habitarmonia, NeuroAU) when necessary for symposium administration, but never for commercial use.

STORAGE PERIOD

Your personal data will only be stored for as long as necessary for the purposes described above, or as required by law.

Emails and contact form submissions are kept for up to two years for administrative purposes.

Anonymous analytical data from Google Analytics may be stored indefinitely.

SECURITY

Your personal data is stored securely within password-protected systems, and where possible, with two-step verification.
No physical copies are made.
Connections to our website are secured by SSL encryption, ensuring that your communication with us remains private.

YOUR RIGHTS

Under the EU General Data Protection Regulation (GDPR), you have the right to:

  • Request access to your stored data
  • Correct or update your personal information
  • Request deletion of your data
  • Withdraw your consent for data use
  • Restrict or object to processing
  • File a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe your data is mishandled

To make such a request, contact: symposium@mind-body-space.org

For verification, we may ask you to provide a safe copy of your ID (with photo, MRZ, and BSN number blacked out).
We will respond within four weeks.

CHILDREN’S DATA

Our website does not intentionally collect data from visitors under 16 years old without parental consent.
If you believe we have collected information from a minor, please contact symposium@mind-body-space.org, and we will delete it immediately.

LEGAL BASIS AND DUTIES

We process personal data on the basis of legitimate interest, specifically to maintain communication with participants, donors, and interested parties.
Your data will never be sold to third parties.
If essential data is not provided, we may not be able to process registrations, payments, or communications.

We may share data only when legally required or when necessary to protect our rights or ensure website security.
We always act with respect for your privacy and in accordance with EU data protection law.

CONTACT

For all privacy-related inquiries, corrections, or deletion requests, please contact:

Mind–Body–Space Symposium
📧 symposium@mind-body-space.org

🌍 https://mind-body-space.org