1. Who is responsible
VVIPEVENTS B.V. (trade name VVIPEvent, Chamber of Commerce number 82706328, Beursstraat 33-N, 1012 JV Amsterdam, the Netherlands) is the controller of your personal data. For privacy questions, email info@vvipevents.com.
2. What we collect
Booking details: the contact person's name, email and phone; each guest's name, gender, nationality, country of residence and date of birth.
Order and payment records: products bought, amounts, payment status and order number. Card details are handled directly by Stripe; we never see your full card number.
Account sign-in: when you sign in to My Booking with an email code, we keep your email and sign-in status.
What you send us: the content of messages you send by email, WhatsApp, WeChat or Instagram.
Technical data needed to run the site: server access logs kept for security and troubleshooting (such as IP address and time).
We do not use analytics, advertising or tracking code on the website, and the website does not send your browsing behaviour to social media platforms.
3. Why we use it, and on what basis
To carry out your booking (ordering, ticket personalisation, delivering passes or tables, sending confirmations and updates): necessary to perform our contract with you.
To keep accounts and payment records: necessary to meet legal obligations such as Dutch tax law.
To answer questions and handle complaints: to perform the contract, or our legitimate interest in responding to customers.
To keep the website secure and prevent fraud and abuse: our legitimate interest.
To tell past customers about similar events: our legitimate interest; you can ask us to stop at any time.
Guest details are required to book. Without them we cannot register names with the organiser or complete the booking.
4. Who we share it with
Only as far as needed for the purposes above:
Festival organisers and venues: to personalise tickets and arrange entry or tables.
Hotels: guests' names only, for check-in.
Stripe: to process payments.
Resend: to send order emails.
Cloudflare: to host the website and database.
Google: for internal backup spreadsheets and email.
Our accountant and the tax authorities: where the law requires.
We do not sell your personal data.
5. Transfers outside the EU
Some providers (Stripe, Resend, Cloudflare, Google) are based in or process data in the United States. We rely on the EU–US Data Privacy Framework or the EU Standard Contractual Clauses for these transfers. When a festival takes place outside the EU (for example in Thailand), we must give guest names to the local organiser, or guests' names to the local hotel for check-in; this transfer is necessary to perform your booking.
6. How long we keep it
Orders, invoices and payment records: 7 years, as required by Dutch tax law.
Guests' gender, nationality, date of birth and other personalisation details: deleted within 12 months after the event.
Enquiries and chat messages: deleted within 2 years of our last contact, unless they belong to an order.
Sign-in codes expire after 10 minutes; sign-in status is cleared when you sign out or it expires.
7. Booking for others
If you book for other guests, please tell them about this policy first and make sure you may give us their details. Details of guests under 16 must be provided by a parent or guardian.
8. Your rights
You can ask to access, correct or delete your data, to restrict or object to its use, or to receive a copy (data portability). Email info@vvipevents.com and we will reply within one month. Data we must keep by law cannot be deleted early.
You also have the right to complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or to the data protection authority in your country.
9. Cookies
The website uses only cookies and local storage needed for it to work, such as language, sign-in and checkout progress; these need no separate consent. If we add analytics or advertising cookies, we will ask for your consent first.
10. Social media
We advertise on Instagram and post on WeChat Moments. These platforms process your data under their own privacy policies, which also apply when you contact us through them.
11. Security
We protect your data with encrypted connections, access controls and least-privilege access. Only staff who need to handle your order can see it.
12. Changes
We may update this policy; the date of the latest version is shown at the top.