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BIBA Privacy Policy

BIBA Privacy Policy

1. Who We Are

Barbershop of Iberia Association ("BIBA", "we", "us", "our") is committed to protecting your personal data and respecting your privacy.

For the purposes of data protectioin law, BIBA is the Data Controller responsible for your personal data.

Contact details:

C/Antonio Gades 7, portal i, 1ºB
28051 Madrid, Spain
Email: secretary@bibabarbershop.com

If you have any questions about this policy or your personal data, please contact us using the details above.

We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Spanish data protection laws.
 

2. What Data We Collect and Why

We collect personal data to organize and run the association and to promote our activities.
 

A. Members - for administering membership

When you join BIBA, or during your membership, we may collect:
  • Name
  • Email address
  • Phone number
  • Postal address
  • Emergency contact details
  • Age and/or gender (where relevant)
  • Photographs and/or video footage

Purpose: To manage your membership, organize rehearsals and events, communicat4e with you, and administer subscriptions.

Lawful basis: 
  • Contract (membership agreement)
  • Legitimate interests (running and promoting the association)
  • Consent (where required, e.g. for promotional photgraphy)

B. Mailing List Subscribers - for marketing and promtion

If you sign up to receive news and updates, we collect:
  • Email address

Purpose: to send information about BIBA events, activities and news.

Lawful basis: 
  • Consent. You can withdraw your consent at any time by clicking the unsubscribe link in any email or by contacting us directly.

C. Ticket Purcases, Merchandise and Donatioins

If you purchase a ticket, merchandise or make a donation, we may collect:
  • Name
  • Contact details
  • Payment-related information (processed securely via our payment provider)

Purpose: to administer your purchase or donation and comply ith legal and accounting obligations

Lawful basis:
  • Contract
  • Legal obligation (e.g., accounting requirements)

D. Website Visitors 

When you visit our website, we may collect:
  • Technical information (e.g., IP address, browser type)
  • Website usage information

We use cookies and analytics tools (see Cookies section below).

Lawful basis:
  • Consent (for non-essential cookies such as analytics)
  • Legitimate interests (for essential website functionality)

3. Photography, Video and Promotional Use of Images

From time to time, BIBA may take photographs or video recordings during rehearsals, performances, and events.
These images may be used for:
  • Our website
  • Social media channels
  • Promotional materials (digital or printed)
  • Event publicity

Where images are used for promotional purposes and individuals are identifiable, we rely on your consent.

You may withdraw your consent at any time by contacting us at secretary@bibabarbershop.com Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

We will always aim to use images respectfully and appropriately, in line with the values of the association.
 

4. Children's Data

We do not knowingly collect personal data online from children under the age of 14 without parental consent (in line with Spanish data protection law).

If we become aware that we have collected such data without appropriate consent, we will delete it promptly.
 

5. How Long We Keep Your Data

We only retain personal data for as long as necessary for the purpose for which it was collected.

Typical retention periods:
  • Membership records: duration of membership plus up to 6 years (for legal/accounting reasons)
  • Financial transaction records: 6 years (in line with Spanish legal requirements)
  • Marketing records: until consent is withdrawn
  • Website analytics data: according to Google Analytics retention settings
  • Withdrawal of consent records: up to 2 years (to maintain suppression records)

We review retained data periodically.
 

6. Who We Share Your Data With

We do not sell of share your personal data for third-pary marketing. We may share data with trusted service providers (data processors), including:
  • Our website and database provider, HarmonySite (Virtual Creations Pty Ltd)
  • Payment service providers
  • Email marketing platforms
  • Analytics providers (e.g., Google Analytics)

These providers process personal data only on our instructions and are bound by data processing agreements.
 

7. International Data Transfers

Some of our service providers, including HarmonySite (Virtual Creations Pty Ltd), are located outside the European Economic Area (EEA), including Australia.
Where personal data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, to protect your data.
 

8. Data Security

We take appropriate technical and organizational measures to protect personal data, including:
  • Secure password-protected systems
  • Restricted administrative access
  • Regular review of access permissions
  • Secure hosting environments

9. Your Rights

Under the GDPR, you have the following rights:
  • Right to be informed
  • Right to access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to object
  • Right to data portability
  • Rights relating to automated decision-making (where applicable)

You can exercise your rights by contacting us. We will respond within one month. You also have the right to lodge a complaint with the Spanish supervisory authority, Agencia Española de Protección de Datos.
 

10. Cookies

What are cookies?
Cookies are small text files stored on your device when you visit a website.

How we use Cookies

Essential Cookies
These are necessary for website functionality (e.g., login sessions).

Analytics cookies (Google Analytics)
These help us understand how visitors use our website so we can improve it. Analytics cookies are only set after you provide consent via our cookie banner. You can withdraw or manage your cookie preferences at any time through your browser settings.
 

11. Changes To This Policy

We may update this policy from time to time.
Where changes are significant, we may notify members by email. The latest version will always be available on our website.

Rev. 02/2026