Privacy Policy – Information on the Processing of Your Personal Data pursuant to Articles 13 and 14 GDPR

Privacy policy – Information about the processing of your personal data pursuant to Articles 13 and 14 DSGVO (General Data Protection Regulation)

1. Controller

Vienna Hobby Lobby – Freizeitverein für Kinder und Jugendliche
Address: Viktorgasse 3, Door 3, 1040 Vienna, Austria
Email: info@viennahobbylobby.com

2. Purpose and legal basis of processing

We process your personal data to fulfil our organisational aims (free leisure education for kids and teenagers), to respond to your enquiries, to administer newsletter subscriptions, to manage courses and to ensure the operation of the website.

The legal bases for this are:

• Your consent (Art. 6 Abs. 1 lit. a DSGVO), e.g. when you register or use contact forms.
• Performance of a contract or pre‑contractual measures (Art. 6 Abs. 1 lit. b DSGVO), e.g. when registering for a course or applying as a course instructor.
• Legitimate interests (Art. 6 Abs. 1 lit. f DSGVO), e.g. provision of the website, public relations, community management, communication, impact measurement and further development of the formats offered.
• Compliance with legal retention obligations for business correspondence and accounting records when the communication constitutes or occurs within the scope of a contractual relationship (Art. 6 Abs. 1 lit. c DSGVO in conjunction with paragraph 212 of the Unternehmensgesetzbuch (Austrian Commercial Code) and paragraph 132 of the Bundesabgabenordnung (Austrian Fiscal Code)).
  
  

3. Categories of personal data and their use

Course participation

• name
• date of birth
• age
• school
• class
• course type
• course time
• self‑assessment questionnaire
• course attendance records
• name of legal guardian(s)
• telephone number of legal guardian(s)
• address of legal guardian(s)
• signature of legal guardian(s).

For course registration, course implementation and impact measurement.

Course instructors

• name
• address
• telephone number
• e‑mail address
• date of birth
• interests/hobbies
• criminal record certificates (general, child and youth welfare)
• emergency contact name
• emergency contact telephone number
• self‑assessment and feedback questionnaire
• bank account number

For course planning, course implementation, community management, contract fulfilment and impact measurement.

Youth leaders

• name
• date of birth
• school
• class
• telephone number
• course type
• photos and videos
• emergency contact name
• emergency contact telephone number

For programme registration, programme implementation and impact measurement.

Contact enquiries (via website form)

• name 
• email address
• message

For communication and responding to your enquiry.

Newsletter subscribers

• name 
• email address
   

For newsletter registration and delivery.

We use MailChimp, a service of The Rocket Science Group, LLC, 512 Means Street, Suite 404, Atlanta, GA 30318, USA, for newsletter distribution. Certification under the EU‑US Privacy Shield (see https://www.privacyshield.gov/participant?id=a2zt0000000TO6hAAG&status=Active) ensures that the EU’s data protection requirements are observed when data are processed in the USA. Further privacy information is available at http://mailchimp.com/legal/privacy/.

Website visits

• IP address
• date and time
• browser data (e.g. user agent)
• cookie data (if applicable)

For operation and optimisation of the website.

4. Retention period

Participant data are stored for the duration of the active course period and then archived for legally required retention periods (e.g. 7–10 years for funding bodies and tax purposes).

Contact enquiries are stored until your concern has been resolved, but for no longer than 1–2 years.

Website log data (including IP addresses) are stored for a maximum of 6–12 months, depending on the system.

5. Disclosure of data to third parties

Data are not passed on to third parties except to:

• technical service providers (e.g. website hosting, IT services),
  authorities where there is a statutory obligation, or
  processors with whom we have concluded appropriate processing agreements.
  
  

6. Use of cookies and tracking

Our website uses cookies and, where applicable, analytics tools (e.g. Google Analytics) to evaluate and improve website usage. You can disable cookies in your browser settings; however, this may restrict certain website functions.

7. Your rights as a data subject

Under the DSGVO you have the following rights:

• Right of access to the processed data (Art. 15 DSGVO)
• Rectification of inaccurate data (Art. 16 DSGVO)
• Deletion of your data (“right to be forgotten”, Art. 17 DSGVO)
• Restriction of processing (Art. 18 DSGVO)
• Objection to processing (e.g. for advertising or public relations)
• Data portability (Art. 20 DSGVO) – where technically feasible
• Withdrawal of consent (Art. 7 Abs. 3 DSGVO)
• Right to lodge a complaint with a supervisory authority (Austrian Data Protection Authority)

8. Contact for data protection matters

If you have questions, requests for information or complaints, please contact:
Vienna Hobby Lobby – Freizeitverein für Kinder und Jugendliche
Email: info@viennahobbylobby.com
Subject: DSGVO / Data protection

9. Changes to this privacy policy

We reserve the right to amend this privacy policy as necessary (e.g. when new features are introduced or legal requirements change).

Last updated: 19 November 2025