Privacy Policy

1. Who we are

Cadence Athletics (“Cadence”, “we”, “us”) is a social running club, organized as a non-profit association (ASBL) based in Brussels, Belgium, operating the Cadence member app (app.cadence-athletics.com) and the cadence-athletics.com website.

• Legal name (ASBL): Cadence Athletics ASBL
• Company number (BCE/KBO): BE1033.571.721
• Registered address: Avenue Kersbeek 79, 1190 Forest, Belgium
• Contact for privacy questions / data rights requests: antoine@cadence-athletics.com

We are the “data controller” for the personal data described below — we decide why and how it’s processed.

2. What data we collect

We only collect what we need to run the club, manage memberships, and process payments. Specifically:

Identity — Name, date of birth, gender, nationality.

Contact details — Email address, phone number, postal address (street, postal code, city).

Profile / preferences — Profile photo, Instagram handle, clothing and shoe sizes (used to suggest gift sizing and for contest eligibility).

Membership & activity — Membership role (member/pacer/captain), LANES/CORE subscription status, event registrations, check-in history (date, method — QR code, NFC tap, or manual), pace group, VAMEVAL fitness test results, Miles/points history, gifts received.

Payment-related data — We never store your card details. Payments are handled entirely by Stripe, our payment processor — we only keep a reference (Stripe customer/subscription/payment ID), the amount, and the status, so we can reconcile your membership status with what you’ve paid.

Location data — Your home address is converted into approximate map coordinates (geocoded) so we can access an anonymized overview of where our community is located, on our internal admin dashboard. This is the only location data about you that we store long-term. When you check in at a session via NFC, your phone briefly shares its live GPS position with our server to confirm you’re at the right place — this position is used once, for that single check-in, and is never saved. Only the fact that you checked in (with a timestamp) is recorded.

Technical data — If you enable push notifications, we store the technical subscription details your browser gives us (an endpoint URL and encryption keys) so we can send you a notification — no more than that.

Consent record — Whether you’ve agreed to be contacted about events/membership/gifts, and when you gave that agreement.

We do not collect: health data beyond what you choose to enter as a fitness test result (VAMEVAL), religious/political/biometric data, or any data via advertising cookies or tracking pixels (we don’t use any).

3. Why we process your data, and on what legal basis

Purpose	Legal basis
Creating and managing your membership account	Performance of a contract (our membership terms)
Processing LANES/CORE subscription payments and one-off event payments	Performance of a contract
Recording check-ins, Miles, gifts, VAMEVAL results	Performance of a contract / legitimate interest (running the club’s reward and training programs)
Sending you service emails (registration confirmations, payment receipts, password resets)	Performance of a contract
Sending you news about events, your membership, or gifts	Your consent (the checkbox on your profile/join page)
Accessing an anonymized overview of where our community is located	Legitimate interest (understanding our community’s geography) — always shown in aggregate on the admin dashboard, not identifying you individually to other members
Keeping payment and subscription records after you leave	Legal obligation (Belgian accounting law requires we keep financial records for a set number of years)
Verifying you’re old enough to use the app	Legal obligation (data protection law sets a minimum age for using online services without parental consent)

4. Who we share your data with

We don’t sell your data, and we don’t share it with advertisers. The only parties who ever see any of your personal data are:

• Stripe (payment processing) — receives your name, email, and payment amount to process LANES/CORE subscriptions and paid events. Stripe is PCI-DSS certified and never shares your card details with us.
• Nominatim / OpenStreetMap (address lookup) — receives your street, postal code, and city, purely to convert them into map coordinates. No account is created there; this is a free, non-commercial lookup service.
• Web push services (Google/Mozilla/Apple, depending on your browser) — if you enable notifications, they relay the notification to your device. They only see the notification’s text and your device’s push address, not your Cadence profile.
• Hosting provider: our servers are hosted by OVH, in Europe (France).
• Email delivery: transactional emails (confirmations, receipts, password resets) are sent via Google Workspace.

We never automatically share your data with WhatsApp, Strava, or any other social platform — where the app shows a WhatsApp or Strava link, that’s just a clickable link, not a data transfer.

International transfers: Stripe and Google (Google Workspace, for email delivery) may process data outside the European Economic Area (e.g. in the United States). Both operate under Standard Contractual Clauses, the standard EU-approved safeguard for this kind of transfer. Our hosting (OVH) keeps your data within the EU (France).

5. How long we keep your data

• While you’re an active member: we keep your data for as long as your account exists and you keep using the app.
• If you delete your account: your name, contact details, photo, approximate home location, and other identifying profile fields are anonymized/erased immediately. However, your subscription, payment, and points/check-in history are kept — not tied to your name anymore, just to an anonymized record — because Belgian accounting law requires us to retain financial records for 7 years.
• If you never delete your account: we don’t currently have an automatic cleanup process for long-inactive accounts — your data stays until you ask us to delete it or anonymize it yourself.

6. Your rights

Under GDPR, you have the right to:

• Access the personal data we hold about you.
• Correct it if it’s inaccurate (you can also just edit most of it yourself on your profile page).
• Delete it (“right to be forgotten”) — you can do this yourself from your profile page, or ask us to do it for you.
• Restrict or object to certain processing.
• Receive a copy of your data in a portable format.
• Withdraw consent at any time for anything based on consent (e.g. the “keep me informed” checkbox), without affecting the lawfulness of processing before you withdrew it.
• Lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), if you believe we’ve mishandled your data: https://www.autoriteprotectiondonnees.be

To exercise any of these rights, contact us at antoine@cadence-athletics.com.

7. Minors

Cadence is intended for members aged 16 and over. We verify your date of birth when you complete your profile, and we don’t allow anyone under 16 to register.

8. Cookies

The Cadence member app only uses strictly necessary cookies (to keep you logged in and remember your session). Our website does not use any cookies at all. Neither uses advertising or tracking cookies.

9. Security

We use industry-standard measures to protect your data: encrypted connections (HTTPS) everywhere, access to admin functions restricted to authorized staff, and no storage of payment card details on our own servers (handled entirely by Stripe).

10. Changes to this policy

We may update this policy from time to time. The version in effect is always the one published at this page’s own URL. Last updated: 28 August 2026.