Privacy Policy – FIEM App

Last updated: 16 September 2026

This privacy policy applies to the FIEM application and associated digital services operated by Stichting Bowerheim / FIEM (“FIEM”, “we”, “us” or “our”).

The FIEM app is used to support the organisation of FIEM activities, including planning, projects, attendance, machine reservations, administration and internal operational tasks.

We respect the privacy of everyone who uses the FIEM app and process personal data in accordance with applicable privacy legislation, including the General Data Protection Regulation (GDPR/AVG).

1. Who is responsible for your data?

The data controller for the FIEM app is:

Stichting Bowerheim / FIEM
[Postal address]
[Postal code and city]
The Netherlands

Website: www.fiem.info
Privacy contact: contact@fiem.info

Questions about this privacy policy or the processing of personal data can be sent to this contact address.

2. What information does the FIEM app process?

Depending on how you use the app and your role within FIEM, we may process the following information.

Account information

This may include:

• e-mail address;

• display name;

• user role, such as participant, volunteer, employee or administrator;

• whether an account is active or inactive;

• authentication and account identifiers.

This information is necessary to provide access to the app and determine which functions a user is permitted to access.

Attendance information

The app may contain:

• names of participants or other authorised persons;

• whether somebody is present or absent;

• dates and times connected with attendance;

• historical attendance records.

Attendance information is used to support the daily organisation and administration of FIEM activities.

Planning and project information

The app may process information related to:

• weekly activities;

• tasks;

• projects and project tasks;

• administrative tasks;

• assignments and responsible persons;

• dates, times and priorities;

• completion status.

Names may be included where a task or responsibility is assigned to a particular person.

Machine reservations

The app can be used to reserve FIEM equipment and machines.

Reservation data may include:

• name;

• machine or equipment being reserved;

• reservation date;

• start and end time.

Operational lists

The app contains operational functions such as shopping lists and workshop lists.

These lists may contain names or other information if users choose to include them.

Google Calendar information

Where FIEM activates a Google Calendar integration, the app may exchange calendar information such as:

• event title;

• date and time;

• event description;

• completion status;

• FIEM planning identifiers.

The Calendar connection is used to synchronise relevant FIEM planning with calendars selected by FIEM.

FIEM does not use Google Calendar information for advertising or unrelated profiling.

Technical information

The app may process limited technical information needed for operation and security, including:

• login and session information;

• authentication tokens;

• local application settings;

• user preferences;

• information needed to keep the user logged in;

• locally stored application data.

Some preferences may be stored on the user's device using browser or application storage.

3. Why do we process this information?

Personal data within the FIEM app is processed for purposes including:

• providing and securing user accounts;

• determining user permissions;

• organising FIEM activities;

• maintaining weekly planning;

• managing projects and tasks;

• registering attendance;

• making and managing machine reservations;

• supporting FIEM administration;

• synchronising authorised planning with Google Calendar;

• maintaining operational lists;

• ensuring the technical operation and security of the application;

• preventing unauthorised access or misuse;

• supporting FIEM's organisational, care, welfare, cultural and educational activities where applicable.

Depending on the circumstances, processing may be based on the performance of an agreement, a legal obligation, FIEM's legitimate organisational interests, or consent where consent is required.

4. Who can access information in the app?

The FIEM app uses different account roles.

Depending on their role, users may have access to different parts of the application.

Roles can include:

• participant;

• volunteer;

• employee;

• administrator.

Not every user can access every function.

For example, administrative functions, user management and other sensitive settings can be restricted to authorised employees or administrators.

FIEM aims to give users access only to information that is reasonably necessary for their role and activities.

5. Service providers

FIEM uses external service providers to operate the application.

Supabase

FIEM uses Supabase for functions including:

• account authentication;

• user profiles and roles;

• central database storage;

• synchronisation between devices;

• real-time application updates.

Personal data stored in the FIEM database may therefore be processed through Supabase infrastructure.

Vercel

FIEM uses Vercel to host and deliver parts of the FIEM web application.

When the app or website is accessed, technical connection information may be processed by the hosting infrastructure as necessary to deliver the service and maintain security.

Google

Where FIEM enables the Google Calendar integration, relevant planning information may be exchanged with Google Calendar.

Google processes information according to its own applicable privacy terms.

FIEM only connects calendar functionality where it is required for FIEM operations.

6. Do we sell personal information?

No.

FIEM does not sell personal data.

FIEM does not provide personal data to advertisers for targeted advertising.

The FIEM app is an organisational application and is not designed around advertising or commercial profiling of its users.

7. Sharing personal information

FIEM may share personal data only where this is reasonably necessary, for example:

• with authorised FIEM employees and volunteers;

• with service providers that operate the technical infrastructure of the app;

• where required by law;

• where necessary to protect the security of FIEM, its users or its systems;

• where the user has authorised a particular integration or disclosure.

We do not disclose personal information to third parties for their own marketing purposes.

8. How long do we keep information?

FIEM does not retain personal data longer than reasonably necessary for the purpose for which it was collected.

Retention periods can differ depending on the type of information.

For example:

• account data can be retained while an account is active;

• operational planning can be retained while relevant to FIEM activities;

• attendance information can be retained where necessary for administration, accountability or legal requirements;

• reservation information may be deleted when it is no longer operationally relevant;

• information subject to statutory administration or record-keeping requirements may be retained for the required statutory period.

When information is no longer required, FIEM may delete or anonymise it.

9. Account deletion

Users may request deletion of their FIEM app account.

A deletion request can be sent to:

[privacy e-mail address]

Please include enough information for us to identify the relevant FIEM account.

After verifying the request, FIEM will delete or anonymise the account and associated personal data where this is legally and technically possible.

Certain information may need to be retained where FIEM has a legal obligation to retain it, or where retention is necessary for legitimate administrative or legal purposes.

Deleting an account may result in loss of access to the FIEM app.

10. Your privacy rights

Where the GDPR applies, you may have rights including the right to:

• request access to your personal data;

• request correction of inaccurate information;

• request deletion of personal data;

• request restriction of processing;

• object to certain processing;

• request data portability where applicable;

• withdraw consent where processing is based on consent.

Requests can be sent to:

[privacy e-mail address]

We may need to verify your identity before processing a request.

You also have the right to lodge a complaint with the relevant data protection authority. In the Netherlands this is the Autoriteit Persoonsgegevens.

11. Security

FIEM takes reasonable technical and organisational measures to protect personal information.

Measures within the app include, where applicable:

• authenticated user accounts;

• role-based permissions;

• restricted administrative functions;

• database access controls;

• encrypted network connections;

• managed hosting and database infrastructure.

No digital system can guarantee absolute security, but FIEM aims to reduce risks of unauthorised access, loss, misuse or alteration of information.

12. Information stored on the device

The FIEM app may store limited information locally on a user's device.

This can include:

• session information;

• login state;

• application preferences;

• temporary application data;

• settings required for particular FIEM functions.

This information is used to make the application function correctly and provide continuity between sessions.

13. International processing

Some technical service providers used by FIEM may process or store information outside the Netherlands or the European Economic Area.

Where required, FIEM relies on appropriate legal safeguards for international transfers of personal data.

14. Children and young people

The FIEM app is intended for authorised FIEM users.

Where an account is provided to a person under the age of 18, FIEM will handle personal information in accordance with applicable privacy requirements and FIEM's procedures for working with young people.

The FIEM app is not intended for unrestricted use by children or the general public.

15. Changes to this privacy policy

The FIEM app and its functionality may change over time.

FIEM may therefore update this privacy policy when:

• new functionality is introduced;

• new service providers are used;

• processing activities change;

• legal requirements change.

The latest version will be published on the FIEM website.

16. Contact

For questions, requests or concerns about privacy or personal data processed through the FIEM app, contact:

Stichting Bowerheim / FIEM
Stillewaldweg 2a
7036AC
Loerbeek
The Netherlands

E-mail: contact@fiem.info
Website: www.fiem.info