Barometers Realm

Scope of this Policy

This Policy explains when, what, and why AWIF processes personal data in the course of its non-profit activities: working with donors, sponsors, friends, and members of the foundation; receiving donations; handling messages and corrections regarding website content; recruiting staff and volunteers; and maintaining our website.

This Policy applies to individuals in the EU/EEA and to other jurisdictions to the extent GDPR is applicable.

Whose Data We Process

Categories of data subjects:

• Donors, sponsors, friends, and members of the foundation (including contact persons of sponsoring legal entities);
• Website visitors (including users submitting corrections or contact forms);
• Applicants (job or volunteer candidates);
• Correspondents (anyone communicating with AWIF by e-mail, post, or otherwise).

We do not target children under 16. If we learn we have collected data of a child without proper consent (e.g. parental consent where required), we will delete such data.

How We Collect Data

We may collect personal data:

• Directly from you, when you visit our website; submit a correction via the online form; become a donor, sponsor, friend, or member; apply for a job or volunteer position; correspond with us; or participate in a foundation event;
• Automatically, through technical information collected when you visit our website (see Cookie Policy for details barometers.info/cookie);
• We never purchase databases or combine your data with third-party data brokers.

What Data We Collect

We only collect personal data when you provide it to us or when it is necessary for the operation of the website. This may include:

• Identification and contact details: name, optionally age, postal address, e-mail, telephone number;
• Financial data: donation amount and transaction details. We do not store credit card details — they are transmitted in encrypted form directly to the payment provider. We only retain the fact and metadata of the payment (amount/date/purpose);
• Employment or volunteering applications: CV, cover letter, references, and — only where legally required or with your explicit consent — special categories of data (gender, ethnic origin, sexual orientation, disability, criminal record);
• Website interaction data: content of forms (e.g. correction messages), timestamps, IP address, and user-agent, used strictly for security and operational logging.

We follow the principle of data minimisation and collect only what is necessary for each purpose.

How We Use Data

We use personal data only for the following purposes:

• Processing and administering donations, sponsorships, and memberships;
• Sending thank-you letters to donors and sponsors;
• Managing "friends of the foundation" and membership administration;
• Handling job or volunteer applications;
• Improving the accuracy of information on our website;
• Ensuring security and preventing abuse;
• Meeting legal and accounting obligations.

We do not use your data for marketing purposes and do not share it with third parties for advertising.

Data Retention

• Data of donors, sponsors, friends, and members are kept for 5 years after the relationship ends, unless longer retention is required by law (e.g. financial/accounting records in the Netherlands may need to be kept for 7 years).
• Data of applicants and volunteers are kept for up to 1 year after the conclusion of the recruitment process.
• Messages and corrections submitted via the website are kept for up to 1 year after processing.
• Technical logs and cookies are stored only as long as necessary for website operation, and no longer than 1 year.

After the retention period, data is deleted or anonymised.

Cookies and Similar Technologies

Our website may use strictly necessary cookies and limited functional/analytical tools. Full details are described in our separate Cookie Policy barometers.info/cookie.

Our site includes an Instagram button that links to an external platform. When using it, your data is processed by Instagram (Meta) under their privacy policy, which we do not control.

Sharing of Data

We do not sell your personal data and do not share it with third parties for their marketing purposes.

Data may only be disclosed:

• When required by law or competent authorities;
• To processors acting on our behalf and under contract (e.g. payment providers, hosting and security providers, email or cloud storage services). We require all processors to comply with GDPR and maintain appropriate security.

International transfers outside the EEA are not planned. If they become necessary, we will use appropriate legal safeguards (such as EU Standard Contractual Clauses) and inform you.

Security and Organizational Measures

We apply technical and organisational measures to protect personal data, including:

• Logical access control with minimum necessary rights, passwords, and two-factor authentication where possible;
• Encrypted storage of digital files (Proton Drive);
• Secure communication channels between board members;
• TLS encryption for network connections;
• Data storage limited to the EU;
• Secure shredding of paper documents after digitisation.

We also perform basic risk assessments, maintain a record of processing activities where required, conclude data processing agreements with processors, and apply the principle of privacy by design & by default in new processes.

In case of a personal data breach creating risks to individuals, we will notify the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, AP) and, where necessary, the affected individuals, without undue delay.

Your Rights

You have the right to:

• Request access to your data;
• Rectify or erase your data;
• Restrict processing;
• Object to the use of your data;
• Withdraw consent (if processing is based on consent).

To exercise your rights, contact us at [email protected]. We may request additional information to confirm your identity where necessary for security.

You also have the right to file a complaint with the Autoriteit Persoonsgegevens (AP) in the Netherlands.

Social Media, External Links and Third Parties

Our website contains links to external resources (such as Instagram). We do not control how these providers process personal data. We recommend reviewing their privacy policies before using their services.

Updates to this Policy

We may update this Policy from time to time. The current version is always available at barometers.info/foundation. The date of the last update is indicated at the top of this document.

Document Control and Terminology

Document version: 1.0 (06.09.2025).

Terms are used in the sense defined by GDPR and Dutch practice (e.g. "personal data," "processing," "controller," "processor," "EEA," "special categories of data," "international transfer").

We follow public guidelines issued by Dutch supervisory authorities regarding privacy statements and accountability.

Contact Information

Controller: Stichting Art of Weather Instruments (trade name: The Art of Weather Instruments Foundation — AWIF)

Address: Jonker Florislaan 64, 5673ML Nuenen, The Netherlands

Email: [email protected]

Website: barometers.info/foundation