The confidentiality of your association's data is extremely important. After all, you manage all kinds of personal data of your members, and you don't want it to end up in the wrong hands. As an association you also have to comply with the legislation on personal data: the GDPR.

The GDPR requires a privacy statement and a cookie statement. That is why you can add these to the association website.

1. Privacy statement

In a privacy statement you describe which personal data the association processes, for what purpose, and how a member can view and change this personal data and exercise their right to be forgotten.

Uploading the privacy statement

You upload your privacy statement under Settings > Association > Privacy, tab Privacy statement. Note: you can only upload a PDF file.

Agreeing to the privacy statement

You can ask new members to agree to your privacy statement. Below you can read how.

Joining online
Under Settings > Member administration > Join online, switch on the option 'Privacy statement required'. A (prospective) member can then only join if they agree to your privacy statement.

After agreeing

When the member agrees, Congressus stores the date on which the member agreed to your privacy statement. You can then see when the member agreed to the privacy statement in Congressus Manager and in the member's profile on the website. You can look up which members have or have not agreed using a filter!

Note: we cannot help you with questions about the content of your privacy statement. We advise you to contact a specialised lawyer.

The GDPR also requires a cookie statement. In it you explain to the visitors of your website which cookies are used and for what purpose.
You can upload your cookie statement here.

Note: you can only upload a PDF file.

A cookie banner asks visitors for permission before cookies for analytics, marketing or embedded videos are placed. To turn it on, go to Website settings, tab Integrations, and switch on Show cookie banner. The cookie banner is off by default.

Visitors can accept all cookies, reject them or choose per category. With the Cookie settings link at the bottom of the website they can change their choice later. The banner links to your cookie statement, or to your privacy statement if you have not uploaded a cookie statement. You cannot change the texts or categories of the banner.

Until a visitor gives permission:

Google Analytics and Google Tag Manager place no cookies;
embedded videos and other embeds in your pages (such as YouTube, Vimeo or Google Maps) do not load. The visitor sees a message with a Load button;
code from the Custom code tab only waits if you mark it. That tab explains how. Embeds you add through Custom code are not held back.

Which cookies are placed on the website?

Because your association uses the Congressus platform to manage its website, a few cookies are placed automatically for the visitors of your website. With these cookies we make sure the website works well and keeps working. Keep in mind that we place these cookies on behalf of your association.

Congressus cookies
Functional cookies the website needs to work:
- congressus_session: logging in, shopping cart and checkout. Until the browser is closed.
- congressus_remember_token: staying logged in. 1 year, only if the visitor chooses to stay logged in.
- congressus_cookie_consent: the choice made in the cookie banner. 6 months, only when the cookie banner is on.
Google Analytics
If you have entered a Google Tracking ID, Google Analytics measures the traffic on your website with the cookies _ga and _ga_* (2 years).
Forms
Forms are protected against spam with Google reCAPTCHA. Google always places a cookie for this, even if the visitor rejects cookies in the cookie banner.
Cookies you placed yourself
If you add an embed, for example from YouTube or a Facebook feed, or your own code, you also place cookies from those parties. Keep a close eye on this yourself!

Note: we cannot help you with questions about the content of your cookie statement. We advise you to contact a specialised lawyer. The text above is also not meant to be copied literally into your cookie statement.

3. Support access

Congressus provides support by email and chat. Sometimes the support team needs to look along with you in your environment.
When someone from Congressus logs in to your environment, we give a reason for it. You can then find this reason, who logged in and why, in this overview.
You can block or limit Congressus' access by changing the rights of the Congressus Team (this is a user group).

Privacy