Last updated: 4 November 2026
At Mochi Crew Netherlands, we respect your privacy and are committed to handling your personal information responsibly. This Privacy Policy explains what information we collect, why we collect it, how we protect it, and what rights you have.
1. Who We Are
Mochi Crew Netherlands is a Netherlands-based, volunteer-led K-pop fan community organising fan projects, events and community activities.
Website: https://mochicrew.nl
Privacy contact: info@mochicrew.nl
Mochi Crew Netherlands determines the purposes and means of processing personal information collected through this website.
2. Information We Collect
Depending on how you interact with our website, we may collect:
- Your name and email address.
- Your city and country.
- Your social media handle, if provided.
- Languages you speak.
- Preferred Core Team or volunteer roles.
- Relevant skills, experience, availability and motivation.
- Portfolio links or work examples, if provided.
- Additional information you voluntarily submit.
- Technical information necessary for website operation and security, such as IP addresses and server logs.
Please avoid submitting sensitive personal information, such as medical details, identification documents or financial information, unless specifically requested with an explanation of why it is necessary.
3. How We Use Your Information
We process personal information to:
- Review Core Team and Event & Project Volunteer applications.
- Contact applicants about their applications.
- Assess suitability for roles and upcoming projects.
- Coordinate activities with accepted volunteers.
- Respond to enquiries and messages.
- Maintain website functionality and security.
We do not use volunteer application information for unrelated marketing.
4. Legal Basis for Processing
Under the General Data Protection Regulation (GDPR), we rely on the following legal bases, where applicable:
- Legitimate interests: Reviewing volunteer applications, communicating with applicants, coordinating activities and protecting our website, subject to individuals’ rights and interests.
- Consent: Retaining applications for future opportunities beyond the normal review period, where applicants separately opt in.
- Legal obligations: Processing information where required by applicable law.
Where processing is based on consent, you may withdraw that consent at any time.
5. Volunteer Applications and Retention
Applications for Mochi Crew Netherlands are open year-round. We review applications according to our current needs and upcoming opportunities. Submitting an application does not guarantee a position, invitation or immediate response.
Our retention periods are:
- Unsuccessful applications: Normally deleted within four weeks after the application review has concluded, unless a longer retention period has been separately agreed.
- Future opportunities: With your separate, optional consent, we may retain your application for up to 12 months after the review concludes to consider you for suitable future opportunities.
- Accepted volunteers: Relevant information is retained as necessary to coordinate your involvement and meet applicable obligations. Information no longer needed is deleted.
- General enquiries: Retained only as long as reasonably necessary to respond and manage related follow-up.
You may withdraw your consent for future-opportunity retention at any time by emailing info@mochicrew.nl.
We periodically review stored information and delete information that is no longer required.
6. Storage and Security
Our website uses WordPress and is hosted through STRATO. Volunteer applications are collected through the Forminator plugin. Submissions may be stored in the WordPress administration system, and notifications may be sent to our designated email inbox.
We take reasonable technical and organisational measures to protect personal information, including restricting access to authorised individuals who need it for their responsibilities. No internet-based system can guarantee absolute security.
7. Sharing Your Information
Application information is accessible only to authorised Mochi Crew Netherlands team members involved in recruitment or volunteer coordination.
Website hosting, email and other technical service providers may process information as necessary to provide their services.
We do not sell applicants’ personal information or share application information with unrelated third parties for their independent purposes without an appropriate legal basis.
8. Cookies and Website Technology
Our website may use essential cookies or similar technologies for WordPress administration, website functionality and security. Technical server logs may also be generated as part of normal hosting operations.
We do not currently intentionally use Google Analytics or advertising-tracking tools.
If we introduce non-essential tracking technologies in the future, we will update this policy and implement any legally required consent measures before activating them.
9. External Websites and Social Media
Our website may link to independently operated websites and social media platforms, including Instagram. These services have their own privacy policies and data-processing practices.
10. Your Privacy Rights
Under the GDPR, you may have the right to:
- Access your personal information.
- Request correction of inaccurate information.
- Request deletion of your information.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Request data portability where applicable.
- Withdraw consent at any time where consent is the legal basis.
To exercise your rights or ask questions about your personal information, email info@mochicrew.nl. We aim to respond within one month, in accordance with applicable GDPR requirements.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): https://autoriteitpersoonsgegevens.nl.
11. International Data Processing
Some technical service providers or external platforms may process personal information outside the European Economic Area. Where international transfers take place, we will ensure that applicable GDPR requirements and safeguards are met.
12. Changes to This Privacy Policy
We may update this Privacy Policy when our website, activities, service providers or legal obligations change. The latest version will be available on our website with its last-updated date.
For privacy-related questions, contact info@mochicrew.nl.