Data Privacy Policy

Ass. Hwalmoodo Switzerland / HMD Basel ( “we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy in accordance with the Swiss Federal Act on Data Protection (revDSG) and, where applicable, the EU General Data Protection Regulation (GDPR).

This Privacy Policy explains how we collect, use, and protect personal data in relation to our website, appointments, payments, memberships, and club activities.

1. Data Controller and Responsible Person

Ass. Hwalmoodo Switzerland (also HMD Basel)
Kleinhüningerstrasse 205, 4057 Basel, Switzerland
📧 info@hmdbasel.ch
👤 Data protection responsible: Franco D’Agostino

We are responsible for the processing of personal data as described in this notice, unless otherwise stated.

2. General Principles

We collect and process personal data only to the extent necessary for:

operating our website and online services,
managing appointments, payments, memberships, and events, and
fulfilling our legal or contractual obligations.

We apply state-of-the-art security measures to protect your data against unauthorized access, loss, or misuse. We do not sell or otherwise share your personal data with unrelated third parties.

3. Website Analytics (Umami)

Our website uses Umami Cloud (EU region) for anonymous traffic analytics.

No cookies or personal identifiers are used.
Data such as page views, device type, and referrer URLs are collected in anonymized form.
IP addresses are anonymized and not stored.
Data remains within the EU and is processed in accordance with Umami’s privacy standards.

This processing is based on our legitimate interest in monitoring and improving our website (Art. 6(1)(f) GDPR / Art. 31 revDSG).

4. Appointment Booking (Setmore)

When you book a trial or session via Setmore, we collect:

Name
Email address
Phone number
Appointment details

This data is processed for scheduling, confirmations, and follow-ups. Bookings are handled in accordance with Setmore’s Privacy Policy.

5. Other registrations

For early registration to upcoming classes, we might use forms based on Notion:

Name
Email address
Phone number
Appointment details

The data is used solely to contact interested participant about the specific class. It will not be shared with other parties and will be deleted upon request or once the class registration is completed. For more details, refer to Notion’s Privacy Policy.

6. Payments and Billing

6.1 Payments and Member Billing (Payrexx)

Payments and subscriptions are managed through Payrexx.

Data processed may include:

Name
Email address
Billing and payment details

Payment data is handled directly by Payrexx under their Privacy Policy. We do not store or have access to full card details.

6.2 Accounting and Other Billing (Zoho Books)

Accounting data is handled through Zoho Books. Only data necessary for invoicing and bookkeeping is processed, in accordance with Zoho’s Privacy Policy.

7. Club Member Management

We maintain member data for administrative, communication, and accounting purposes.

7.1 CRM System (Firebase)

Our custom CRM runs on Google Firebase.

Data stored may include:

Name, date and place of birth
Address, email, and phone number
Insurance or health care number
Membership and participation details

Access is restricted to authorized club administrators only.

7.2 Association Documents

Some official club documents are stored securely on Microsoft or Google Cloud platforms and may contain similar personal data (e.g. member lists, forms). Access is limited to club officials.

7.3 Other Operations

8. Communication and Marketing

For trials, active members, or interested persons, we may occasionally send: training or event invitations, membership offers, or other club-related information.

These communications may be sent via email, phone, or messaging apps (e.g. WhatsApp). You may opt out at any time by: emailing us at info@hmdbasel.ch, or using the unsubscribe link where provided. We will promptly honor all opt-out requests and provide feedback.

9. Participation in External Events

To register members for external events (e.g. tournaments), we may share limited personal data such as name, date of birth, and contact information with organizing bodies (e.g. WAKO Switzerland). Such sharing is strictly limited to what is required for event participation.

10. Photos and Videos

During training sessions and club events, we may occasionally take photos or record short videos for internal documentation or to promote HMD Basel on social media platforms such as Instagram and Facebook, and on our website.

Participation in such media is entirely voluntary. Where you may be visible, your image will be used only for legitimate club communication and promotion purposes, and you can request removal at any time by contacting us at info@hmdbasel.ch.

11. Data Retention

We keep personal data only as long as necessary to fulfill the purposes described:

Website analytics: anonymized and aggregate only
Appointment and payment data: retained as required for accounting and legal obligations
Member records: stored during active membership and legal retention periods thereafter

Data that is no longer required is securely deleted or anonymized.

12. Data Security

We use appropriate technical and organizational measures to protect personal data, including:

encrypted data transmission (HTTPS)
secure access controls
use of reputable cloud providers

13. Your Rights

Under the Swiss revDSG and the EU GDPR, you have the right to:

request access to your personal data,
request correction or deletion,
withdraw consent (if applicable),
object to processing, and
request information about how your data is handled.

You can exercise these rights by contacting us at: info@hmdbasel.ch

We will process your request promptly and provide feedback in accordance with applicable law.

14. Third-Party Services and Links

Our website and tools may link to external services. We are not responsible for their content or practices. Please review their privacy policies for details:

15. Updates to this Policy

We may update this Privacy Policy periodically to reflect legal or operational changes. The latest version will always be available at hmdbasel.ch/privacy.

16. Contact

Ass. Hwalmoodo Switzerland (also HMD Basel)
Kleinhüningerstrasse 205, 4057 Basel, Switzerland
📧 info@hmdbasel.ch
👤 Data protection responsible: Franco D’Agostino