Privacy and Cookie Notice

Last updated: 25 May 2018

1. Who we are

Ayasa Instruments (often referred to as “we” or “us” hereafter) is committed to handling your personal information that identifies you, or makes you identifiable, with care and respect to maintain your trust and confidence in us. We would never sell your information to any third party, we simply collect the data that you fill in on our contact forms, or by other means that you supply to us, to be able to assist you in the best way possible when buying a handpan, handpan related products, tickets for workshops and concerts, shells for making handpans or having an instrument repaired. In this Privacy Notice we describe what kind of personal information we collect, how we obtain it, how we use it, how we keep it secure, how long we hold it for, on what legal grounds (as outlined in the GDPR) we hold it and what limited information we would disclose to third parties and the reasons for this disclosure.

2. Types of data we collect

2.1 Personal Data

We collect personal data only when you choose to provide it to us voluntarily through:

• The contact/registration form on our “acquire an Ayasa” page
• Changing your account settings through logging into your account on our website after registering
• The contact/registration form on our “Maker Shop” page
• Emails sent to one of our secure email addresses
• Messages sent to us through other platforms such as Facebook or Instagram
• nl, our ticket provider for concerts and workshops
• Giving it to us in person, on paper or over the phone

We never search the web or search for other sources to obtain more or any personal information about anyone, all personal information collected by us is through you voluntarily sharing it with us.

2.2 Legality of using your personal information

Ayasa Instruments only collects the amount of data that we feel is necessary to fully respond to your request, we will never collect data that is unnecessary for your specific request.

The GDPR, the General Data Protection Regulation, and other privacy laws allow us to make use of your personal information only when we have a solid ground for it. When we process your data we base our reasons for using the data on one of the following grounds as outlined in the GDPR:

1. The data subject has given consent to the processing of his or her personal data for one or more specific purposes
2. Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
3. Processing is necessary for compliance with a legal obligation to which the controller is subject
4. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

We do not collect any kind of special categories of personal data.

2.3 Automatic data collection

Some of your data is automatically collected when you visit our website. This kind of information is only collected to enhance the security of our website and the data on our servers and give you a better experience on our website. This information is kept by us for as long as we need the data, however we will never make the data identifiable.

2.3.1 Cookie Policy

This is the Cookie Policy for Ayasa Instruments , accessible from www.ayasainstruments.com

2.3.1.1 What Are Cookies

Like most websites we use cookies, which are tiny files that are downloaded to your computer, to improve your experience. On this page you will find information about what they gather, how we use them and why sometimes we need to store them. On this page we will also explain how you can prevent these cookies to be stored. Please note that if you do decide to not store the cookies some functionalities of our website might not work.

For more general information on cookies see the Wikipedia article on HTTP Cookies.

2.3.1.2 How we use Cookies

On our website we use cookies for multiple reasons which are detailed below. Unfortunately in most cases there are no standard options for disabling cookies without completely disabling the functionality and features they add to this site. If you are not sure whether you need them or not it is recommended that you leave them on so that it does not influence functionality on our website.

2.3.1.3 Disabling Cookies

You can prevent storing cookies by adjusting settings in your browser (see your browser Help for how to do this). Be aware that it will not only influence this website but also functionality of other websites you visit. Because it will disable certain parts of not only our website but also other websites you visit it is recommended that you not disable cookies.

2.3.1.4 The Cookies we use

• Account related cookiesWhen an account is created a cookie is used for general administration and management of the signup process. When you log out these cookies are usually deleted, but there are certain instances where the cookie will remain to remember your site preferences when logged out.
• Email newsletters related cookiesOur website uses newsletters or email subscription services where cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
• Forms related cookiesWhen you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

2.3.1.5 Third Party Cookies

There are special cases where we use cookies provided by trusted third parties. The next section details which third party cookies are present on this website

• This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.For more information on Google Analytics cookies, see the official Google Analytics page.
• On the website we also uses social media buttons and plugins that make it possible to connect with your socials networks in different ways. In order for the following social media sites to work; {Facebook, Instagram and Youtube:} , cookies will be set through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.

2.3.1.6 More Information

We hope that our use of cookies and how we use them is sufficiently explained. If you are not sure whether you need to enable cookies on our website it is safer to leave them on so it doesn’t affect functionality on our website.

If you are looking for more information you can contact us on info@ayasainstruments.com.

2.3.2 Google Analytics information

Whenever you visit our website, www.ayasainstruments.com, we use Google Analytics, a third party internet service, to collect details of your behaviour patterns and standard internet log information. The information is made unidentifiable, which means that any data given to Google Analytics does not contain any identifiable personal information of you. We collect this data to analyse traffic on our website.

2.3.3 IP addresses

We collect your IP addresses (specific identity number attached to your specific internet connection and location) and monitor when this IP address accesses the website in order to maintain the security of our website. The IP addresses are kept unidentifiable.

3. Mailing lists

For the different newsletters, the Ayasa Instruments, Ayasa Events and Ayasa Makers, we use the mailing service MailChimp to deliver them to you. Each of these mailing lists is separate from each other and if you sign up for one, you will only receive emails that are dedicated to that particular area of our company. From all the information which you enter into the sign up forms, only your first name, last name and email address will be entered into MailChimp’s system. MailChimp is a trustworthy company and will handle your information with care, will never sell off your information to others. Please check MailChimp’s privacy policy for more information.

You can unsubscribe from any of the mailing lists at any time by going to one of the newsletters and clicking the unsubscribe button at the bottom of the email. Alternatively you can also send an email to info@ayasainstruments and explain your request to be deleted from the Ayasa Instruments and/or Ayasa Events and/or Ayasa Makers newsletter.

4. Sharing of personal information

We only disclose your information to third parties when it is absolutely necessary to follow up on your agreement with us. This means that usually the only types of information disclosed are:

• Your address details (including phone number and email address) to our shipping agent when we are shipping an instrument or other products to you.
• Your invoice that we make to our bookkeeper and sometimes to the Dutch tax office. This is required by law in the Netherlands and this is the only reason for the disclosure of your invoice. Your invoice is also sent with your parcel when it leaves the Netherlands and can be inspected by the shipping carrier and customs duties officer(s) when applicable and required. On the invoice they can see your full name, address details, company details, phone number, email address and what you have ordered.
• Your personal details when you register for an event. You actually hand this information over directly to our service agent at ikbenaanwezig.nl. They hand over your personal information over to us so that we can see who booked our event. This particular information is only held by us until the event is over, after we have been able to identify everyone attending the event. Only limited information is handed over to the artist giving the concert or workshop and no one else.

Ayasa Instruments never sells your personal information to third parties or hands it over for other reasons than stated above.

5. Access to your personal information

Under the GDPR, you are entitled to view, amend or delete any of your personal information that we hold. If you wish to do so, please email your request to our data protection officer Rick at Rick@ayasainstruments.com. Please note that your request of personal information may not be immediate, you would have to prove your identity before we can allow you to view, amend or delete any of your personal information. Ayasa Instruments will make the effort to respond and comply to your request, as long as it is practical and legal, within the legal time frame of one month.

However, if you are registered on our website you can find your information by logging in and going to your account settings, you can change your preferences here.

6. Security and duration of storage

Here at Ayasa Instruments we highly value the security of your personal data, therefore we do everything we can to safeguard your personal information. We have taken security reasonable measures to protect your private information from theft, misuse, loss, manipulation and alteration. However we can not guarantee your information to be safe. You can be sure however that only a very select group of officially registered personnel are able to see all of your information. This select group of personnel is trained in keeping your information safe, not to distribute or sell your information and have vowed to keep your information highly confidential.

We only keep your information for as long as it is absolutely necessary to keep it. When it comes to being registered on the “Acquire a handpan” web page, we will keep your information for a maximum of ten years. There is still a long waiting list here at Ayasa Instruments and we do not know when we will finish it or keep it up to date. It is therefore in your and our sake to keep your information for ten years. If after ten years we have not contacted you yet to tell you that an instrument is available for you we will send you an email to ask if you would like to lengthen your registration by another ten years. If you wish to not have your registration lengthen you do not even have to respond, all personal data of people registered will be deleted after one month of not getting a reply or when replied with the answer “No”.

If you have signed up to one or more of the newsletters (Ayasa Instruments newsletter, Ayasa Events newsletter or the Ayasa Makers newsletter) your first name, last name and email address will be stored in our MailChimp’s list(s) indefinitely unless you have unsubscribed by clicking the unsubscribe button at the bottom of one of the emails. We presume that if you do not unsubscribe from our newsletter(s), you are still interested in receiving them and we base our legality on you having provided your personal information and consent on a voluntary bases. If you click unsubscribe on one of the newsletters, you will only be unsubscribed from that particular newsletter. When you unsubscribe your information will be deleted as to the privacy policy of MailChimp.

7. Changes to this Privacy Notice

Ayasa is allowed to change this Privacy Notice whenever we please to make sure that our current practices of handling your privacy are described in the up to date notice. Whenever we make a change to this Privacy Notice, we will update the “last updated” date at the top of this page.

8. Questions

We would be happy to discuss any issues or uncertainties you might have with regards to our Privacy Notice. If you have any questions regarding this privacy statement and our privacy policy, then you are always free to send us an email to info@ayasainstruments.com.