Privacy Policy
Commons Hub Brussels (asbl/vzw)
Rue de la Madeleine 51, 1000 Brussels
Email: hello@commonshub.brussels
Last updated: 2026-04-20
1. Who We Are
Commons Hub Brussels is a nonprofit association (asbl/vzw) operating a collaborative coworking and event space in Brussels. We are committed to transparency and privacy. This policy explains what personal data we collect, why, and your rights.
We value open source and open data. All community data we publish is done so with identity protection — members choose pseudonyms, and picture takedown requests are honored promptly.
2. What Data We Collect
2.1 Account & Membership Data
When you become a member or book our space, we may collect:
- Name (or chosen pseudonym)
- Email address
- Phone number (for space access and emergencies)
- Payment information (processed securely via Stripe — we do not store card details)
- Organization / affiliation (optional)
2.2 Space Usage Data
- Room bookings: stored in our Google Calendar-based booking system
- Door access logs: timestamp and Discord handle when you open the door via our bot (github.com/commonshub/door)
- Event attendance: via Luma and Discord
2.3 Financial Data
- Booking payments: processed via Stripe
- Token transactions: on Gnosis Chain (EURe stablecoin) and Celo blockchain (Commons Hub Tokens / CHT)
- Invoice data: managed via Odoo
2.4 Community Interaction Data
- Discord messages: community discussions, event coordination, member introductions
- Photos & media: shared in Discord or at events (you can request takedown at any time)
2.5 Website Data
- No tracking cookies used
- No third-party analytics
- Static site with no user account system
3. Why We Collect It (Legal Basis)
| Purpose | Legal Basis |
|---|---|
| Operating the space (bookings, access) | Contract (rental agreement) |
| Member communication | Legitimate interest |
| Publishing open community data | Legitimate interest (transparency mission) |
| Financial accounting | Legal obligation |
| Door security logs | Legitimate interest (safety & security) |
4. Third-Party Services
We use these external services, each with their own privacy policies:
- Stripe — Payment processing. Privacy Policy
- Discord — Community chat and door opening. Privacy Policy
- Luma — Event calendar management. Privacy Policy
- Google Calendar — Room booking calendars. Privacy Policy
- Odoo — Membership and invoice management. Privacy Policy
- Gnosis Chain & Celo — Blockchain for token transactions (EURe, CHT). Data is public by design.
- Monerium — e-money institution for EURe transactions. Privacy Policy
5. How Long We Keep It
| Data Type | Retention Period |
|---|---|
| Door access logs | 30 days |
| Discord messages (fetched by chb CLI) | Until deleted by user or community decision |
| Booking records | Duration of membership + 7 years (legal obligation) |
| Financial transactions | 10 years (legal obligation) |
| Event photos | Until takedown request or 2 years of inactivity |
6. Your Rights (GDPR)
You have the right to:
- Access — Request a copy of your personal data
- Rectification — Correct inaccurate data
- Erasure — Request deletion (subject to legal obligations)
- Portability — Receive your data in a machine-readable format
- Object — Opt out of certain processing (e.g., door log retention)
To exercise any right, contact: hello@commonshub.brussels
We will respond within 30 days.
Pseudonyms
Members are encouraged to use pseudonyms in public community spaces. Your real identity is only used for:
- Booking administration
- Payment processing
- Emergency contact
7. Data Security
- Payment data is handled exclusively by Stripe (PCI-DSS compliant)
- API keys for Discord, Stripe, and other services are stored securely and not published
- Door access logs are stored on our secure server and not shared publicly
- Server access is restricted to core team members
8. Cookies
We do not use tracking cookies on commonshub.brussels. Our website is static with no analytics.
If you access the door bot via our services, Discord's cookie policy applies.
9. Children's Privacy
Our services are not directed at individuals under 16. If you believe a minor has provided personal data without parental consent, please contact us.
10. Changes to This Policy
This policy is reviewed annually or when our data practices change significantly. Changes will be communicated via our Discord channel and email to active members.
11. Contact
Data Controller: Commons Hub Brussels asbl/vzw
Address: Rue de la Madeleine 51, 1000 Brussels
Email: hello@commonshub.brussels
For data deletion requests, please use the subject line: Privacy Request