Capcount Privacy Policy

Version 2, 15 October 2026

Capcount is an app that lets youth movements and clubs keep track of who takes which drinks and who has paid. This policy explains which data we use for that and what your rights are.

1. Who we are

Capcount is provided by Olcon bv, Calleboutstraat 18, 2890 Puurs-Sint-Amands, Belgium, company number BE 0654.862.440 ("we"). Send privacy questions to support@capcount.eu.

2. Two kinds of data, two controllers

• Data about members that a club enters. The club decides who it enters and why. For that data the club is the controller and we are the processor. If you have a question about your data as a member, ask your club first. We help the club with it.
• Data about users who log in, and about website visitors. For that data we are the controller ourselves.

3. Which data

Who	Data	Why	Legal basis
User who logs in (leaders, board, cashier)	Email address and name from your Google account, your role in the club, your cap counter and your "I have paid" notifications	To let you log in, set your permissions and keep your account	Performance of the contract
Member entered by the club	Name, group, balance and the drinks, top-ups and payments	To keep the club's drink card	Legitimate interest of the club in accurate accounts
Everyone	Who did what and when, in the club's log	To trace mistakes and misuse	Legitimate interest
Website visitor	Technical data such as IP address and browser, in the server log files	To keep the service secure and working	Legitimate interest

We do not ask members for a date of birth, address or payment details. Capcount does not process payments between members and the club; that money goes directly to the club in cash or by bank transfer.

For the club's subscription, an admin pays through Mollie. We only keep the club name, the admin's email address, the amount, the date, the payment method and Mollie's references (customer, mandate, subscription). We never see card or account numbers. We keep this data as long as accounting law requires (7 years).

4. Minors

Members are often minors. They do not log in; the club only enters their name and group. We ask clubs not to enter more data than needed, and to inform parents that the club uses Capcount. Anyone who logs in must be at least 16 years old.

5. Who we share data with

• Google (Firebase) hosts the app and the database. The database is located in a data centre in Europe (region europe-west1, Belgium). Login data (name and email address) is managed by Google for signing in and may also be stored outside the EU. Google acts as our processor under the Firebase Data Processing and Security Terms. For any transfer outside the EU, Google relies on the EU-US Data Privacy Framework or the European Commission's standard contractual clauses.
• Mollie B.V. (Amsterdam, the Netherlands) processes the subscription payments as payment service provider. Mollie is itself responsible for the payment data it processes, under its own privacy policy.
• Sign in with Google. Google confirms who you are and gives us your name and email address.
• Your club's administrators see the data of their own club. Other clubs see nothing.

We do not sell data and do not use it for advertising.

6. How long

• We keep club data for as long as the club uses Capcount.
• When a club deletes a member, that member's name and balance are removed. In the log, the name is replaced by "Deleted member".
• When a club stops, we erase all of that club's data within 30 days, unless the club asks to export it first.
• Google keeps server logs for a limited time according to its own retention periods.

7. Cookies and local storage

Capcount does not use advertising or analytics cookies. The app does store technical data on your device so you stay logged in and the app loads faster. This is necessary for the service to work.

8. Security

The connection is always encrypted (https). Access to the database is restricted per club and per role. The log cannot be changed afterwards.

9. Your rights

You have the right of access, rectification, erasure, restriction, portability and objection. Email support@capcount.eu; we reply within one month. If it concerns your data as a member, we forward your request to your club.

If you are not satisfied, you can lodge a complaint with the Data Protection Authority in Belgium or the Autoriteit Persoonsgegevens in the Netherlands.

10. Changes

If we change this policy, we publish the new version on this page. For important changes we inform the administrators of every club in advance.

This translation is provided for convenience. In case of conflict, the Dutch version prevails.