DIGITALEUROPE takes your privacy very seriously. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or relevant supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the General Data Protection Regulation, which applies to the processing of personal data in the context of the activities of an establishment of a controller or a processor in the Union. We are responsible as ‘controller’ of that personal information for the purposes of those laws.
By submitting any personally identifiable information to us, you consent and agree that we may collect, use and disclose such personally identifiable information in accordance with this Privacy Notice, and as permitted or required by law, and may disclose the information to a third party,such as business partners, or as otherwise authorised under applicable law.
PERSONAL DATA WE COLLECT ABOUT YOU
We may collect and use the following personal data about you:
- Your name and contact information, including email address and telephone number, job title and company/organisation details
- Information to enable us to check and verify your identity, e.g. your date of birth
Your activity across our different policy & working groups (attendance of meetings, contribution to various deliverables, emails sent to lists, etc.)
- In relation to specific projects, we may collect information including your nationality, geographical location such as city, region, or country; gender, age, sector of employment.
- Your responses to surveys, competitions and promotion of events.
- Any special requirements or points of interest you indicate during your registration to events.
HOW YOUR PERSONAL DATA IS COLLECTED
We collect most of this personal data directly from you—in person, by telephone, text or email and via our website. In particular, we may collect information in the following cases:
- If you visit us through DIGITALEUROPE’s website available at https://www.digitaleurope.org (“Site”) or contact our staff members directly:
- We may collect your personal data when you contact us with individual questions via the contact form to be accessed on our Site or by contacting our staff directly through the email addresses provided on our Site.
- We may collect your personal data when you contact us for the registration of DIGITALEUROPE events, including our Masters of Digital conference, Digital in Practice Programme events (DiPPs), breakfast meetings and other events related to the work of DIGITALEUROPE.
- If you are an external stakeholder seeking information about DIGITALEURPE and our activities:
- We may collect your name and contact information, including but not limited to name, job title, business/email address and telephone number following the exchange of business cards or when you request orally or in writing to be added to our mailing list.
- We may use your details to contact you about DIGITALEUROPE’s activities, programmes and events and to organise such activities, programmes and events.
- If you register as a representative of a member of DIGITALEUROPE for the DIGITALEUROPE extranet or to one of our distribution lists:
- We collect personal data – such as name, email/business address, job title, phone number, emails sent to lists, and password – from you if you are a representative of a DIGITALEUROPE member when registering to the DIGITALEUROPE extranet or participating in our work. We use this information to provide you with access to the DIGITALEUROPE extranet and to conduct our business.
- We may also use your details to contact you about DIGITALEUROPE’s activities, programmes and events and to organise such activities, programmes and events.
Your personal information is required to provide services to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing services to you.
HOW AND WHY WE USE YOUR PERSONAL DATA
Under data protection law, we can only process your personal information if we have a proper reason for doing so, e.g.:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- for our legitimate interests or those of a third party. A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests; or
- where you have given consent such as in the case of specific projects where your data is shared for reporting purposes (for example with the European Commission) and for targeted communications. Any special category of personal data is only processed with your explicit consent.
We do not sell or otherwise disclose personal data we collect about you, except as described in this Privacy Notice or as we disclosed to you at the time the personal data is collected. Please contact us for a detailed overview of what we use your personal data for and our reasons for doing so.
PROMOTIONAL COMMUNICATIONS AND OPT-OUT
We may use your personal data to send you updates (by email, text message, telephone or post) about our services, including DIGITALEUROPE’s activities, programmes and events and to organise such activities, programmes and events.
We have a legitimate interest in processing your personal data for promotional and marketing purposes. This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never share it with other organisations for marketing purposes.
You have the right to opt-out of receiving promotional communications at any time by:
- contacting us at firstname.lastname@example.org.
- using the ‘unsubscribe’ link in emails received via MailChimp.
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our operation.
WHO WE SHARE YOUR PERSONAL DATA WITH
We routinely share personal information with:
- third parties we use to help deliver our services to you (such as distribution mailing services, event mailing services);
- other third parties we use to help us run our organisation, e.g. marketing agencies or website hosts, third parties related to the employment of our staff etc.;
- third parties approved by you, e.g. social media sites you choose to link your account to or third-party payment providers;
- our banks in relation to our legal statutory obligations under Belgian law.
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you. We may also share personal information with external auditors, e.g. in relation to accreditation and the audit of our accounts. We may also disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
WHERE YOUR PERSONAL DATA IS HELD
Personal data may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above.
Some of these third parties may be based outside the European Union. To deliver services to you, it is sometimes necessary for us to share your personal data outside the EU, e.g.:
- with your and our service providers located outside the EU;
- if you are based outside the EU;
- with services providers used to provide services to our members’ legitimate interests
These transfers are subject to appropriate safeguards as outlined in Article 46 GDPR. If you would like further information, please contact our Data Protection Officer.
HOW LONG YOUR PERSONAL DATA WILL BE KEPT
We will keep your personal data while you have an extranet account with us or we are providing services to you. Thereafter, we will keep your personal data for as long as is necessary:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly;
- to keep records required by law.
We will not retain your personal data for longer than necessary for the purposes set out in this notice.
You have the following rights, which you can exercise free of charge:
|Access (Art. 15 GDPR)||The right to be provided with a copy of your personal information (the right of access).|
|Rectification (Art. 16 GDPR)||The right to require us to correct any mistakes in your personal information.|
|To be forgotten (Art. 17 GDPR)||The right to require us to delete your personal information in certain situations.|
|Restriction of processing (Art. 18 GDPR)||The right to require us to restrict processing of your personal information in certain circumstances, e.g. if you contest the accuracy of the data.|
|Data portability (Art. 20 GDPR)||The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations.|
|To object (Art. 21 GDPR)||The right to object:
|Not to be subject to automated individual decision-making (Art. 22 GDPR)||The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.|
For further information on each of those rights, including the circumstances in which they apply, please contact us. If you would like to exercise any of those rights, please: email, call or write to our Data Protection Officer at email@example.com.
KEEPING YOUR PERSONAL DATA SECURE
We have appropriate security measures to prevent personal information from being accidentally lost, used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
CHANGES TO THIS PRIVACY NOTICE
This privacy notice was published on 24 May 2018. We may make periodic changes to this privacy notice. When we do we will inform you via our website and email, respectively.All changes will be effective from that date. However, in the event that any modifications to this privacy notice materially alter your rights or obligations hereunder, we will make reasonable efforts to notify you of the change and, where required by applicable law or as we otherwise deem appropriate, to obtain your consent.
HOW TO CONTACT US
Our contact details:
14 Rue de la Science, B-1040 Brussels, Belgium
0032 (0)2 609 5310
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