ESU takes your privacy seriously. The following principles underpin our approach to respecting your privacy:
This notice explains how we collect and use information that we may hold about you as an individual.
This notice covers the following:
Personal information is any information that tells us something about you or could uniquely identify you. This could include information such as your name, contact details or date of birth.
We collect personal information about you from various sources including:
We may collect the following categories of information about you:
Information that you give us directly
We may collect information from you directly when you provide us with personal information, e.g. when you sign up to receive information, attend an event, use applications, buy a product or service from us, fill out a survey, or make a comment or enquiry. The types of information we may collect from you directly include your:
Information collected automatically when you use ESU Sites;
Information we collect from other sources
We may receive personal information about you from other legitimate sources, including information from commercially available sources, such as public databases and data aggregators, and information from third parties. The types of personal information that we may collect from such sources include your:
We may use your information for the following purposes:
You can opt out of receiving communications from us at any time. Any communications that we send to you will provide the information and means necessary to opt out by unsubscribing or sending an email to email@example.com.
In order to protect information from accidental or malicious destruction, when we delete information from our services we may not immediately delete residual copies from our servers or remove information from our backup systems.
We keep this privacy notice up to date, so if there are any changes to the way in which your personal information is used this privacy notice will be updated and we will notify you of the changes.
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so as set out in the data protection legislation. The legal basis that permits us to use your information depends on the basis that we are using that information for. We rely on the following legal bases to use your information:
In more limited circumstances we may also rely on the following legal bases:
Some information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, sexual orientation and trade union membership. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data. We may process special categories of personal information and criminal conviction information in the following circumstances:
We share your personal information in the following ways:
Where we share your personal information with third parties we ensure that we have appropriate measures in place to safeguard your personal information and to ensure that it is solely used for legitimate purposes in line with this privacy notice.
We take all reasonable precautions to keep your personal information secure and require any third parties that handle or process your personal information for us to do the same. Access to your personal information is restricted to prevent unauthorised access, modification or misuse and is only permitted among our employees and elected representatives on a need-to-know basis.
When data is transferred to countries outside of Belgium and the European Union those countries may not offer an equivalent level of protection for personal information to the laws in the EU. Where this is the case we will ensure that appropriate safeguards are put in place to protect your personal information.
As a general rule we keep your personal information only for as long as we need it. What this really means is that we will retain your information for the duration of the time that we need to use it. For example, if you are attending an event, the information required is only required until the event has finished. Within 1 year of the event finishing, the information that is not required will be deleted.
However, where we have statutory obligations to keep personal information for a longer period or where we may need your information for a longer period in case of a legal claim, then the retention period may be longer.
You have a number of rights in relation to your personal information, these include the right to:
If you would like to exercise any of your rights or find out more, please contact firstname.lastname@example.org
Our contact details are as follows:
Address: Rue de l’Industrie 10, Bruxelles, B-1040
Telephone: +32 (2) 893 25 47
We have appointed a person with responsibility for data protection matters who has responsibility for advising us on our data protection obligations. You can contact this person officer using the following details: email@example.com
If you have any complaints about the way we use your personal information please contact firstname.lastname@example.org who will try to resolve the issue. If we cannot resolve your complaint, you have the right to complain to the data protection authority in your country (the Information Commissioner in Belgium).