Privacy Statement

Last update: January 2019

1. Who are we and how to contact us?

 We, the data controller, are FLANDERSBIO vzw, a Belgian non-profit organisation with registered offices at:

Technologiepark-Zwijnaarde 122
9052 Zwijnaarde
BELGIUM

+32(0)92418041
info@flanders.bio

BTW BE 0863 763 620

Any request related to this Privacy Policy of the way we handle your personal data may be sent to info@flanders.bio

2. Which categories of personal data do we process and how do we collect it?

• Contact data (your name, (company) address, job function, telephone numbers, e-mail address, etc);

• Information about your company and its industry;

• Technical data and other data we collect when you use our website or connect with us in any way: this includes your IP address, your geographical location or your operating system when using the website;

• Behavioural data: the manner in which you use our website, our mails, or our app and the transactions that are a part of this;

• When using the website: data that we have obtained from other sources (such as via Google Analytics);

• When you attend any event of ours, we may take your picture while participating and use it in online and printed promotional materials;

• Invoicing and payment data, when amounts must be charged to you;

• Your correspondence with us;

• Other data that you share with us in any way, comments that you add to our social media or website posts, data that we are required to collect through your (employer's or company's) use of our services, etc.;

• Personal data that is collected from other sources.

The above mentioned data can, depending on the situation, be collected:

• when using our website,

Note that we also use cookies on our website that may collect data. For more information on how we use cookies and how these process your data, please consult our Cookie Policy.

• when communicating with us,

• when using our services, attending to our events, etc,

• when publicly reacting on our website or on (social) media on content of or about us or when appearing in public sources related to subjects that relate to the purpose of our organization.

• when delivering services or products to us,

• via third parties, such as:

o   the company you are representing
o   the government
o   public partners

3. What are the purposes of the processing of your data? How do we use your data?

Depending on your situation, we may process your data for the following purposes:

3.1 To provide our services and share information about these

• To defend the interests of our members, your employer or company, and strengthen our position;

• To allow you to use our services, attend seminars and conferences, to provide you with the information you (your company or employer) is entitled to as a member or as a participant or speaker, etc.;

• To improve our products and services;

• To provide you with the appropriate support;

• To market our organisation and services, e.g. by publishing reports and pictures from past events.

3.2 To communicate

• To communicate with you (e.g. when you ask us a question or call us);

• To provide you with (targeted) information on services and products (only if you are a member, based on legitimate interest, or if you request it, e.g. by subscribing to our newsletter). In any case, you can always opt out of receiving any more of these communications.

• To communicate with relevant stakeholders and authorities, when (directly or indirectly) defending or promoting the interests of our members, such as your employer or company.

3.3 Website

• To improve, effectively present, and personalise our website;

• We use the analytical services of third parties (such as Google Analytics) to evaluate your use of the website, create reports on the activity, collect demographic data, analyse performance data, and collect other data on our website and Internet usage. These third parties use cookies and other technology to help analyze the data and to provide the data to us. Please see our Cookie Policy for more info. We do not get access to this data ourselves.

4. What are the legal bases to collect and process your data?

We only process and store your personal data if there is a legal basis to do so. This legal basis depends on each case and exists, inter alia, out of:

• The necessity to perform our (pre-) contractual relations with you (such as communicate, provide services, have you deliver services to us, defend your companies' or employer's interests, communicate you as a speaker at a conference, invite you for a job interview, etc),

• The necessity to comply with any legal obligation to which we are subject, such as when we must process your (employer's or company's) VAT-number for tax purposes or to send you invoices, or when we communicate with you as our member,

• Our legitimate interests, such as when we contact you because we believe you may be interested in our activities (eg. as a speaker) or, when no other legal basis is available, in the protection and assertion of our legal rights, your legal rights or the legal rights of others.

• Your free, specific and informed consent, e.g. when you register for a newsletter or for certain (targeted) offers (direct marketing).

5. We only provide your data to others or process it outside the EU when we are sure that it is adequately protected

We will not disclose/transfer your data to third parties, except when such disclosure is necessary for:

• The functioning of our organisation, such as to our service providers, such as our hosting provider who manages the space where (y)our data is stored, to our accountant or to others who need to have access to such data.

• Compliance with a legal obligation to which we are subject (such as tax obligations), in order to protect your vital interests or the vital interests of another natural person or where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

We only transfer your personal data to third parties in strict compliance with the applicable privacy legislation.

We process your data within the European Union as much as possible. We only process data or have data processed outside of the European Union if the same level of protection of your personal data as in the European Union is guaranteed in accordance with the applicable privacy legislation.

6. Retaining and deleting personal data

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Our data retention policies and procedures comply with our legal obligations in relation to the retention and deletion of personal data.

7. Amendments

We may update this policy from time to time by publishing a new version on our website. When this is the case, you will be informed in due time via e-mail and/or via a banner on the website.

8. Your rights

In this paragraph, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under data protection law are: (a) the right to access; (b) the right to rectification; (c) the right to erasure; (d) the right to restrict processing; (e) the right to object to processing; (f) the right to data portability; (g) the right to complain to a supervisory authority; and (h) the right to withdraw consent.

(a)    You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data

(b)    You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

(c)     You can exercise your ‘right to be forgotten’ or request that we suspend the processing of your data

(d)    You can always refuse any form of

1. direct marketing,

2. profiling,

3. automatic decision-making,

and you can retract/withdraw any permission you may have given in this regard.

(e)    To the extent that the legal basis for our processing of your personal data is:

1. consent; or

2. that the processing is necessary for the performance of an order of our products/and or services or the performance of the membership of the company you are representing or in order to take steps at your request prior to entering into this membership or the processing of your order for products and/or services,

you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

(f)     If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. The competent authority for Belgium is the Gegevensbeschermingsautoriteit.

We will follow up on the abovementioned requests as soon as possible and within 30 days in any case, unless a shorter period is required by law. If required and when allowed by law, the term to fully comply with these requests can be extended.

We can reasonably limit the exercise of your rights, when this could violate our rights or the rights of third parties.

You may exercise any of your rights in relation to your personal data by written notice to us (per e-mail or per letter).

9. We use cookies, pixels, and other tracking technologies on our website

• To guarantee and improve the operation of our website;

• To remember you and your preferences;

• To let you share content from our website on social media;

• To analyse, improve, and personalise the use of our website.

Please see our Cookie Policy on our website for you to understand and manage how these are used and process your personal data.