Privacy Policy

1. Who is responsible?

Short: We, Belgian Chambers, are responsible for the processing of your personal data via all of the above channels. You can direct all your requests regarding the processing of your personal data directly to us.

1. When you use our Services, we – FEDERATION DES CHAMBRES DE COMMERCE BELGES – FEDERATIE VAN BELGISCHE KAMERS VAN KOOPHANDEL VZW, having its registered seat at Belliardstraat 2, 1040 Brussels, RPR Brussels 0407.570.442 – are responsible for the processing of your personal data. You can contact us via e-mail: info@belgianchambers.be.
2. Belgian Chambers has the right to modify, change or amend this Privacy Policy at its own discretion and from time to time. Such modification, change or amendment shall be communicated via the Website. If you do not accept the modifications, changes or amendments, you are to inform us by sending an e-mail to info@belgianchambers.be. If we do not receive such an e-mail from you within three (3) business days after the changes to the Privacy Policy have been announced in a visible manner on our Website, you will be deemed to have unambiguously accepted all such changes.

2. What sort of personal data do we process?

Short: The types of personal data we process about you largely depend on what you provide to us when you use the contact form on the Website, send us an e-mail, call or fax us or interact with us at fairs and events. For instance, if you leave us your business card, we will process the personal data on the card. If you apply with us via e-mail, we will process the personal data you send us via e-mail.

1. Whenever you use our Website and Social Media Channels, we collect and process:
   • technical information associated with the device you use, such as your IP address, browser type, geographical location and operating system;
   • information concerning your browsing behaviour, such as how long you visit, what links you click on, what pages you visit and how many times you visit a page.
2. When you fill out the contact form on our Website, or contact us via e-mail, telephone, fax or Social Media Channels, we collect:
   • personal identification data (e.g. name, e-mail address);
   • electronic identification data (e.g. IP address, browser type);
   • the content of your communication and the technical details of the communication itself (with whom you correspond at our end, date and time, etc.);
   • publicly available information of your profile on Social Media Channels;
   • any other personal data you choose to provide to us.
3. When you apply for a job via e-mail, we collect and process the following categories of personal data:
   • personal identification data (e.g. name, e-mail address);
   • the content of your communication and the technical details of the communication itself (with whom you correspond at our end, date and time, etc.);
   • any attachments you send us, such as your CV.
4. When you interact with us at fairs and events, we collect and process the following categories of personal data:
   • personal identification data (e.g. name, e-mail address);
   • any personal data listed on your business card, should you choose to give us your card (e.g. your name, function, current employment, etc.).

3. why do we process your personal data?

Short: We process your personal data for a number of reasons, including to allow you to use the Website and our Social Media Channels, to respond to your requests, to treat your application, to inform you of our activities and interesting news items, to gather statistics of how you use our Websites and Social Media Channels, to improve our Website, etc. In this section we provide you with an overview of all the reasons why we process your personal data.

1. We process your personal data for the following reasons:
   1. the categories of personal data described under articles 2.2 and 2.4 to inform you about our activities and news items we think may be of interest to you;
   2. the categories of personal data described under article 2.2 to provide you with the information you specifically request in your communication to us;
   3. the categories of personal data described under articles 2.2 and 2.4 for general management of our members, contacts and memberships;
   4. the categories of personal data described under article 2.1 for statistical reasons;
   5. the categories of personal data described under article 2.1 to improve our Website, Social Media Channels and overall communication;
   6. the categories of personal data described under articles 2.1, 2.2, 2.3 and 2.4 for security reasons and misuse detection, prevention and reporting;
   7. the categories of personal data described under articles 2.1, 2.2, 2.3 and 2.4 to inform any third party in the context of a possible merger with, acquisition from/by or demerger by that third party, even if that third party is located outside the EU;
   8. the categories of personal data described under article 2.3 to consider your application;
   9. the categories of personal data described under articles 2.1, 2.2, 2.3 and 2.4 to comply with our legal obligations as well as with any valid request from police, judicial or governmental authorities.

4. What makes the processing of your personal data legitimate?

Short: The law obliges us to specify which legal basis we rely on to process your personal data (e.g. your consent). In this section we specify per purpose as listed above which such basis we use.

1. The data protection laws require us to precisely indicate to you which legal option we rely on to make the processing of your personal data legitimate. We need to clarify this for each of the purposes listed in section 3 above.
2. For purpose (a) and (b) we rely on your consent.

We will only send you e-mails with your explicit prior consent, which you may withdraw at any time. You can use the option to unsubscribe in the e-mails we send you.

When you send us a request via the contact form, e-mail or any other communication channel, we interpret your request for information as your explicit consent to process your personal data in order to be able to answer your request.

1. For the purposes (c) to (g) we process your personal data because it is necessary for purposes of our legitimate interests, which in this case concern:
   • to be able to manage our communications, contacts, members and memberships;
   • gaining insights in how the Website and our Social Media Channels are used;
   • our commercial interests to improve and expand our business and services;
   • our security and safety interests;
   • being able to conclude corporate transactions.
2. For purpose (h) we process your personal data because it is necessary to come to an employment agreement with you.
3. For purpose (i) we need to process your personal data to comply with our legal obligations.

5. Recipients and transfers

Short: Your personal data are shared with a limited number of parties, such as yourself and our own service providers. In this section we explain to whom we send your personal data and how we ensure that your personal data are kept safe when sent abroad.

1. Your personal data will be sent to the following categories of recipients:
   • yourself;
   • your contacts or business relations upon your request;
   • our partners and service providers;
   • our members and potential acquirers;
   • governmental, judicial and other competent bodies.
2. Your personal data are transferred to the United States of America insofar you use our Social Media Channels. We refer you to the privacy policies of the respective social media providers for more information about the transfer of your personal data and the safeguards used to protect your personal data abroad.

6. How long do we retain your personal data?

Short: We only retain your personal data as long as required to achieve the purposes listed in section 3.

1. Your personal data are only processed for as long as needed to achieve the purposes listed in section 3 above. We will de-identify your personal data when they are no longer necessary for these purposes, unless there is:

• an overriding interest of Belgian Chambers or any other third party in keeping your personal data identifiable;
• a legal or regulatory obligation or a judicial or administrative order that prevents us from de-identifying them. 

7. what rights do you have?

Short: You have a right to access, correct or erase your personal data or limit or oppose the processing of your personal data. You also have a right to data portability. In this section we explain how and under which conditions you may exercise these rights.

1. You have the right to request access to all personal data processed by us insofar it pertains to you. We reserve the right to refuse multiple requests for access that are clearly submitted for causing nuisance or harm to us or others.
2. You have the right to ask that any personal data pertaining to you which are inaccurate, are corrected free of charge. If a request for correction is submitted, such request must be accompanied of proof of the flawed nature of the data for which correction is asked.
3. You have the right to request that personal data pertaining to you will be deleted if they are no longer required in light of the purposes outlined above. However, you need to keep in mind that a request for deletion will be evaluated by us against:
   • our own or a third party’s overriding interests;
   • legal or regulatory obligations or administrative or judicial orders which may contradict such deletion.

Instead of deletion you can also ask that we limit the processing of your personal data if and when (a) you contest the accuracy of that data, (b) the processing is illegitimate or (c) the data are no longer needed for the purposes which are outlined above, but you need them to defend yourself in judicial proceedings.

1. You have the right to oppose the processing of personal data for the purposes (c) to (g) in section 3, but you are required to explain your particular circumstances on which your request for opposition is based.
2. When article 4.2 or 4.4 applies, you have the right to receive from us in a structured, commonly used and machine-readable format all personal data you have provided to us.
3. Each request addressed to us can be send via e-mail to info@belgianchambers.be. 

An e-mail requesting to exercise a right will not be construed as consent with the processing of your personal data beyond what is required for handling your request. Such request should clearly state and specify which right you wish to exercise and the reasons for it, if such is required. It should also be dated, signed and accompanied by a digitally scanned copy of your valid identity card proving your identity.

We will promptly inform you of having received this request. If the request proves valid, we will notify you as soon as reasonably possible and at the latest thirty (30) days after having received the request.

If you have any complaint regarding the processing of your personal data by Belgian Chambers, you may always contact us via the e-mail address mentioned in the first paragraph of this clause. If you remain unsatisfied with our response, you may file a complaint with the competent data protection authority, i.e. the Belgian data protection authority.