AIACE INTERNATIONAL PRIVACY CHARTER

Contact details :

AIACE INTERNATIONAL

(International Association of Former Staff of the European Union)

Address :105, Avenue des Nerviens, 1040 Brussels

Office : N 105 00/036 (Ground floor)

(metro : Schuman or Merode)

Postal address: c/o European Commission, Office N105-00/36, 1049 Brussels

Company number: 0 408 999 411

Tel: +32 2 295 29 60

Email: aiace-int@ec.europa.eu

1. What is the aim of our Privacy Charter?

Every person (“User”) visiting or using our Internet site at aiace-europa.eu  ( “the Site”) discloses a certain amount of personal data. This information makes it possible for AIACE INTERNATIONAL to identify individual users (“natural persons”), whether it actually does so or not. Once one or more of these pieces of information link directly or indirectly to you as an individual, you can be identified.

We collect and process your personal data in accordance with the relevant legislation. For the purposes of this Privacy Charter, “the Privacy Act (Belgium)” means the Act of 8 December 1992 on the protection of privacy in relation to the processing of personal data. “The Regulation” means Regulation EU 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation), known as the GDPR.

By using the Site, Users state that they are aware of this Privacy Charter and explicitly agree to the collection and processing of their personal data in the manner set out below. AIACE INTERNATIONAL reserves the right to amend ths Privacy Charter at any time. Users will always receive clear information about any material amendment, However, we advise you to consult this text regularly.

2. Who processes your personal data ?

2.1. The controller

AIACE INTERNATIONAL is responsible for the processing of your personal data and for deciding, alone or jointly with others, which personal data will be collected, the purposes for which they will be processed and the technical and organisational measures relating to the processing of your personal data.

2.2. The processor(s)

AIACE INTERNATIONAL may opt to use one or more processors. A processor is a legal or natural person who processes your personal data on behalf of the controller, for example the natonal sections of AIACE. Processors must ensure the security and confidentiality of your data; they always act on instructions from AIACE INTERNATIONAL.

3. What is the basis for processing my data ?

In accordance with the GDPR, the legal basis for AIACE to process your data derives from:

– Your consent, given when you become a member of AIACE

– The Association’s specific operational requirements, including provision of information to its members about its activities and use of its services

– The need to ensure the sound operational and financial management of the Association, maintain its list of members and coordinate its national sections

4. What personal data do we collect and process?

We collect your data when you sign up to become a member of AIACE. This is data that you provide voluntarily, essentially by completing the membership form. We do not collect any other data without your agreement.

The processing of your data is kept to the strict minimum necessary for AIACE INTERNATIONAL to carry out its work. Here are the types of data we process:

– Surname (family name), forename and contact details

– User ID and password if required for Intranet access

– Pension number

– The institution to which you were last attached and your job description

– Email address

– Telephone number

– Date of birth

– Sex

– Nationality

– Connection details (IP address and location etc.)

AIACE INTERNATIONAL may use cookies to recognise users and offer them a personalised user experience, remember their preferences (choice of language or « user account »), and detect and correct any errors on the Site. For more information on how we use cookies, you can consult our policy statement at [https://aiace-europa.eu/cookies/].

5. Why do we collect your data?

The sole purpose of collecting personal data is to enable AIACE INTERNATIONAL to optimise the services it offers to its members and the national sections.

The data are processed for the following purposes only:

  • to allow Users to access the Site, and to have access to the information and use the services offered on the Site.

With the aim of improving the services offered by AIACE INTERNATIONAL, certain data may be collected for statistical purposes when you visit our Site, specifically your IP address, the region, date and time of your visit and the pages you consulted. By visiting the Site you explicitly agree to the collection of these data for statistical purposes.

6. Who sees your personal data?

Your personal data will be used solely for AIACE INTERNATIONAL’s internal purposes. This means they will never be given or sold to a third party without your explicit prior consent.

AIACE INTERNATIONAL has taken every possible technical and organisational measure to prevent a breach of your data. Access to databases containing personal data is restricted to duly authorised persons who have a legitimate need to access this information for the Association’s operational requirements.

7. How long will your data be stored ?

Your data will be stored for as long as is necessary for the specified purposes.

They will be removed from our database as soon as they are no longer needed for the specified purposes, if you give up your AIACE membership or if you have duly exercised your right of erasure.

8. What are your rights ?

8.1 Fair and lawful processing

Your personal data will always be processed in accordance with the legitimate purposes described in point 5. They will be collected and processed in such a way as to ensure that they are adequate, relevant and not excessive, and will be held for no longer than is necessary to achieve the specified purposes.

8.2 Right of access

You have the right to obtain information on the processing of your data, the purposes for which they are being processed, the categories of data concerned, the criteria used to determine how long the data will be stored, and the rights you can exercise over your data.

8.3 Right to rectification

Inaccurate or incomplete personal data can be corrected. It is up to the User in the first instance to correct the data by making a written request to that effect.

8.4 Right to erasure (right to be forgotten)

You also have the right to have your personal data erased, in the following cases:

  • Your personal data are no longer necessary in relation to the purposes for which they were collected;

  • You withdraw your consent to the processing and there is no other legal basis for the processing;

  • You have validly exercised your right to object;

  • Your data have been unlawfully processed;

  • Your data have to be erased for compliance with a legal obligation.

8.5 Right to restriction of processing

In some cases you have the right to request that the processing of your data be restricted, for instance where you contest the accuracy of the data or the data are needed for the purposes of legal proceedings.

    1. Right to object

You also have the right at any time to object to the processing of your personal data. AIACE INTERNATIONAL will then stop processing the data unless it can show compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

8.7 Right to data portability

You have the right to receive all the personal data you have provided to us in a structured, commonly used and machine-readable format, and have the right to transmit those data to another person, or have them transmitted, unless this is not technically feasible.

9. How can I exercise my rights?

In order to exercise your rights you should send us a request in writing and proof of identity, either by registered post addressed to : AIACE INTERNATIONAL, c/o European Commission, Office N105-00/36, 1049 Brussels, Belgium, or by email to aiace-int@ec.europa.eu. We will reply as soon as possible, and in any case within a month of receiving the request.

10. Making a complaint

If you are not satisfied with AIACE INTERNATIONAL’s processing of your data, you have the right to lodge a complaint with the Data Protection Authority (https://www.privacycommission.be/).