Privacy Notice

Updated 17 September 2020

CIECA aisbl ("we", "us", "our") is committed to protecting your personal information and your right to privacy. When you visit our website (the "website"), and more generally, use any of our services (the "services", which include the website), we appreciate that you are trusting us with your personal information. In this privacy notice, we seek to explain what information we collect, how we use it and what rights you have in relation to it. If there are any terms in this privacy notice that you do not agree with, please discontinue use of our services. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at; CIECA, Avenue de Tervueren 36-38, B-1040 Brussels.

Table of contents

1. What information do we collect?
2. How do we use your information?
3. Will your information be shared with anyone?
4. Do we use cookies and other tracking technologies?
5. How long do we keep your information?
6. How do we keep your information safe?
7. What are your privacy rights?
8. Controls for do-not-track features
9. Do we make updates to this notice?
10. How can you contact us about this notice?
11. How can you review, update or delete the data we collect from you?

1. What information do we collect?

In short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the website, express an interest in obtaining information about our services, when you participate in our activities or otherwise when you contact us. The personal information that we collect depends on the context of your interactions with us and the website, the choices you make and the services you use. The personal information we collect may include the following: names, phone numbers, email addresses, job titles, usernames, passwords (which are however invisible to us for security reasons) and other similar information. All personal information that you provide to us must be complete and accurate, and you must notify us of any changes to such personal information.
Photos and filming data. We may photograph and record our events. Photos may be displayed on our website and/or annual report; filming data is solely used for transcript purposes. Photos and recordings contain personal data and will be protected and disposed of securely in accordance with data protection legislation. See item 7 of this policy for more information.
Logos of our member organisations. All logos are protected by copyright and we aim at displaying the logos on our website in respect to copyright regulations. All brand names and trademarks used in this policy are treated so as well.
Google Analytics. To improve our services, we may collect usage data of our website, including number of page views, visitor browser types, operating systems, or the links clicked to navigate to and from our site. See item 7 of this policy for more information.
Cookies. We make use of cookies on our website. See items 4 and 7 for more information.
Website server logfiles. The browser automatically transmits server logfiles to the provider of the website. These logfiles, which are deleted automatically after a period, may concern: referrer URL, type and version of the browser, used operating system, hostname of accessing PC, time of server access.

2. How do we use your information?

In short: We process your information for purposes based on legitimate business interests, the fulfillment of our agreement with you, compliance with our legal obligations, and/or your consent.
We use personal information for a variety of business purposes described below, in reliance on our legitimate business interests, in order to perform an agreement with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below:
To create and manage member’s accounts. We may use your information for the purposes of managing your account, keeping it up-to-date and in working order.
To enable member-to-member communications. We may use your information in order to enable member-to-member communications with each member's consent, e.g. via Address Book on our website. If you use members’ chat, our website records your IP-number.
To send information to you. We may use your personal data to send you information on our products and services. When you subscribe to our newsletter, contact us via phone, e-mail, members’ chat, or if you register for our events, we assume that you agree to us sending you relevant information via our usual channels. For this purpose, we may process your personal data on our servers in Belgium in order to deliver the requested service, e.g. by forwarding your personal data to our employees. We may also contact you with regard to administrative information (e.g. membership invoices). We use MailChimp for managing our newsletter and mailing lists. This tool includes MailChimp’s analytics, which may collect information about how many subscribers open a message or click the links provided. MailChimp’s privacy policy is available at
Request feedback. We may use your information to request feedback on our services and to contact you about your use of our website.
To enforce our policies for business purposes, to comply with legal and regulatory requirements (the Belgian Act of 8 December 1992 on the protection of privacy in relation to the processing of personal data, hereinafter referred to as the “Privacy Act”, and any other applicable regulation, such as the General Data Protection Regulation hereinafter referred to as the “GDPR”), or in connection with our agreement with you. 
To protect our services. We may use your information as part of our efforts to keep our website safe and secure (for example, for fraud monitoring and prevention).
To respond to legal requests and prevent harm. If we receive a legal request, we may need to inspect the data we hold to determine how to respond.

3. Will your information be shared with anyone?

In short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfill business obligations.
We may process or share your data that we hold based on the following legal basis:
Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
Legitimate interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests. 
Performance of an agreement: Where we have an agreement with you, we may process your personal information to fulfill the terms of our agreement.
Legal obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, or legal process.
Vital Interests: We may disclose your information where we believe it is necessary to take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.
More specifically, we may need to process your data or share your personal information in the following situations:
Transfer of data. We may forward your personal data to companies acting on our behalf as data processor within the meaning of the Privacy Act and the GDPR, or to public authorities in Belgium and abroad in order to meet our legal obligations or to satisfy their legitimate interest in it.
Other Users. When you share personal information (e.g. by using members’ chat or Address Book in the members’ pages of our website), such personal information may be viewed by all members and may be made publicly available outside the members’ pages of our website in perpetuity. 

4. Do we use cookies and other tracking technologies?

In short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

5. How long do we keep your information?

In short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which members have an account with us,.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (because your personal information has been stored in backup archives allowing us for example to keep our Guide on Driver Licencing in working order), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. How do we keep your information safe?

In short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information when communicating by e-mail and / or via our website is at your own risk. You should only access the website within a secure environment.

7. What are your privacy rights?

In short: You have rights that allow you access to and control over your personal information. You may review, change, or terminate your account at any time.
The applicable data protection laws include the right to request access and obtain a copy of your personal information, to request rectification or erasure; to restrict the processing of your personal information; and if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.
If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
 If you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here:
If you have questions or comments about your privacy rights, you may email us at
Account Information. If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with applicable legal requirements.
Photos and filming data. Where practically possible we will seek consent in advance of an event to provide the lawful basis for processing data, and at all times, will provide clear instruction on how you can opt-out. If at any point you wish to withdraw your consent, please write to
Cookies and similar technologies. Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our website. To opt-out of interest-based advertising by advertisers on our Website visit
Newsletter: You can unsubscribe from our newsletter email list at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided below. You will then be removed from the newsletter email list — however, we may still communicate with you, for example to send you service-related emails that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes. To otherwise opt-out, you may contact us using the contact information provided.
YouTube content. On our websites you will also find links to videos saved on YouTube (Google Inc., 901 Cherry Ave, San Bruno, CA 94066, USA). When you click on these links, your browser establishes a connection to YouTube servers. The YouTube server is then informed about the page(s) you have visited. If you are logged in to your YouTube account, YouTube may add your surfing behaviour to your personal profile. This does not happen if you have logged out from your YouTube account. Further information on data collection, your rights and the settings to protect your privacy can be found in the YouTube privacy policy
Google Analytics. Our website uses Google Analytics, a web analytics service provided by Google, Inc. (1600 Amphitheatre Parkway Mountain View, CA 94043, USA). Google Analytics uses cookies, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address truncated by the last octet prior to its storage using the “anonymizeIp” method) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however, if you do this you may not be able to use the full functionality of our website. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can opt-out from being tracked by Google Analytics with effect for the future by downloading and installing Google Analytics Opt-out Browser Addon for your current web browser:

8. Controls for do-not-track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice. 

9. Do we make updates to this notice?    

In short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be indicated by an updated "revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

10. How can you contact us about this notice?    

If you have questions or comments about this notice, you may contact us by email at, or by post to: CIECA, Avenue de Tervueren 36-38, B-1040 Brussels.

11. How can you review, update or delete the data we collect from you?   

Based on the applicable laws, you have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please contact We will respond to your request within 30 days.
This privacy policy was created using Termly’s Privacy Policy Generator.