UECBV Privacy rules
The European Livestock and Meat Trades Union aisbl (hereafter "UECBV" or "we") is an international non-profit association established in Rue de la Loi 81A, 1040 Brussels, Belgium and registered under Belgian company number 420.669.402 and EU Transparency Register number 4422649896-5.
In the framework of our activities, we collect and process personal data, i.e. information that allows us to personally identify individuals (hereafter "data subjects" or "you"). As data processor, we are committed to collecting and processing such data with great care, in full compliance with Belgian and EU applicable legislations, and to protecting them against unauthorized access, unintentional loss, disclosure or damage, through adequate organisational and technical measures.
This privacy statement explains the reason for the processing, the way UECBV collects, handles and ensures protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (the right to access, rectify, block etc.). UECBV is committed to protecting and respecting your privacy.
1. How does the UECBV collect personal data?
We may collect information about you:
- directly from you, such as the information you provided to us to get some information; exchange of views;
- from other sources, such as your employer or colleagues;
- from publicly available sources such as LinkedIn or the corporate website of the organization you are working for.
2. Why do we process your data?
UECBV collects and uses your personal information to organise and manage meetings and information circulation.
3. Legal Basis
The legal basis for UECBV to process your personal data with respect to our Mailings:
- When it is based on a contract with UECBV (e.g. for members/employees): our contractual obligation
- For policy makers in charge of UECBV issue of interest, partners in the food chain, providers: our, legitimate interest
- For authorities: legal obligations
- For the Newsletter: your consent (for those who are not a member)
The processing operations on personal data linked to the organisation and management of meetings/workshops/events/etc. is necessary for the management and functioning of UECBV, as mandated by the UECBV by-laws.
4. Which data do we collect and process
The personal data collected and further processed are:
|Personal date||Purposes :|
|Name, surname, initials||To correctly address our Mailings|
|Address (business)||To contact you|
|Position or profession||To correctly address you and to customize our Mailings|
|Title(s)||To correctly address you|
|email address||To contact you and send you the Mailings|
|Telephone number, mobile or facsimile number||To contact you|
|Gender||To correctly address you|
|Company or organization||To reflect your company or organisation on your name badge|
and to link you to our business relation
|Areas of interest||To include you on the correct mailing lists|
|(previous) mailings you have been sent by us||To monitor the correctness of sent Mailings and the use of the|
correct contact details and to analyse our Mailings
|Dietary requirements when a lunch/dinner is organised||To adapt the menu that we may offer during our events.To be kept until two months after the event, with an exception for|
members/partners attending regularly
|Opt-in/opt-out for the newsletter||To correctly register and follow-up any opt-in or opt-out that you have|
indicated to us, in order to ensure our Mailings
are customised to your expressed wishes and to ensure that you no
longer receive undesired Mailings
|For Members: password to our website||To allow the access to the intranet|
|CVs of:- speakers to our (co)event / meetings / seminars / AGM- of experts representing UECBV in some meetings||- To allow the presentation of the speakers when promoting the event- To comply to the request (e.g. Advisory group of the food chain;|
EFSA emerging risks group; AW platform, ...)
|For registrations of experts to meetings taking place inside the EU institutions, for the security purpose of these EU Institutions:ID numbers; date of expiry of ID; date of birth and nationality of participants||To allow experts to attend the meetings.|
Requests for security purposes of the places where the meetings/event take place
|For applicants: Personal details, CV, cover letter||To recruit new collaborators/trainees.To keep one year or more if consent received|
5. How does the UECBV treat personal data?
Data about persons are always treated as confidential and never made public.
Your data are only used for the service you have requested or purpose agreed upon:
For example, if you subscribe for our newsletters, we will only use your details to send you the newsletter. The newsletter gives you the opportunity to unsubscribe.
We never pass on your contact details to third parties for commercial purposes.
6.How long do we keep your data?
We will store your personal data:
- as listed above until the moment you have informed us that you no longer wish to receive our Newsletter
- it appears that your email address is no longer in use (e.g. when we receive a filed delivery notification)
- You ask us to erase your details
- Personal data is kept as long as follow-up actions to the meeting are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management
- For some specific information, see also the table point 4
7. How do we protect your data?
UECBV is working with three IT companies:
- SCI Lambion
They are all based in the EU and committed to be GDPR compliant.
In case of breach of the system, all persons concerned by the breach will be informed.
Further internal rules will be drafted for data that could be kept outside the common office Organon (e.g. data on personal laptop; business cards, …)
8. Who has access to your data and to whom is it disclosed?
Access to your data is provided to authorised staff within UECBV and members.
When there are participants from outside, the consent to share the list of participants will be asked meeting by meeting.
For meetings in the EU Institutions/Agencies:
- Correspondents of a third party are responsible to provide the names and personal data of the experts attending to the meeting representing their organisation. This information is needed for access control purpose by security guards to the Commission's premises. This data will be also visible to the staff of the Service assigned to this specific meeting.
- Experts themselves while attending a meeting together with other experts representing the same invited organisation will be able to see each other's name and surname.
- Correspondents and experts have access to the name and surname of the meeting assistant that had invited them to the meeting to allow confirmation of attendance.
- EC users will have access only to the personal data of the correspondents and experts related to the meeting they have assigned to manage.
- Technical EC staff or IT service provider will have access to the system data to solve eventual technical issues.
Transfers of personal data to countries outside of EU/EEA: not foreseen.
If that happens (e.g. when organising a trip in a third country), it will only be with your prior consent.
9. What are your rights and how can you exercise them?
You are entitled to:
- access to your personal data;
- rectify your personal data;
- ask for the erasure of your personal data (‘right to be forgotten’);
- ask for a restriction of processing of your personal data;
- object to the processing of your personal data;
- receive your personal data in a structured, commonly used and machine readable format and to (have) transmit(ted) your personal data to another organization.
To exercise any of these rights, please contact us by email (see point 10). We will do our best to answer your request without delay, and in any case within 1 month of receiving your email.
Should we fail to satisfyingly address your query or should you have any further concern about how UECBV handles your personal data, you may lodge a complaint with any supervisory authority in the EU or with the European Data Protection Supervisor.
10. Contact information
If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact Ingrid Morvan in UECBV Secretariat email@example.com or by phone + 32 (0)2 2304603.