in Effect since 24/08/2020
We are committed to protecting your privacy. This policy concerns all aspects of the data we collect, why we collect it, the way we use it and your rights in the processing of this data. If you have any questions, please contact us at firstname.lastname@example.org.
1) Who are we?
ACE events is a part of Accountancy Europe.
Accountancy Europe has its registered office at Avenue d’Auderghem 22-28/8, 1040 Brussels, Belgium. We are registered with the Crossroads Bank for Enterprises under company number 0430.069.789.
Pursuant to applicable data protection and privacy legislation, we qualify as the “data controller” with respect to the personal data that we process.
2) We know your privacy is important to you
Your privacy counts and we strive to protect your personal data in accordance with applicable data protection legislation and more specifically with the General Data Protection Regulation 2016/679 (“GDPR”) and with the applicable national legislation.
3) Whose personal data do we collect?
In the context of our activities, we collect personal data relating to:
- subscribers to newsletters, news alerts or policy updates
- attendees at our events, including speakers or potential speakers
- persons who give us their business card at meetings or events
- stakeholders with whom we engage within the framework of our mission
4) How do we collect personal data?
We may collect information about you in various ways, for example, directly from you:
- when you fill in (web)forms to attend events, receive newsletters, publications, policy updates, etc.
- when you respond to online surveys and polls
- when you hand over your business card
5) What personal data do we collect?
We may collect the following information about you:
Personal identification data
Name, address, telephone number, email address or other contact details
Electronic identification data
Surfing behaviour (see below re our website cookies) and tracking results of our e-mailings (we track whether you have received, opened or clicked on our e-mails)
Payment overviews, proof of payment, amounts paid or due, etc.
Age, gender, nationality, areas of expertise, elements of evaluation of (potential) speakers, etc.
Lifestyle and areas of interest
Information regarding travel and movements
Information on previous whereabouts, travels, etc.
Information on business partners and other contacts
Employment and functions exercised
Current functions and/or previous functions, participation to working committees, information about your position with one of our members, etc.
Use of media
Use of media and communication methods
Photos and videos
Photos and videos made at events, meetings, etc.
6) For what purposes do we use your personal data?
We use your personal data for the following purposes:
- supplier administration
- public relations purposes
- information-sharing purposes via electronic mailings (if you subscribed to them)
- management and analysis of our website(s)
- research and statistical purposes
For information-sharing purposes via electronic mailings, we base the processing of your data as per the consent you have provided us with. You may update your preferences at any time or unsubscribe via the link available in all mailings.
7) With whom do we share your personal data?
We may share your personal data with third parties, such as partner organisations with whom we organise events and service providers we use (e.g. IT service providers). Where relevant, contractual safeguards are implemented to ensure the protection of your personal data when disclosing your personal data to a third party. Your personal data will never be rented or sold to third parties for commercial purposes. Your data may be transferred or processed to US-based IT service providers. We make sure that these providers comply with the data protection laws and are part of the Privacy Shield.
8) How long do we keep your personal data?
Your personal data will not be stored for longer than necessary in relation to the purposes for which we process them (we refer to the purposes as listed above). Afterwards it is still possible that they can be found in our back-ups or archives, but they will no longer be actively processed in a file.
More specifically, the following retention guidelines are applied by us:
- The personal data that is collected via website cookies will be stored for the storage period of the cookie, as indicated below.
- The personal data that is collected from attendees of our events are archived and not used as soon as the event has passed, unless you have indicated that you wish to be informed by us of future events or activities. As soon as we note that your contact details are no longer accurate or active, or whenever you decide to use your right to unsubscribe, we will no longer keep your personal data for these purposes;
- Likewise, any personal data used for information-sharing purposes will be retained for as long as we are sending you relevant mailings/newsletters. As soon as we note that your contact details are no longer accurate or active, or whenever you decide to use your unsubscribe right, we will no longer keep your personal data for these purposes;
Personal data used for the purposes of statistics or research are anonymised as soon as possible.
9) How do we protect your personal data?
We have implemented administrative, technical and organisational measures for ensuring a level of security appropriate to the specific risks that we have identified. We thereby strive to protect your personal data (to the extent reasonably possible) against destruction, loss, alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.
Further, we seek to ensure that we keep your personal data accurate and up to date. In view thereof, we kindly request you to inform us of any changes to your personal data (such as a change in your contact details).
10) What happens in the case of a data breach?
In the case of a data breach we will use all technical and organisational means available to contain and eliminate the breach. We apply the latest technological standards (e.g. firewall, encryption, etc.) to make sure the risk of breaches is minimised.
If we become aware that such breach might imply a high risk to the rights and freedoms of persons involved, we will communicate the personal data breach to the people concerned as soon as possible via email or any other means available.
11) What are your rights and how you can exercise them?
Under certain condition, you have the legal right under articles 15-22 of the GDPR to:
- access your personal data
- rectify, complete or update your data if they are inaccurate
- request that we cease using your data for information-sharing purposes (e.g. subscription to newsletter or information on events)
You can exercise these rights by contacting us at email@example.com. A proof of identity will be required.
You also have the right to lodge a complaint with your Data Protection Authority. The Belgian Data Protection Authority can be reached at https://www.dataprotectionauthority.be/.
Cookies are small pieces of data that are stored on your computer or mobile device via your browser. We use performance cookies and social media buttons on our website.
Performance cookies collect information for statistical purposes and help us improve our website and user experience. You may consent to store cookies via our ‘cookie consent banner’. The storage period is 26 months for Google Analytics, but ACE events only receives geolocalisation data and no IP address. If you do not consent, your surfing behaviour is made anonymous.
13) How can you manage / delete these cookies?
All major internet browsers offer the option to manage the cookies that were installed on your computer or mobile device.
Please note that when you disable certain cookies of which we are making use, the possibility exists that certain parts of our website will no longer function properly, and you will no longer enjoy an optimal user experience.