Privacy

Data Protection Charter

We understand that your trust in us constitutes the most important asset of “Institut de Conseil et d’Etudes en Développement Durable ASBL” (Institute for Consultancy and Studies in Sustainable Development), abbreviated to “ICEDD ASBL”, a non-profit association duly established and operating validly under Belgian law, the registered office of which is located at Boulevard Frère-Orban, 4, 5000 Namur, registered with the Crossroads Bank for Enterprises under number 0407573214 (Liège Register of Legal Persons, Namur division), hereinafter referred to as “ICEDD”, “we” or “our association”. Your privacy is therefore of paramount importance to us. This Data Protection Charter (hereinafter referred to as the “Charter”) applies inter alia to (i) our website https://www.icedd.be (hereinafter referred to as the “website” or the “websites”), (ii) the organisation of seminars, visits and conferences provided by ICEDD, and (ii) all existing relationships (commercial or otherwise) between ICEDD and its customers, prospects and business partners.

This Charter applies to all personal data processed by ICEDD acting as data controller, and covers all data processing for which we are responsible.

This Charter contains, among other things, information on the personal data ICEDD collects, as well as on how ICEDD processes such personal data.

ICEDD wishes to emphasise that it endeavours at all times to act in accordance with (i) the Belgian law of 8 December 1992 on the protection of privacy in relation to the processing of personal data (privacy law) and/or with (ii) European 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, and repealing Directive 95/46/EC. This Charter contains, among other things, information on the personal data that ICEDD collects, as well as on how ICEDD uses and processes such personal data and (iii) (current or future) Belgian legislation relating to the implementation of the above mentioned Regulation.

Visiting the websites, downloading all documents available on the latter, entering your data on the contact form, subscribing to a service offered by ICEDD, subscribing to our e-mails/newsletters/brochures, as well as registering for and participating in the seminars, training sessions and conferences organised by ICEDD, implies your express approval (by means of the communication of your personal data or “opt-in” participation) of the Charter and therefore of the way we collect, use and process your personal data.

Please read this Charter in conjunction with the legal notice and the  Cookies Policy  of ICEDD.

Types of personal data

ICEDD may collect and process the following personal data:

1. Surname
2. First name
3. Form of address (where applicable)
4. Telephone number (landline/mobile)
5. E-mail address
6. Private address (where applicable)
7. Name, address, telephone number of your employer (where applicable)
8. Food preferences (where applicable[1]);

ICEDD also automatically collects anonymous information about your use of the website by means of cookies. Here, ICEDD will, for example, automatically record which sections of the website you visit, which web browser you are using and which website you were visiting when you accessed the website. We cannot identify you based on these data, but they enable ICEDD to establish statistics concerning the use of the website. Consequently, browsing the ICEDD website implies your acceptance of the use of cookies. Once again, we invite you to consult our Cookies Policy for more information about how we use cookies.

[1] Only when a meal is planned during an event.

Method for the collection of personal data

These personal data are collected in the event of or in connection with:

1. Your contact with ICEDD (whether or not this is via the contact form)
2. A request for information/a quote
3. Your registration for training courses, seminars, visits and conferences as well as participatory workshops and the coordination of stakeholder networks
4. Your participation in training courses, seminars, visits and conferences as well as participatory workshops and the coordination of stakeholder networks
5. Subscription to the services offered by ICEDD
6. An exchange of business cards
7. Verification of your identity (e.g. when you contact customer service)

The personal data collected by ICEDD are therefore expressly and voluntarily provided by you.

The provision of certain personal data is in some cases a precondition for benefiting from certain services (e.g. in order to receive information via the contact form, to subscribe to newsletters/brochures and to participate in certain activities, events and training courses). It is necessary to indicate what data are mandatory and what data are optional.

Use of personal data

ICEDD may use your personal data for the purposes that you will find set out in Appendix 1 to this Charter.

In general, we will only use your personal data if you have consented to this or if such use is based on one of the legal grounds below:

• the safeguarding of our legitimate interests;
• the conclusion, negotiation and performance of a contract to which we are a party;
• compliance with a legal obligation;
• the preservation of the public interest.

Disclosure of personal data to third parties

ICEDD will not disclose your personal data to third parties, except where necessary in the context of the provision of services and their optimisation (such as, but not limited to, the provision of external trainers and technical experts, the coordination of stakeholder networks and participatory workshops led by external facilitators, etc.).

In this context, your personal data may be made publicly available to payment partners, software providers, cloud partners, data storage centres, external IT consultants, our insurance company and service providers.

If it is necessary for ICEDD to disclose your personal data to third parties in this context, the third party in question will be required to use your personal data in accordance with the provisions of this Charter.

Notwithstanding the above, however, ICEDD may disclose your personal data:

1. To the competent authorities (i) when ICEDD is required to do so by law or in the context of legal proceedings or future judicial proceedings and (ii) to guarantee and defend our rights
2. When ICEDD or nearly all of its assets are taken over by a third party, in which case your personal data – which ICEDD has collected – will constitute one of the transferred assets
3. When you have expressly consented to it, where applicable

In all other cases, ICEDD will refrain from selling, renting or forwarding your personal data to third parties, except when it (i) has obtained your permission to do so and (ii) has entered into a data processing agreement with the relevant third party which contains the necessary guarantees as to the confidentiality of your personal data and compliance with the rules on the protection of your privacy.

Cross-border processing of personal data

In principle, we will not transfer your personal data to parties outside the EEA.

Any transfer of personal data outside the European Economic Area (EEA) to a recipient who has its domicile or registered office in a country which is not covered by a similar decision, promulgated by the European Commission, will be subject to the provisions of a data transfer agreement, which will contain (i) standard contractual clauses as defined in the European Commission Decision of 5 February 2010 (Decision 2010/87/EC), or (ii) any other mechanism based on privacy legislation or any other regulation relating to the processing of personal data.

Storage of personal data

Except when a longer retention period is required or justified (i) by law or (ii) through compliance with another legal obligation, ICEDD retains your personal data only for the period of time necessary to achieve and fulfil the purposes described in Appendix 1 to this Charter, subject to a longer period of retention that will be justified by a legitimate interest that may emanate from ICEDD.

ICEDD will retain all the personal data it has collected, in its internal databases as well as in a cloud environment.

Your rights relating to the protection of your privacy

In the context of the processing of your personal data, you have the following rights:

1. Right to access your personal data
2. Right to rectify, supplement or update your personal data
3. Under certain circumstances, the right to delete your personal data (‘the right to be forgotten’) (in this context, ICEDD points out that certain services will no longer be accessible or cannot be provided if you delete certain personal data or have them deleted)
4. Right to limit the processing of your personal data
5. Right to the portability of your personal data
6. Right to object / refuse the processing of your personal data

If you wish to exercise your privacy rights, please contact by e-mail or write to us at ICEDD asbl, c/o DPO, Boulevard Frère-Orban, 4, B-5000 Namur.

You may in principle exercise these rights free of charge.

If you no longer wish to receive newsletters or information about ICEDD services, you may unsubscribe at any time by clicking the “unsubscribe” button at the bottom of any e-mail from ICEDD.

More information about your rights can be found on the website of the Data Protection Authority (DPA) via the following link: https://www.dataprotectionauthority.be

Protection of personal data

ICEDD undertakes to take reasonable physical, technological and organisational precautionary measures to avoid (i) unauthorised access to your personal data, as well as (ii) the loss, misuse or modification of your personal data.

Notwithstanding ICEDD security policy, the controls it carries out and the actions it takes in this context, an infallible level of security cannot be guaranteed. No method of transfer or transmission via the internet and no method of electronic storage is 100% secure, meaning that ICEDD cannot, in this context, guarantee absolute security.

Updating the Charter

ICEDD is authorised to update this Charter by posting a new version on the website. In this context, it is specifically recommended to regularly consult the website and the relevant page on which the Charter is posted to ensure you are aware of any changes. The latest version will always be available at (link to website).

Other websites

The website may contain hyperlinks to other websites. When you click on one of these links, you may be redirected to another website or internet resource that may collect information about you via cookies or other technologies. ICEDD has no liability, responsibility or supervisory authority over these other websites or internet resources, nor over the collection, use and distribution of your personal data. You must check the privacy policy of these other websites and internet sources yourself to be able to judge whether they are acting in accordance with privacy legislation.

Contact ICEDD

If you have any questions about the Charter or how ICEDD collects, uses or processes your personal data, please contact us:

• by e-mail:

or

• by post: ICEDD – Institut de Conseil et d’Etudes en Développement Durable, Boulevard Frère Orban, 4, 5000 Namur.

If you are not satisfied with how ICEDD has handled the questions or comments you have submitted to it, or if you have complaints about how ICEDD collects, uses and/or processes your personal data, you may lodge a complaint with the Privacy Commission.

DPA contact details

The details of the DPA can be obtained on the following website: https://www.dataprotectionauthority.be. The current Email contact is available from : https://www.dataprotectionauthority.be/citizen/actions/contact.

What do we expect from you?

For your part, we expect you to ensure that the information you have provided to us is relevant and up-to-date. You should also inform us of any significant changes in your situation without delay. If you are required to provide information to us about a third party, we encourage you to ensure that the latter has given you consent to do so.

Appendix 1 – Purposes of the use of personal data

ICEDD may use your personal data for the following purposes:

1. Drawing up an agreement

As a customer, you are or will be required to enter into an agreement with ICEDD so that we can initiate the collaboration for which you have requested our services. In this context, we will have to collect some of your personal data.
This processing may be based on our legitimate interest or on a legal obligation.

2. Supplying products and services, processing your operations and carrying out your instructions

We use your data to provide you with the products and services for which you approached ICEDD. This use involves ICEDD being in possession of your personal data for as long as required for the provision of the service or services to which you subscribed.
This processing may be based on our legitimate interest, a legal obligation and/or the performance of any contract entered into with you and/or any undertaking made by you or ICEDD.

3. Sending invoices and collecting payments

In the context of the services offered by ICEDD and the agreements you have entered into with us, we will use some of your personal data in order to draw up the invoices and, following receipt of the payments, to process them in the accounting department for all purposes relating to the sound management of billing records.
This processing may be based on our legitimate interest or on a legal obligation.

4. Compliance with legislation and regulations

We ensure compliance with any legislation or regulations in force. In this context, and if necessary, we will have to process some of your personal data.
This processing may be based on compliance with a legal obligation or on our legitimate interest.

5. Cookies

When using online applications, we will ask you to consent to the use of cookies. The legal basis for the processing of your data for this purpose is your consent.
Please click here to learn more about cookies.

6. Making contact and drawing up/sending tenders

An online contact form is available on our website. In order to meet your requests (requests for information, requests for quotes, etc.) we will be required to process some of your personal data. In the same context, in order to draw up and send you an offer, at your request, we will be required to process some of your personal data.
This processing may be based on our legitimate interest.

7. The organisation and follow-up of training, seminars and conferences

In the context of the organisation of seminars, visits and conferences, ICEDD may collect your personal data in order to:

• organise the events for which you register;
• follow up on these events;
• seek your opinion on events that have taken place in order to achieve continuous improvement through your feedback;
• send you invitations to events likely to be of interest to you.

This processing may be based on our legitimate interest or on your consent.

8. Organising visits

As part of its services, ICEDD offers visits, among other things. In this context, and for the purpose of security and coordination, we will be required to process some of your personal data.
This processing may be based on our legitimate interest, a legal obligation and/or the performance of any contract entered into with you and/or any undertaking made by you or ICEDD, or on your consent.

9. Creating mailing lists

In the context of the various services we offer, and in the context of the organisation of the seminars, visits and conferences that we present, we create a database of contacts. In this context, some of your personal data may be collected in a database.
The legal basis for the processing of your data for this purpose is your consent.

10. Data analysis for customer targeting purposes

We may use your data by analysing them to identify opportunities to promote our products and services to current or potential customers. This may include the analysis of a customer’s past subscriptions to our services in order to offer it suitable and customised products and services. In addition, your data may be used by ICEDD for internal statistical purposes.
This use of data is based on our legitimate interest and on your consent.

11. Marketing

We use your data to provide you with information regarding the products and services we offer, as well as the products and services of our partners and other third parties. This use of your data is based on your consent.

12. Protecting our rights

We may use your data to protect our rights, in particular in the defence or protection of legal rights and interests, legal proceedings, the management of claims or disputes, in the case corporate restructuring or other merger and acquisition operations. We will use them on the basis of our legitimate interests.

Annex 2: Retention period by purpose category