How do we value your data?
FEDMA takes data protection and privacy very seriously. The objectives of FEDMA’s processing of data is to process the personal data, essentially professional personal data, in an ancillary manner to support our core activity which is to inform, educate, promote and protect the direct marketing industry.
Who are we and how to contact us?
FEDMA is the controller. If you have any requests concerning your personal data or any queries with regard to how we handle your data, you can contact us by email email@example.com or write to us at FEDMA avenue des Arts 43, 1040 Brussels Belgium.
Which categories of personal data does FEDMA collect?
We may collect the following types of information:
- your name, gender, address, email address, telephone number(s) and other contact details (for example for our database). Eventually, nationality, passport or ID card, passport or ID or national registration number, birthdate (for example, necessary to be able to access events in European Institution buildings).
- your company’s name, your position in the company; the company’s address, company’s email address and telephone number
- FEDMA membership information (for example date of membership, type of membership, working groups, participation to meetings)
- Personal data that you give to FEDMA (for example through a request or complaint)
- Curriculum vitae and professional activities (for example for employment, speakers at FEDMA events and Board members)
- Pictures, recordings, videos (for example at FEDMA events).
- Dietary requirements (for example for catering at FEDMA event).
- Signatures of FEDMA officers
For what main purposes do we process your personal data?
|Activity||Purpose of processing||Lawful basis||Duration storage||Contractual or statutory requirement|
Membership to FEDMA and/or PEEAC
|Sustain and keep up to date our databases.Offer membership benefits to members.
Improve our products and services.
|Mostly performance of FEDMA or PEEAC membership contract. In some occasions, national legal obligations (eg accounting purposes). Legitimate interest can be relied on for improving FEDMA services.||7 years after termination of contract.||√ (or we cannot provide our services to you)|
|Event management||Event logistics (e.g. dealing with your request to attend an event or meeting with official).Developing informative and promotional material (films, photos, press release)||Mostly, necessity for performance of contract and necessity for legal compliance (e.g. security to access EU institutions). Legitimate interest for improving FEDMA services.||5 years after the event, expect for security access data, dietary requirements and travel details which we keep only 2 months of after the event.||√ (there is some data we need for you to participate at events)|
|Exchange with relevant stakeholders to promote, protect, educate and inform on Direct MarketingKeeping material of past events to sustain our expertise perspective.||Legitimate interest to satisfy the mission of FEDMA, improve our activities and build on past expertise.||As long as stakeholder relevant to the debate.20 years from the event.||No|
|Running the organisation||Managing day to day life of the association, respecting legal requirements.
Presentation of FEDMA Board
|Mostly, legal requirement, and in some cases consent.||As long as legally required (or 3 years after end of term for Board members)||√ (our association could not exist without the legally required data)|
|To manage a direct contact||Process requests and complaintsProcess membership applications
Process purchase orders
|Legitimate interest to process the request and to keep the application in case of refusal for
Performance of contract, legal requirements
|From 2 months after response to 7 years after the contract.||√ (we cannot process your request without)|
|To promote FEDMA and PEEAC||Providing you with information about our products and services.Providing you with information on third party events.||Legitimate interest (expand FEDMA/PEEAC membership), and where required consent.||We will keep this data for as long as we are able to market to you unless you withdraw your consent or opt-out of marketing communications. In that case, we will keep your contact details only to ensure that we do not contact you again for marketing purposes.||No|
|For employment purposes||To manage our employees.To manage your application.||Performance of contract or application or where applicable, legal requirement.||5 years after the contract or legal obligation, except for financial data (7 years)2 months after the end of the procedure in case of refusal.||√ (this data is necessary for recruitment and employability)|
Who are the recipients/categories of recipients of the data FEDMA collects?
The majority of the personal data is processed by FEDMA staff and shared on a need to know basis with Board, relevant members (for example our national member when helping to organise a local DMA event), accountant. FEDMA shares the necessary data with the EU institutions to ensure its activities.
Some data regarding the functioning of FEDMA association will be send to the moniteur Belge and EU institutions.
Human ressources data is shared with the necessary suppliers and intermediaries of HR services for example to ensure payment of salary and benefits. This includes the following category of recipients; bank, insurance, ‘bureau social’, intermediary for temporary staff, training and certification organisations.
Finally, some personal data regarding our Board members or speakers (generally name, title, employer) at our events is made public on our website.
In carrying out our business including our obligations to our members, we may use sub-contractors. These will be the following type of category of recipients; IT, phone, internet, OTT services, software, newsletter, online survey, website and printer suppliers. We will do our best to ensure that they respect your privacy and abide by all data protection laws.
Transfers to third countries
FEDMA does not intend to share data with organisations in third countries. However, some of our service providers do for example our conference call, newsletter service providers. They generally transfer the data to the USA on the basis of standard contractual clauses.
Data subject’s rights
You have rights in respect of your personal data. We will need to confirm your identity before we can consider your request so, if you wish to exercise any of these rights, we will need a copy of ID card or passport.
Right of access – you have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact FEDMA at the contact details above.
Right to rectification – you have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact FEDMA at the contact details above.
Right to erasure – this right, often referred to as the right to be forgotten allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact FEDMA at the contact details above.
Right to restrict processing – you have the right to ask us to restrict processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request. If you want to exercise this right, please contact FEDMA at the contact details above.
Right to data portability – you have the right to move, copy or transfer your personal data from one IT environment to another. This right applies to data that you have provided to us and that we are processing on the legal basis of consent or in the performance of a contract and that processing is by automated means. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact FEDMA at the contact details above.
Right to object – you have the right to object to our processing of your personal data based on (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling); (ii) direct marketing (including profiling); and (iii) for purposes of scientific/historical research and statistics.
- Legitimate interests/legal task – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.
- Direct marketing – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.
- Scientific/historical research and statistics – your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.
If you want to exercise this right, please contact FEDMA at the contact details above
Rights relating to automated decision making including profiling – you have the right in respect of automated decision making, including profiling. Where we carry out solely automated decision making, including profiling, which has legal or similarly significant effects on you, we can only do this if it is in connection with a contract with you, we have a right under law or you have provided your explicit consent. We will tell you if this happens and tell you how you can request human intervention or challenge the decision. If you want to exercise this right, please contact FEDMA at the contact details above.
Can I withdraw my consent?
Where we process your personal data based on your consent you have the right to withdraw that consent at any time without reason. You can opt-out by using the unsubscribe/opt-out in any marketing we send you and you can contact FEDMA at the contact details above.
Do I have a right to lodge a complaint to the supervisory authority?
If you are unhappy with any aspect of our handling of your data you can make a complaint to the Belgium supervisory authority – https://www.privacycommission.be/en
Automated decision making including profiling
FEDMA does not process data automatically which may lead to a legal effect or similarly significant effect.
A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser.
Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on http://www.allaboutcookies.org/ Please note however that turning off cookies will restrict your use of our website.
Cookies we use
|Cookie||What it does||How to disable and consequences|
|Session Cookies||These cookies are only stored on the visitor’s computer for the duration of an Internet session between the visitor and FEDMA.
To compare: Session cookies act like bookmarks within a book. Websites typically use session cookies to ensure that you are recognised when you move from page to page within one site and that any information you have entered is remembered. For example, if an e-commerce site did not use session cookies then items placed in a shopping basket would disappear by the time you reach the checkout.
|The cookies are deleted from the visitor’s hard disk at the end of the browser session.|
|Google Analytics||Google Analytics – Tracks web traffic to the site. Page views & clicks.
We may deliver targeted ads in front of a defined audience that had previously visited the website. So, you may see some ads related to your interest, whilst browsing other websites that accept advertising from the Google Display Network.
|Disable in browser settings. No user impact|
|Technical cookies||When visitors use the FEDMA website, the web browser used will send certain information to the FEDMA server. In detail, the following data is collected about each access/retrieval and stored in so-called log files:
However, these data do not allow any conclusions to be drawn about your person. This data is not merged with other data sources.
|Via your browser. Please note however that turning off cookies will restrict your use of our website.|
|Social Media Buttons||Twitter social media buttons to ensure the visibility and use of the Twitter feed on FEDMA website.||Via our cookie banner. If you do not accept, you will no longer see the Twitter feed.Via your browser. Please note however that turning off cookies will restrict your use of our website.|
Third party websites.