General statement

As of 25th May 2018 the new General Data Protection Regulation (GDPR) has entered into force, harmonising and strengthening all personal data regulations across the EU. As a result organisations like EQUIMINDS have additional responsibilities and obligations concerning the collection, storing and use of personal data in the EU.

EQUIMINDS takes your personal data very seriously and has taken the necessary measures to update its Data Protection/Privacy Policy to ensure that our storage and use of personal data comply with the GDPR. The Data Protection/Privacy Policy provides clear information on how we handle and use your personal data. We kindly ask that you read it here below.

For all matters and questions you may have or if you would like your details removed please send an email to: info@equiminds.eu.

Data Protection/Privacy Policy

 

Introduction

This Data Protection/Privacy Policy describes how we process your personal information and your rights.

Please read it carefully to understand your rights in relation to your personal information, including the right to access, rectification, deletion and to object to processing of your personal information.

Data protection and privacy

Personal data that is collected

Personal data is collected when experts share their information with a EQUIMINDS staff member and/or through direct contacts for individuals working in organisations during daily operations. The collected personal data includes:

• From companies: name, address, telephone numbers, email addresses, skype ID, preferences for short or long term missions, contact information sheets, availability, CVs, offers and contracts with the financial conditions, contact


• For individuals working in organisations (donors, beneficiaries, institutional partners / consultancy organisations, suppliers): name, function, telephone numbers, email address, answers to registration to courses forms, contact


• For individuals registered to our courses: name, telephone numbers, email address, answers to registration to courses forms, some containing personal information, consent and information agreements, contact


• When financial transactions occur: financial details,

Purpose of use of the personal data

The data about companies and their representatives is used to establish contractual relations and to promote our activities. This data might also be used to support proposed on calls for proposals, tenders or awarded projects, always with the prior written consent of the companies/representatives.

The data about individuals attending our courses/activities is used to contact them for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers.

Any financial data is only used for the purpose of honouring the contracts with the relevant party, individuals or companies or to respect Belgian legal obligations.

EQUIMINDS does not provide any personal data to third parties except if such disclosure is necessary in order to protect legitimate interests of EQUIMINDS or if it is required or permitted by law.

Duration of the personal data is kept

EQUIMINDS does not keep personal data for longer than is necessary for the purposes for which it was collected and processed.

Sensitive data such as information about your mental or physical health, necessary to admit you to our activities will be retained until the end of the activity for which you have registered and will be deleted immediately afterwards.

Notwithstanding the other provisions of this section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Confidentiality of the personal data

EQUIMINDS handles all personal data in accordance with the terms of this Data Protection/Privacy Policy and the legal obligations applicable to the processing of personal data.

EQUIMINDS has adopted adequate measures to protect all the personal data against accidental or unlawful destruction, loss, alteration, un-authorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.

EQUIMINDS optimizes the security of the personal data by i.e. using firewalls, password protections and limiting the access to the personal data. However, the transmission of information via the internet can never be completely secure and the provision of personal data remains at one’s own risk at all times. If you have the impression that your personal data is not adequately protected or if there are indications of abuse, please write to info@equiminds.eu.

User rights with regard to personal data

Experts and individuals working in organisations have the right to:

• Access their personal data and to be informed about its


• Correct their personal


• Have their personal data


• Restrict the use of their personal


• Ask for the portability of their personal

To exercise any of the above-mentioned rights, an email should be sent to info@equiminds.eu.

Cookies

EQUIMINDS is continuously seeking to improve the experience of the users of its website. That is why cookies are used for certain sections of the website.

Contact

Any correspondence should be addressed by post to EQUIMINDS IVZW, Belegstraat 26, 2018 Antwerpen, Belgium, or preferably by email to info@equiminds.eu.

Credit

This document is based on information provided by the Center for International Legal Cooperation (CICL, https://www.cilc.nl/).  The content used bu Equiminds is available under a Creative Commons Attribution-ShareAlike 3.0 Unported License.