General statement

EQUIMINDS is the exclusive contracting party for all services performed by its trainers, employees and/or appointees. EQUIMINDS is a Belgian company that has taken the form of a non-profit association (vzw) referred to as “EQUIMINDS”.

Company data:


Address: Belegstraat 26, 2018 Antwerpen (Belgium)

Contact via:

Company No:  0765.353.457

This Privacy Policy (“Privacy Policy”)describes our policies and procedures on the collection, use and disclosure of Customer (“Customer”) information when the Customer uses the our Services and tells the Customer about privacy rights and how the law protects the Customer. It  applies to all services and products provided by EQUIMINDS to its (offline and online) Customers.

By ordering any service or product, Customer accepts this Privacy Policy without reservation.

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 set up 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 and your rights with relation to this data.

Please read it carefully to understand your rights in relation to your personal information, including the right to access, rectification, deletion, to object to processing of your personal information and to complain to customer protection authorities if need be.

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

Data protection and privacy

Personal data is collected when customers share their information with a EQUIMINDS staff member or system 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, tenders, offers and contracts with the financial conditions, contact history.
  • 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 history.
  • For individuals benefitting from our services / registered to our courses: name, telephone numbers, email address, answers to registration to courses forms, some of which containing personal history information, consent and information agreements, contact history.
  • When financial transactions occur: financial details, VAT.

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 offers on calls for proposals, tenders or awarded projects, always with the prior 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 honoring 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 keeping personal data

EQUIMINDS does not keep personal data for longer than is necessary for the purposes for which it was collected and processed. Personal history information 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 history information, such as special information on mental health, necessary for admission to our activities, where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your and our vital interests or the vital interests of another natural person.

For the purpose of regular communication with Customers the name and email address may be retained indefinitely based on the specific given consent.

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-authorized 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

User rights with regard to personal data

Individuals providing us with personal data have the right to:

  • Access their personal data and to be informed about its use.
  • Correct their personal data.
  • Have their personal data deleted.
  • Restrict the use of their personal data.
  • Ask for the portability of their personal data.

To exercise any of the above-mentioned rights, an email should be sent to

Individuals always have the right to complain about the way in which EQUIMINDS processes their personal data with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit, 


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. Please check the Cookies policy for specific details.


Any correspondence should be addressed by post to EQUIMINDS VZW, Belegstraat 26, 2018 Antwerpen, Belgium, or preferably by email to


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