Privacy Policy
Alliance2015 commits to respect the privacy of its contacts and its members and describes hereunder its privacy practices.
Transparent information on data collection and processing
The General Data Protection Regulation (GDPR) entered into force on 25 May 2018 and aims to give citizens control regarding the storage and processing of their data.
Personal data is defined as any information relating to an individual, personal or professional.
Alliance2015 is committed to safeguarding the privacy of Alliance2015 members, working partners and relations, subscribers and website visitors, and to treat their personal data in the strictest confidentiality and in accordance with the legislation in force. Alliance2015 Privacy Policy regulates the storage and processing of personal data by Alliance2015.
For the purposes of GDPR, the data controller is Alliance2015 asbl, whose registered office is: Residence Palace/International Press Centre, Rue de la Loi 155, bte 48, 1040 Brussels – Belgium and with EU transparency register number 595584327712-71.
Information that is stored, archived, and on paper (manual processing) is subject to the same data protection rules as digital and other information.
The principles stated below provide a summary of the basic rules that Alliance2015 follows when gathering personal data and ensuring that it is kept confidential and secure.
1. Respect of the Core Data Protection Principles
Alliance2015 respects all the fundamental rights of the people on whom it holds personal data by implementing the following core privacy principles: transparency, fairness, lawfulness, purpose limitation, security, integrity, quality, and data minimization, enabling data subjects to access their personal data and exercise their rights to modification and restrict processing. Alliance2015 always processes personal data only to the extent necessary for the given purpose.
All representatives or employees of Alliance2015 member organizations and of its working partners included in Alliance2015 mailing lists can withdraw their consent at any time by sending an e-mail either to info@alliance2015.org or to the Alliance2015 staff member they are in contact with.
Subscribers to Alliance2015’s newsletter can always unsubscribe online or by sending an e-mail to the above address. Personal data is regularly updated upon request of the individuals, when the person is replaced in the job, or when the e-mail address is refused.
2. No Transfer to Third Parties Except Compulsory by Law
Alliance2015 collects for internal use but does not process and/or publish special categories of data or sensitive data. However, Alliance2015 will, in no case, pass on the personal data to outside parties without the prior explicit consent of the person concerned, except upon a Court order or to comply with compelling laws and regulations (especially for employees’ data and payroll information). Alliance2015 will not sell, rent, share or make commercially available the data it stores.
3. Lawful Basis for Holding and Processing the Data
The data Alliance2015 holds is either communicated by active voluntary intervention (e.g. Alliance2015 membership, News’ subscribers) or is publicly available (e.g. EU institutions and stakeholders). Collection and storage are limited to what is necessary.
a) Alliance2015 as a network of NGO member organizations stores and processes its members’ data:
– All members: name, organization, job title, professional e-mail address, telephone number (office and mobile), Skype.
Alliance2015 maintains an updated key-contact person list, a specific list of Brussels stakeholders, and a list of people having access to the SharePoint dedicated to Alliance2015 members. Alliance2015 also holds specific lists of its working-groups, task forces, and for thematic advocacy and policy initiatives, and other ad hoc advisory groups and events. It has to be noted that the list of recipients for the membership fee invoice and their invoicing details, as well as relevant archives in terms of membership application, are kept separate with limited access, restricted to Alliance2015 management.
– Executive Board: in addition to the above information, Alliance2015 also holds documentation as per legal requirements (i.e. publication in Moniteur belge) which is only accessible by Alliance2015 Executive Board and by the Administrative Assistant.
By definition, Alliance2015 members have given their explicit consent for Alliance2015 holding and processing their data.
b) Alliance2015’s mission is to enhance the collective influence of the network with the European Union, including its Member States:
– European Commission, Council, European Parliament, relevant representatives in EU Member States: Alliance2015 processes public data posted online or made public by any means. Alliance2015 holds a list of its relevant interlocutors and the persons met in the context of its work. Data is limited to: name, organization, job title, professional address, e-mail address, office telephone number, (where relevant) mobile number, Skype and social media accounts. Alliance2015 has a specified, explicit, and legitimate purpose when processing this institutional data, based on public interest.
c) Other relevant stakeholders:
– Alliance2015 holds personal data of the representatives of organizations and institutions with whom the Hub maintains regular exchanges also based on explicit consent at Brussels’, national and international levels. Data is limited to: name, organization, job title, professional address and e-mail address, telephone number (office and mobile), (where relevant) Skype and social media accounts. Same specified, explicit, and legitimate purpose as above.
d) Subscribers to Alliance2015’s communications
– In addition to the above categories, individuals may subscribe to Alliance2015’s Newsletter and other communications initiatives, either online or by sending an e-mail to the Hub. They are asked for their name, organization, job title, e-mail address, country, and professional sector. The subscribers’ list is processed through Mailchimp. By subscribing, individuals have given their explicit consent to receiving the Newsletter and other information. They can opt-out at any time by unsubscribing online or by sending an e-mail to info@alliance2015.org.
f) Businesses and service providers:
– Businesses and service providers data are not available from the shared database. Contacts and contracts are protected, with access restricted to Alliance2015 management only (computer and paper). The data held by Alliance2015 is limited to contractual necessity. Communication with businesses and service providers is reduced to essential and ongoing services.
4. Protection of Data
As Alliance2015 can’t ensure data privacy unless the personal data is protected by technology, together with its IT experts and suppliers, Alliance2015 has developed appropriate physical, electronic, managerial measures to ensure that we keep your information secure, accurate, and up to date, and that we only keep it as long as is reasonable and necessary, and security measures and tools to prevent as far as possible the accidental destruction, loss, falsification or damage, unauthorized or unlawful access or processing of personal data.
Physically, Alliance2015 has technical and organizational procedures protecting access to computers –including restricted sections on its computer server requiring different levels of authorization, passwords, and logins. Paper files containing personal data are kept in locked cupboards.
Alliance2015 protection measures will be periodically reviewed and adapted to reflect technological progress as required.
Alliance2015 data is processed through a privately owned and secured server, using a one-way information flow from inside to outside. In the case of any breach of data, or suspected breach, Alliance2015 is committed to immediately notify this to the contacts whose data were, or could have been, exposed to attack.
Online Automated Data Trackers
The providers of computer tools, applications, and online platforms which Alliance2015 uses have their own privacy policies; Alliance2015 cannot be held responsible for the privacy of data collected by websites not owned or managed by Alliance2015, including those linked through our website.
Alliance2015 providers may use various technologies to collect and store information, and this may include using cookies and similar tracking technologies, such as pixels and web beacons. For example, web beacons used in e-mails track certain behavior such as whether the e-mail sent was delivered and opened and whether links within the e-mail were clicked. They also allow automatically collecting information such as the recipient’s Internet protocol (IP) address, browser, e-mail client type, and other similar details. Whereas essential cookies are necessary for browsing the website, authenticate users and delivering requested information, analytics cookies help to improve the content of the website and to increase its usability. For example, these cookies show the date and time of access to Alliance2015 website or the pages viewed or help to identify difficulties that may be encountered during navigation and to develop tools and algorithms to prevent violations.
No information is collected that could be used by Alliance2015 to personally identify website visitors. Each browser (Internet Explorer, Safari, Firefox, Google Chrome, etc.) has its own cookie configuration mode enabling to easily delete, disable or accept cookies.
5. Duration of the Processing
Alliance2015 only retains data for as long as necessary for an ongoing legitimate working relation or when there is a legal need to do so. Alliance2015 deletes personal data as soon as individual consent is withdrawn, when data is no longer relevant to Alliance2015 permitted purposes, or when Alliance2015 is no longer legally required to store such data.
Alliance2015 will store your information as long as you use our Services or you are a member of our network and until five years after your last use of our Services or the termination of the membership.
6. Controlling your personal information
Your personal information is fully accessible by contacting Alliance2015 at the email address [info@alliance2015.org]. We can also transfer the data collected pursuant to the association contract to another association (data portability).
If you believe that any information we are holding about you is incorrect or incomplete, please write to or email us as soon as possible at the address [info@alliance2015.org]. We will promptly correct any information found to be incorrect.
If you want to be completely removed from our database or if you want a restriction of your data processing, please send an email to [info@alliance2015.org] or alternatively you can use the unsubscribe button which may be contained in the communication. If you are a member of the association, be aware that the fact that you ask to be removed from our database or to limit our access to your data makes us unable to convene you to the meetings or other activities of the association.
If you are concerned that we have not complied with your legal rights or applicable privacy laws, you may contact the CPP (Commission for the Protection of Privacy www.privacycommission.be) (which is the regulator responsible for data protection in Belgium, where Alliance2015 is located).
Alternatively, if you are located outside of Belgium, you may contact your local data protection authority.
7. Security
We take precautions to protect your information both online and offline. Only employees who need the information to perform specific actions are granted access to personally identifiable information.
The computers/servers on which we store personally identifiable information are protected and kept in a secure environment.
8. Applicant data
Alliance2015 is committed to protecting the privacy and personal data of job applicant data.
9. Update
This policy is updated from time to time. The latest version is available on this page and has been published on 02/04/2024. We advise you to review this page periodically for any changes. These changes are effective immediately, after they are posted on this page.
11. Contact
If you have any questions about this policy, please email info@alliance2015.org
