Privacy Policy

1. Who we are

‘We’, “us” or “our” means UCSIA VZW, with a registered office at Koningstraat 2, 2000 Antwerp and with company number BE0478834659. We will be considered a data controller for the personal data we collect in the context of your use of our website.

The sole purpose of this privacy policy is to provide you with information regarding the processing of personal data in the context of our website. For the processing of personal data in the context of our services, please refer to the existing agreements or contracts in this respect.

Your privacy is important to us. Hence, we have developed this privacy policy to provide you with more information regarding the collection, communication, transfer and use (‘processing’) of the personal data you share with us, as well as to provide you with more information regarding your rights. We therefore request that you read this privacy policy.

If you have any questions, comments or complaints regarding this privacy policy or the processing of your personal data or wish to request in accordance with Article 4, please contact us by any of the following means:

By e-mail: to info@ucsia.be,By post: to UCSIA VZW, Koningstraat 2, 2000 Antwerp.

This privacy policy was last updated on 09/12/2024.

2. How we use and collect your personal data

Personal data is any information about an identified or identifiable natural person. Identifiable refers to identifiers (such as name, identification number, location data, etc.) that can be used to directly or indirectly identify a natural person.

The personal data we collect is collected for the following purposes:

  • If you use the contact form on our website, we will use your personal data to respond to your request either via e-mail or by phone.

  • We process your data to manage the registrations for the 2025 CEUC conference.

  • We process your personal data to support the website and improve your user experience. This purpose extends to monitoring the security, availability, (performance), capability, and health of our website.

  • We process your personal data to enforce or comply with rights granted under applicable law (such as bringing or defending against legal claims) if necessary. We may also use your personal data to fulfil our obligations under applicable law.

We collect the following categories of personal data:

  • Contact details: If you use the contact form, you will be asked to provide the following information: name, e-mail address and personal data that you enter yourself in the free box (please do not enter sensitive information, such as health information, information regarding criminal convictions, or bank account numbers). This is information provided directly by you.

  • Personal data: We process personal data as part of the provision of services and customer management.

The legal grounds for using your personal data are:

  • Contractual ground, Art. 6, (1), b) AVG : the processing is necessary for the performance of the completed agreements in the employment contract.

  • Consent, Art. 6, (1)(a) AVG. We have obtained this unambiguous and explicit consent. You have the right to withdraw your consent at any time. This will not affect the lawfulness of the processing that occurred before the withdrawal of your consent.

  • Legitimate interest, Art. 6, (1), f) AVG : the processing is necessary for the protection of legitimate interests, i.e. supporting our website and improving its user-friendliness.

If the legal basis for processing your personal data is your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of the processing that happened before the withdrawal of your consent.

If the legal basis for the processing is our legitimate interest, you have the right to object to the processing as set out in Article 4 of this privacy policy.

Your personal data will only be used according to the purposes set out in Article 2.2.

3. Retention of your personal data and deletion

Your personal data will not be kept longer than necessary to fulfil the purposes for which it was collected.

If you use the contact form on our website, your personal data will be kept for 3 years after the last contact;

Data for the management of our customer database are kept for 7 years after the end of the agreement or 3 years if no agreement was concluded;

Personal data processed to support the website and improve your user experience on the website are kept following the retention periods that can be found in our Cookie Policy;

However, we are entitled to keep your personal data if this is necessary to comply with our legal obligations, to bring a legal claim or to defend ourselves against such claim or for evidentiary reasons.

Accounting data may possibly justify a longer retention period according to the relevant legal provisions. Other data that may be necessary for an efficient after-sales service or future services are kept anonymised to the extent possible so that they are not traceable to identifiable individuals.

If you withdraw your consent or object to the processing of personal data, and such objection is withheld, we will delete your personal data. However, we will keep the personal data necessary to respect your preferences in the future.

When retention of personal data is no longer required, we will destroy or delete it securely, or make it available to you.

4. Your rights as an individual

This article contains an overview of your most important rights in accordance with applicable data protection legislation. We have tried to summarise them for you in a clear and readable way.

If you wish to exercise any of your rights, please send us a written request following Article 1 of this Privacy Policy. We will endeavour to respond to your request without unreasonable delay, but in any event within one month from receipt of your request. If we are unable to respond within the aforementioned one-month period and wish to extend the period, or in case we will not respond to your request, we will notify you accordingly.

Right of access
If we process your personal data, you have the right to access your personal data as well as certain additional information as described in this privacy policy.

You have the right to receive from us a copy of your personal data in our possession, provided it does not adversely affect the rights and freedoms of others. The first copy will be provided to you free of charge, but we reserve the right to charge a reasonable fee if you request multiple copies.

Right of rectification
If the personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct this information, or to ask us – taking into account the purposes of the processing – to complete it.

Right to data erasure/oblivion
If any of the following applies, you have the right to obtain – without unreasonable delay – the erasure of your personal data:

  • Personal data are no longer needed for the purposes for which they were collected or otherwise processed;

  • You withdraw your consent on which the processing is based, and there is no other legal basis for processing your personal data;

  • Your personal data has been unlawfully processed;

  • Erasure of your personal data is necessary to comply with EU or Belgian law;
    There are certain exclusions to the right to data erasure. These exclusions include where processing is necessary,

  • For exercising the right to freedom of expression and information;

  • For public health reasons;

  • To archive in the public interest, or statistical purposes;

  • To fulfil a legal obligation; or,

  • For the establishment, exercise or substantiation of a legal claim.

Right to restriction of processing
You have the right to obtain the restriction of the processing of your personal data (meaning that the personal data may only be stored by us and used only for limited purposes), if any of the following applies:

  • You dispute the accuracy of the personal data, for a period of time that allows us to verify the accuracy of the personal data;

  • The processing is unlawful and you oppose the erasure of the personal data and request instead that its use be restricted;

  • We no longer need your personal data for processing purposes, but you need them for the establishment, exercise or defence of legal claims; or,

  • You have objected to the processing, pending the answer to whether our legitimate grounds outweigh yours.

In addition to our right to store your personal data, we can still process it, but only:

  • With your consent;

  • For bringing, exercising or defending legal action;

  • To protect the rights of another natural or legal person; or,

  • For reasons of public interest.

Before we lift the restriction on processing your personal data, you will be informed.

Right to portability of your personal data/data portability
If the processing of your personal data is based on your consent, and the processing is carried out through automated processes, you have the right to receive your personal data in a structured, common and machine-readable form. However, this right does not apply insofar as it would prejudice the rights and freedoms of others.

You also have the right, if technically possible, to have us transmit your personal data directly to another company.

Right to object
You have the right to object to the processing of your personal data at any time – on grounds relating to your particular situation – but only to the extent that the legal basis for the processing is that the processing is necessary for:

The performance of a task of public interest or in the exercise of a task in the exercise of public authority vested in us;

The pursuit of our legitimate interests or those of a third party.

If you object to the processing of your personal data, we will no longer process the personal data unless we can demonstrate legitimate interests for processing that outweigh the interests or fundamental rights and freedoms of you.

Where your personal data are processed for the purpose of direct marketing, whether initial or further processing, you have the right to object to such processing at any time and free of charge, including in the case of profiling insofar as it relates to direct marketing. If you raise such an objection, we will stop processing your personal data for this purpose.

Right to complain with a supervisory authority
If you believe that the processing of your personal data carried out by us violates data protection legislation, you have the right to lodge a complaint with a data protection supervisory authority. You can do so in the EU Member State of your habitual residence, of the place where you work or of the place where the alleged breach took place. In Belgium, you can complain to the Data Protection Authority, Rue du Printing Press 35, 1000 Brussels (contact@apd-gba.be).

5. Disclosure of your personal data to third parties

If you are a customer of ours, we may disclose your personal data to suppliers or partners with whom we have contracted to provide services to you. If you are a supplier or a partner of ours, we may disclose your personal data to our customers to contact you.

We may disclose your personal data to our possible legal successors and affiliates, such as subsidiaries and sister companies, for the same purposes as stated in this Privacy Statement. For some aspects of our products and services, we work with third parties or engage subcontractors. The transfer of your data is only for the same purposes as UCSIA VZW itself. We ensure that, like us, they manage your data securely and respectfully.

Providing access to your data may be necessary for legal purposes. In such a case, we will be obliged to comply. We may also provide your personal data if this is necessary to protect the vital interests of another natural person.

6. Transfer of personal data

We endeavour to limit the transfer and processing of personal data to countries within the European Economic Area or to countries that ensure an adequate level of protection equivalent to that guaranteed under the AVG and this privacy policy. In the case of processing outside the borders of the European Economic Area, we will provide you with further clarification upon written request.

7. Cookies

Our website uses cookies. For further information please refer to our cookie policy.

8. Changes to the privacy policy

From time to time, we may make changes to this privacy policy. The most recent version of the privacy policy can always be consulted on the website.