1. Introduction
Through this statement FIAT/IFTA informs all those from whom it collects personal data about which kind of data FIAT/IFTA collects, how this happens, where these data are kept, what FIAT/IFTA does with these data, who has access to these data, to whom these data is distributed, what our legal basis is to keep these data, for how long we keep them, how it is protected and how people of whom FIAT/IFTA collects data can execute their rights regarding this data.
We will explain FIAT/IFTA’s answers to the questions above for every way in which FIAT/IFTA collects the data.
2. FIAT/IFTA Newsletter Registration
Which personal data do we collect?
To register for the FIAT/IFTA Newsletter we ask you to leave us your name and email address.
Where are the data kept?
If you register for the FIAT/IFTA Newsletter, we will manage your personal data via a mailing tool such as MailChimp.
What do we do with these data?
We use this data to send you the FIAT/IFTA newsletter, approximately 10 to 12 times per year and to analyse who has subscribed to our Newsletter. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA Webmaster has access to this data. Exceptionally, the FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Office and the FIAT/IFTA Membership Secretary will have access to this data.
To whom are these data distributed?
We will never intentionally communicate this data to any other party for their use, this FIAT/IFTA Privacy and Data Processing Statement
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: by registering to the FIAT/IFTA Newsletter, you actively agree that your data is used as described in this Privacy and Data Processing Statement.
For how long do we keep these data? What happens to the data after use?
We keep these data for as long as you stay subscribed to our newsletter. At the bottom of every Newsletter there’s a link that allows you to unsubscribe if you wish to do so. By following that link and unsubscribing, your name and email address will be automatically deleted from our Newsletter database.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For MailChimp these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
3. FIAT/IFTA Membership management
Which personal data do we collect?
When filling out the Membership Application form, we ask you to leave us your name, email address and telephone number. We also ask for other data such as invoicing information, but those are not considered personal data.
Where are the data kept?
The data you provide to us when filling out the Membership Application form are managed via a Customer Relationship Management tool, such as TeamLeader.
What do we do with these data?
We use these data to send you or to remind you about the yearly membership invoice, to keep track of the payments. We use it also to analyse the status and evolution of our membership and to identify areas in which our membership could be expanded. Very exceptionally we might use your email address to send you important updates via email about FIAT/IFTA as an association. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA Office has access to this data. Also the FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Treasurer and the FIAT/IFTA Membership Secretary will have access to this data. FIAT/IFTA might outsource some accountancy activities managed with the Customer Relationship Management tool to an external, commercial company. In that case the staff of this company will be subject to a non-disclosure agreement regarding these data.
To whom are these data distributed?
We will never intentionally communicate this data to any other party for their use, if this use doesn’t coincide strictly and only with ours.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: by filling out the Membership Application form, you explicitly agree that your data will be use as described. Next to that we invoke a contractual basis: by filling out the membership application form and later on by paying the membership fee a contractual agreement is established that stipulates the use of your data as described.
For how long do we keep these data? What happens to the data after use?
We keep these data as long as you are a member of FIAT/IFTA, but also afterwards.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For TeamLeader these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
4. FIAT/IFTA website information requests
Which personal data do we collect?
If you try to get in contact with FIAT/IFTA through the Contact Form on the FIAT/IFTA Website, we ask you to leave us your name and your email address.
Where are the data kept?
These data will be processed with email tools, such as Gmail.
What do we do with these data?
We use these data to answer your question and to analyse the questions that have reached us, in order to improve the content of our information. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA Officer has access to this data. Dependent on the nature of the question, the FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Treasurer, the FIAT/IFTA Membership Secretary or members of the FIAT/IFTA commissions will have access to this data.
To whom are these data distributed?
We will never intentionally communicate this data to any other party for their use, if this use doesn’t coincide strictly and only with ours.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: by filling out and sending the request, you actively agree that your data is used as described in this FIAT/IFTA Privacy and Data Processing Statement.
For how long do we keep these data? What happens to the data after use?
We keep this data until you ask us to remove it.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For GMail these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
5. FIAT/IFTA Surveys
Which personal data do we collect?
If you you fill out a FIAT/IFTA Survey, we ask you as an option to leave us your name, your employer and your email address. We also ask other data from you, but those can not be considered personal data.
Where are the data kept?
The data will be managed by survey tools, such as Google Forms and by processing tools, such as Google Spreadsheets.
What do we do with these data?
We use these data to get back in touch with you in case we have extra questions or to ask you to participate also in future surveys. If we promise a reward for one or more participants in the survey determined by a raffle, we will use your email address to contact you again in connection with the awarding of that reward. We don’t use this data for anything else. When we process the non-personal data that come out of the survey, we make sure that none of the answers is traceable to you, unless you give us your explicit, separate, active written agreement.
Who has access to these data?
The organising team of the survey, each of them members of the Commission who organises the respective survey will have access to this data.
To whom are these data distributed?
We will never intentionally communicate this data to any other party for their use, if this use doesn’t coincide strictly and only with ours.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent. By filling out a FIAT/IFTA Survey and approving the Privacy and Data Processing Statement mentioned or linked to in there, you actively agree that your data is used as described in this FIAT/IFTA Privacy and Data Processing Statement.
For how long do we keep these data? What happens to the data after use?
We keep this data until you ask us to remove it.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For Google Forms and Google Spreadsheets these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
6. FIAT/IFTA Events (World Conference, Seminars, …)
Which personal data do we collect?
When you register for a FIAT/IFTA event such as the World Conference, seminars, workshops and so on, we ask you your name, your email address, your function, your employer and your food preferences.
Where are the data kept?
These data are kept in registration tools such as, but not limited to, EventBrite.
What do we do with these data?
We use this data to register you for the respective event, to manage the admissions to it and to inform you about practical aspects such as changes to the program. We also use it to analyze the audience and audience evolution of the event, to manage catering services and to bring you in contact with other participants to the conference. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Office and the FIAT/IFTA Membership Secretary will have access to this data. Also, the event’s host organisation(s) and possibly also a company acting as events organisation agency may have access to this data. If we work with such an events organisation agency however, they will be bound to a non-disclosure agreement applying to this data.
Your name, your affiliation and your email address may be included in a printed list of all registered participants that will be distributed to all participants as part of the conference information pack.
To whom are these data distributed?
Your name, your affiliation and your email address may be included in a printed list of all registered participants that will be distributed to all participants as part of the conference information pack. This implies that you agree that other conference participants may contact you in order to arrange meetings or provide information to you during or after the event.
Outside of what is mentioned above, we will never intentionally communicate this data to any other party for their use, if this use doesn’t coincide strictly and only with ours.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: by registering for a FIAT/IFTA event and approving the Privacy and Data Processing Statement included in the registration form, you actively agree that your data is used as described in this FIAT/IFTA Privacy and Data Processing Statement. Next to that we also invoke a contractual basis: by filling out the events registration form and later on by paying the registration fee a contractual agreement is established.
For how long do we keep these data? What happens to the data after use?
We keep this data until you ask us to remove it.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For EventBrite these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
7. Cookies on fiatifta.org
Which personal data do we collect?
When you visit fiatifta.org and you agree with our cookie policy, we collect the IP address of your device, your location and with which kind of browser you have visited our website.
Where are the data kept?
We keep this data via a Google Analytics account and in our Content Management System tool, such as WordPress.
What do we do with these data?
We use this data to improve your web experience on our website and to analyze where the visitors to our website come from. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA Webmaster has access to this data. Exceptionally, the FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Office and the FIAT/IFTA Membership Secretary will have access to this data.
To whom are these data distributed?
We will never intentionally communicate this data to any other party for their use, if this use doesn’t coincide strictly and only with ours.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: by visiting the FIAT/IFTA website and clicking the cookie consent, you actively agree that your data is used as described in this FIAT/IFTA Privacy and Data Processing Statement.
For how long do we keep these data? What happens to the data after use?
We keep this data until you delete the cookies from your browser application.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For Google Analytics and WordPress these measures are set in the terms of use of the tool. They include a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
8. Online publication of pictures and videos made at events
Which personal data do we collect?
During the FIAT/IFTA events (World Conference, seminars, workshops etc.) we sometimes make moving or still images on which you might be recognizable and / or we record your voice as a participant in the conference presentations or debates or as an interviewer or interviewee. You might be recognizable on these pictures and audio or video recordings.
Where are the data kept?
We keep these data on file systems and cloud storage tools, such as Dropbox and Google Drive and a Content Management System tool such as WordPress. Next to that we might also keep a part of the data on our website and on publication and social media platforms such as Twitter, Facebook, LinkedIn and Youtube.
What do we do with these data?
We use the data to communicate about our events on public fora and in our communication with current and future members, partners and sponsors: to illustrate its proceedings, the content and the atmosphere. We don’t use this data for anything else.
Who has access to these data?
The FIAT/IFTA Webmaster has access to this data, together with the FIAT/IFTA President, the FIAT/IFTA Secretary General, the FIAT/IFTA Office and the FIAT/IFTA Membership Secretary. Also current and future members, partners and sponsors may access parts of this data. Once published the full audience on a publication platform the full audience of these platforms will have access to this data.
To whom are these data distributed?
We may show these data on our social media accounts and on our website, to all the audiences of these platforms. As such, the distribution of these data is limited only by the terms and conditions of these fora. We may also use these data in our publications such as, but not limited to, our sponsorship brochure.
What is our legal basis to process these data?
Our legal basis to process these data can be defined as explicit consent: at the registration for the FIAT/IFTA events, you have the chance to actively agree that pictures or videos in which you appear may be used as described.
For how long do we keep these data? What happens to the data after use?
We keep this data until you ask us to remove it.
How is this data protected?
The data is protected via the security and privacy measures of the tool with which it is managed. For WordPress, the FIAT/IFTA website and the social media platforms these measures are set in the terms of use of the tools and platforms. For WordPress this includes a password protection.
How can I view, alter or delete this data, object to its preservation, apply my right to be forgotten? How can I withdraw my permissions, execute my transferability rights, refuse to profiling or limit the processing of my data?
You can execute all the rights above my sending an email to office@fiatifta.org in which you explain what you would like us to do. The person charged with Data Protection Officer (DPO) tasks will then follow up on your request.
