Privacy policy

Applicable law

The processing of personal data (hereinafter “the data”) covered by this privacy policy is subject to Belgian law, in particular Regulation (EU) 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, hereinafter referred to as “the privacy legislation”.

Data controller

The controller responsible for processing your personal data is the company / association designated as responsible for the event / activity (hereinafter “event”) for which you register. Contact details are available on the website of the event for which you register.

Meet U There organises the event on behalf of the company / association named above. Meet U There is therefore considered the processor acting for the data controller for the purposes of the privacy legislation.

Who does our data protection policy apply to?

This policy applies to our current and former customers (registered for our events). It also applies to all our current and former suppliers, as well as current and former speakers.

Categories of data processed

We may process the following types of data, depending on our relationship with you and on the type of event you are involved in:

Surname, first name, gender, language, job title
Your business details: postal address, landline and / or mobile telephone number, e-mail address
Your company’s details: name, legal form, postal address, landline and / or mobile telephone number, e-mail address, VAT number and company registration number, contact persons
Invoicing address
Transaction, contract and payment history
Financial data (e.g. bank account number, credit card)
Specific data relating to the activities you take part in: e.g. your size, shoe size, passport / identity card number (processed for security purposes), etc.
Date of registration and source of the information
Photographs taken during the event

Use of your data and legal basis

With your consent (legal basis: article 6a of the privacy legislation) we collect and process data for the following specific purposes:

To answer questions submitted through our website or another communication channel
To send you the newsletters you have subscribed to.

You may withdraw your consent at any time (see below, “Exercising your rights”).

In the context of requests for quotations or the performance of your contract (legal basis: article 6b of the privacy legislation) we collect and process data for the following specific purposes:

To manage your participation in the events / activities you register for
To perform your contract or handle your request for a quotation
For the general administration of our customers and suppliers, including accounting, the handling of disputes and legal proceedings, the recovery or assignment of claims and the protection of our rights in general

Where we have a legitimate interest in the context of our marketing activities or in the practical running of our business (legal basis: article 6f of the privacy legislation), we collect and process data for the following specific purposes:

In accordance with the law, we may send you e-mails about our activities on the basis of your implied consent where you provided us with your e-mail address when entering into a contract. You may object to such use at any time (you can simply unsubscribe by clicking the link at the bottom of every e-mail).
To contact you for the purpose of marketing our products and services, where applicable on the basis of your marketing profile
To contact you as a possible candidate speaker when we are looking for speakers
To carry out research, tests and analyses (including customer or market research) with a view to improving our products, internal procedures and general service
To carry out statistical or trend analyses for financial management, marketing or reporting purposes
To prevent or combat fraud and abuse

To comply with the legal requirements we are subject to (legal basis: article 6c of the privacy legislation):

In certain cases we are also subject to legal obligations that require the processing and / or transfer of certain personal data to the administrative authorities or to bodies designated by law.

Transfer of your personal data to third parties

Your data may be disclosed to third parties in the following cases:

In the context of services, we ask our processors to act on our behalf (e.g. Meet U There, which organises the event on our behalf, our IT processors, e-mail platforms, debt collection agencies, etc.) and exclusively in accordance with our instructions
To our legal successors
To companies belonging to the same group, for similar purposes
To certain authorities, in order to comply with our legal obligations

Transfer of data outside the European Union

Your personal data is not transferred outside the European Union.

How long is your data stored in our database?

Your personal data is not kept longer than necessary for the intended purposes. The retention period may vary depending on the purpose for which the data is processed.

Customers: 10 years after your last participation in one of our events. This retention period does not apply if you have an outstanding debt. In that case your data is kept for as long as the debt remains outstanding.
Suppliers: 10 years after the expiry date of your contract
Newsletter: until you unsubscribe from the newsletter
Archiving: your personal data may also be kept longer for other purposes, for example to comply with our legal obligations (e.g. accounting and tax obligations) or if we need to submit certain information as evidence in legal proceedings. Access to archived data is restricted.

Security of your data

We do everything we can to take the organisational and technical security measures that are appropriate and necessary to protect your data and respect your privacy, in particular to prevent the loss, unlawful use or alteration of the information we collect.

Our staff members who have access to your data are informed that they process personal data protected by law, and may only use that data to the extent necessary to carry out their duties properly.

Your rights and how to exercise them

Right of access and rectification

In accordance with the privacy legislation, you have the right to access your data. You also have the right to ask us to correct inaccurate information about you or to complete incomplete information.

The right to withdraw your consent

If you have given your consent for the processing of your personal data, you may withdraw that consent at any time.

Right to object

You have the right to object to the processing of your data at any time, without having to justify your decision, in the cases specified by law.

Right to erasure

You also have the right to request that your data be erased entirely from our database, in the cases specified by law.

Right to restriction of processing

If you contest the processing of your data, you may request the restriction of the processing of your personal data. In that case we will stop using your data until the dispute has been resolved.

Right to data portability

You may request the portability of the data you have provided to us. In that case we will send it to the recipient of your choice.

Exercising your rights

You must send us a written request. We reserve the right to ask you to prove your identity (to prevent your data from being disclosed to other people).

You can write to the address stated on the website concerned.

In accordance with the privacy legislation, your request will be handled within thirty days from the moment we have all the information needed to process it.

If your request is complex, this time limit may be extended by up to two months, but we will inform you in advance.

You may also lodge a complaint with the data protection authority at this address: Rue de la Presse 35, 1000 Brussels, or by e-mail to commission@privacycommission.be.

Privacy Statement