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Privacy Policy

Privacy Policy (updated 30th November 2023)

 

As you know, any company that maintains or processes personal data must comply with the General Data Protection Regulation (the "GDPR") which will apply from May 25, 2018.

The GDPR imposes on processors of data, the establishment of measures to ensure that these processes are carried out in a secure, transparent and legitimate manner, proportionate to their purpose and in accordance with the rights of the people to whom this data concerns.

ETIS is committed to complying with the GDPR for the benefit of its suppliers, partners, members and/or users of its services and in this context, sets up or updates the processes, policies and documents required for this purpose and in particular:

   • carried out an assessment of these processes;
   • established the data mapping required by the GDPR; 
   • determined a plan of action to ensure compliance of its operations with the GDPR;
   • Implements the actions recommended by the stated plan: the drafting and/or updating of the privacy policies and privacy statements required; the conclusion of the agreements required by the processing of personal data ("Data Controller"/"Data Processor"); the establishment and/or strengthening of procedures and processes to guarantee the security of personal data and respect for the rights of the people involved in this data.

If you would like more information in this regard or not to be included in our databases, please do not hesitate to send your questions or inquiries to the following address: info@etis.org.

 

 ETIS Privacy Statement

1. Who are we?

ETIS is a not-for-profit organization under Belgian law. Our address is Avenue Louise 65/11, 1050 Brussels, Belgium, and we are registered in the Belgian Crossroads Bank for Enterprises under enterprise number  BE 0536.130.183. Our further contact details can be found under point 16 of this privacy statement.

ETIS values its relationship with you, and is committed to protecting your privacy with respect to the personal data we collect from you. With this Privacy statement (hereafter referred to as “the Statement”), ETIS informs you of our privacy practices and how ETIS uses personal data, which is submitted by you to ETIS via its website.

This Statement applies only to the ETIS organization. Other websites that may be linked to this website are not be governed by this Statement. We encourage you to review each of these other website's privacy policies before disclosing any personal information.

Unless otherwise stated, ETIS is the data controller for the personal data collected under this Statement. A “data controller” refers to ETIS organization who determines the purposes for which and the manner in which any personal data are, or are to be, processed.

It is not our policy to intentionally collect or maintain information about anyone under the age of 16.

By using this Website you are agreeing to the use of your information as described in this Statement.

2. Which personal data do we collect?

We collect information about you from a variety of sources, including:

-      information we collect from you directly;

-      information we collect about you when you visit this website; that you provide through our Website, or through posting on any blogs, forums, wikis and other social media applications and services that we may provide.

-      information that you have made publicly available, such as social media posts;

-      information we collect when you take out a subscription to ETIS newsletters or other services, or when you order our product(s).

-      information we collect about you from other sources, such as commercially available sources, nominations by partners and corporate transactions such as mergers or transfers of assets.

Which personal data we collect, depends on your specific situation or request. For example, you may want to give us your name and contact information to communicate with you, or to do business with us if you are a supplier or a business partner. These personal data may include contact information such as your name, address, telephone number and e-mail address; financial information such as your credit card number; and other unique details such as your job details, user IDs and passwords, product and service preferences.

We do not seek sensitive information (e.g., data relating to race or ethnic origin, religious beliefs, criminal record, physical or mental health, or sexual orientation). If such information is however provided to us by you we will, where necessary, obtain your explicit consent to collect and use such information and in all other cases we will immediately delete it.

From time to time, we may also collect information that pertains to you indirectly through other sources, such as list vendors. When we do so, we ask the vendors to confirm that the information was legally acquired by the third party and that we have the right to obtain it from them and use it.

Through this Website, we also collect standard internet log information including your IP address, browser type and language, access times and referring website addresses. To ensure that this Website is well managed and to facilitate improved navigation, we or our service providers may also use cookies (small text files stored in a user’s browser) or Web beacons (electronic images that allow this Website to count visitors who have accessed a particular page and to access certain cookies) to collect aggregate data. Additional information on how we use cookies and other tracking technologies and how you can control these can be found in our cookie notice below.

Please note that this Website may host various blogs, forums, wikis and other social media applications or services that allow you to share content with other users (collectively “Social Media Applications”). Any personal information or other information that you contribute to any Social Media Application can be read, collected, and used by other users of that Social Media Application over whom we have little or no control. We will do our best to prevent the misuse of such information, however, we are not responsible for any other user’s use, misuse, or misappropriation of any personal information or other information that you contribute to any Social Media Application that the user grants access to. Please familiarize yourself with those their privacy statements to understand their practices.

3. Why do we need your data?

We use the data we collect for five basic purposes, described in more detail below: (1) to operate our business and provide, improve and personalize the services we offer, including the access to our platform, (2) to send communications, including promotional communications, (3) statistical purposes and aggregate insights, (4) marketing purposes, (5) developing services and customer support.

i. Providing and improving our services.

We use data to provide and improve the services we offer. This means that your data is used to allow us to manage our activities and to provide support to our partners, supporting parties, collaborators and guests. This implies in more detail, and without being limitative, that we need your data, and where required disclose your data:

-      to manage our records;

-      to ensure that content from our web sites is presented in the most effective manner for you and for your computer;

-      to verify your identity and to respond to any query you may raise with us, and to process your request and provide you with the best service possible;

-      to carry out our obligations arising from any contracts entered into between you and us;

-      to allow you to participate in interactive features of our services;

-      to notify you about changes to our services, changes to our terms, conditions, and policies and/or other administrative information;

-      prevent or detect any misuse or fraud;

-      for business operations.

We use data to develop aggregate analysis and business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of our business. If you sign up for these offerings, be aware that your information may also be collected by and shared with those third parties. We encourage you to familiarize yourself with their privacy policies to gain an understanding of the manner in which they will handle information about you.

ii. Communications

We use the data we collect to deliver and personalize our communications with you. The information you provide to us, as well as the information we have collected about you indirectly, may be used by us for marketing purposes. For example, we may contact you by email or other means to inform about news related to our services, how to use our services and products, upcoming events, security updates, and invitations to participate in a survey.

You may at any time choose not to receive marketing or other materials from us by following the unsubscribe instructions included in each e-mail you may receive, by indicating so when we call you, or by contacting us directly. Our contact details are mentioned hereunder under point 9.

We also enable communications between you and others through our services, including invitations for meetings and messages.

iii. Statistical purposes and aggregated insights

We use your data for statistical purposes and to produce aggregate insights. For example, we may use data to generate statistics about number of users, event participants, geographical breakdown, expertise and other, the number of ad impressions served or clicked on, or the demographic distribution of visitors to a site. We may use such aggregated statistics for marketing purposes.

iv. Online communication

We may, from time to time, “communicate” on our services on others' web sites. Please familiarize yourself with those website operators' or network advertisers' privacy statements to understand a.o. their practices relating to advertising, including what type of information they may collect about your internet usage.

We have also engaged with certain third parties to manage some of our communication activities on other sites. These third parties may use cookies and web beacons to collect information (such as your IP address) about your activities on our web site and others' web sites to provide you targeted advertisements regarding ETIS based upon your interests.

v. Developing services and customer support

We use data, including public feedback, to conduct research and development for the further development of our services in order to provide you and others with a better experience, drive working groups’ membership growth and engagement on our services, and help connect users to each other and to grow their business.

We use the data (which can include your communications) needed to investigate, respond to and resolve complaints and service issues (e.g., bugs).

4. What are the reasons and legal basis for our processing?

Processing personal data must of course be done for legitimate reasons only.

The information is only shared with partners in relation to the service delivery to execute the contract. Whenever the processing is based on your consent, you are entitled to withdraw your consent. If you want to do so, please contact us. Our contact details are mentioned under point 9 of this Statement.

We use your data as necessary to complete any transaction you have requested or authorized. When you provide payment data to make a purchase, we will share payment data with banks and other entities that process payment transactions or provide other financial services, and for fraud prevention.

We may provide your personal information to other entities that are “ETIS partners, supporting parties, collaborators or guests”, in order to provide you with information or advertisement that could be of interest to you and conduct market or other research provided it is accordance with applicable laws and regulations. If you do no longer wish to provide these information to other ETIS partners, supporting parties, collaborators or guests, please contact us or update your profile information on our website. Our contact details are mentioned under point 9 of this Statement.

We also share personal data with service providers working on our behalf for the purposes described in this Statement. For example, companies we have hired to assist in protecting and securing our systems and services may need access to personal data in order to provide those functions. In such cases, these companies must abide by our data privacy and security requirements and are not allowed to use personal data they receive from us for any other purpose.

Finally, we will access, transfer, disclose, and retain personal data, including your content when we have a good faith belief that doing so is necessary to:

  • comply with applicable law or respond to valid legal process, including from law enforcement or other government agencies;

  • protect our partners, supporting parties, collaborators or guests, for example to prevent spam or attempts to defraud users of our platform, or to help prevent the loss of life or serious injury of anyone;

  • operate and maintain the security of our platform, including to prevent or stop an attack on our computer systems or networks.

Please note that some of our products include links to products of third parties whose privacy practices differ from ours. If you provide personal data to any of those products, your data is governed by their privacy statements. Please familiarize yourself with those their privacy statements to understand their practices.

5. Where do we process and store your data?

Personal data collected by us is stored and processed by us and service providers that are subject to GDPR or appropriate mechanisms to safeguard your data as defined by European Commission regarding data transfer outside EEA or contractual clauses equivalent to it.

6. How long do we keep your data?

We will retain your data for as long as needed to provide you the requested services or as defined by local legislation on retention periods. If you wish to request the de-activation of your account, please contact us at info@etis.org.  We will retain and use your data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

7. How do we secure your data?

We intend to protect your personal data and to maintain its accuracy. We implement reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use and disclosure. We also require that our suppliers protect such information from unauthorized access, use and disclosure.

All information is stored in a secure location behind a firewall with limited administrative access. ETIS.org and ETIS.glueup.com are hosted and backed-up in data centers at multiple locations (inside and outside of Europe) that are Tier III designed and SSAE 16 Type II Certified, providing the most robust IT infrastructure facility available. The website and online community use the latest Cloud-based technology for the best user experience and the DNS is hosted in multiple geographic locations including a presence in Europe and employs anycast addressing which routes DNS requests to the closest geographic location.

ETIS Partners, supporting parties, collaborators or guestsdata is secure and inaccessible to non-ETIS partners, supporting parties, collaborators or guests. All members must maintain a username and password for community access. Initial member registration approval can occur one of two ways. First, members can register and be manually approved via an administrative approval process. Second, non-member importation can include private member known data that will be required as part of the registration and auto-approval process. Administrative backend accounts require a username and password and can only be managed by an administrator with account creation rights.

Administrators with the right to create accounts may create as many accounts as needed, each with different administrative accessibility (i.e. member profile management, donation management, store order management, mass emailing capability, etc.). Passwords are not stored in the database. New and changed passwords are "hashed” using industry-standard encryption techniques. Only hashed versions of passwords are stored. They cannot be decrypted.

The User assumes full responsibility for the protection of his computer system including computer hardware software and stored data on his computer system including hardware software and stored data of third parties who may access or be otherwise connected to the User's computer system. The User will assume the responsibility of ensuring that programs or other data downloaded or otherwise received from this website are free from viruses, worms, Trojan horses or other items of a destructive nature.

8. What are your rights?

We adhere to the European and national data protection law applicable in Belgium, which includes the following rights:

-      if the processing of personal data is based on your consent, you have a right to withdraw consent at any time for future processing;

-      you have a right to request from us access to and rectification of your personal data; you can send us a request to the contact details mentioned under point 9 of this Statement. In certain cases, you may have the ability to view or edit your personal information online. Before we are able to correct any inaccuracies, however, we may ask you to verify your identity and to provide other details to help us to respond to your request;

-      you have a right to object to the processing of your personal data, including the right to object to direct marketing;

-      you have a right to lodge a complaint with a data protection authority;

-      you have a right to erasure, also known as ‘the right to be forgotten’, when applicable under GDPR and local legislation. The broad principle underpinning this right is to enable you to request the deletion or removal of personal data whether there is no compelling reason for its continued processing.

9. Errors

Information contained in this website may contain technical inaccuracies or typographical mistakes. Information may be changed or updated without notice and any queries relating to the information including queries as to its currency and accuracy should be addressed to the person or persons stipulated in this Statement.  

10. Does this Statement apply to other linked sites?

No. ETIS.org and ETIS.glueup.com contains links to other Internet sites, resources and sources. By clicking on any ad banner or other link, you will be redirected off ETIS.org or ETIS.glueup.com and to third party websites. ETIS.org and ETIS.glueup.com are not responsible for the privacy policies of such sites. You should make sure that you read and understand the privacy policies of these sites and direct any concerns regarding external links to the site administrator or webmaster of that third party website.

11. How do I unsubscribe from emails?

All e-mails you receive from us will include specific instructions on how to unsubscribe, and you may unsubscribe at any time or change your email preferences within your profile settings.

12. Can I update/correct my information and change privacy preferences?

Yes. You have the right to access and correct your personal information and privacy preferences at any time. With respect to Profile Information, this may be accomplished by linking to your account at "Manage Profile", where you can view and make changes to your personal information. You may also access and correct your personal information and privacy preferences. Even if you update or remove your information from our live database, however, your personal data may be retained in our backup files and archives.

13. Technical platform

ETIS.org and ETIS.glueup.com are based on the glueup.com membership management software platform. Since 2013, glueup.com has been a global provider of online community software, membership software and association management software. The brand grew up to become an all-in-one engagement platform.Fast forward to 2020, Glue Up expanded its portfolio to bring communities and engagement to the center of attention, making clients' success their mission. Today, Glue Up empowers organisations, revolutionizing relationships, delivering long-term business value, and making modern engagement more purposeful.

14. Copyright

This website belongs in all respects to ETIS. All intellectual property rights including copyright, database rights and first publication rights, patents, registered trade marks, know-how, intellectual or industrial property rights, including format, art direction, look and feel and content subsisting throughout the World shall rest in ETIS. None of the data or content found on this website may be reproduced, published, distributed, posted or transferred modified or linked to another website without the express written permission of ETIS. Any trade mark logo crest or other identifiable emblem of ETIS shall remain the property of ETIS at all times and no licence or right to use any of the same shall be granted or implied in any way.

Users may not modify, copy, distribute, transmit, display, reproduce, publish, licence or create derivative works or sell any information obtained from the website. Users may download information or images for private non-commercial viewing purposes only unless permitted for the purpose of making an offer appropriate to the goods or services required. Permission is granted to electronically copy and print in hard copy portions of this site for the sole purpose of providing information to ETIS. Any other use of materials on this site (including reproduction for purposes other than those noted above and modification, distribution or re-publication) is strictly prohibited. Copyright and first publication rights including all other intellectual propriety rights in all images displayed shall vest in ETIS or the acknowledged copyright owner. Reproduction of any image is strictly prohibited unless authorised in writing by ETIS.

15. Availability of website

It is acknowledged by the User that it is not technically possible for ETIS to provide a completely fault-free service and ETIS gives no guarantees or warranties express or implied as to the quality or reliability of access to this site.

ETIS reserves the right to suspend or cancel this site or otherwise refuse access to it immediately and without notice for any reason including but not limited to maintenance repair or updating at any time at its absolute discretion.

16. Any questions or complaints?

Should you have any questions about the processing of your personal data, about exercising your rights or about our privacy policy, please feel free to contact us. The contact details are:

info@etis.org

or to ETIS, Avenue Louise 65/11, 1050 Bruxelles

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Privacy Commission. All information can be found at: https://www.privacycommission.be/burger

17. Changes to our Privacy Statement

We may modify or amend this Statement from time to time at our discretion. When we make changes to this Policy, we will amend the revision date at the top of this page, and such modified or amended Statement shall be effective as to you and your information as of that revision date. We encourage you to periodically review this Statement to be informed about how we are protecting your information.

 

Cookie Policy

1. What is a cookie and what is it used for?

This cookies policy applies to www.etis.org (Site).

A cookie is a small piece of data that is used to store information on your computer’s browser or program data subfolders when you visit a website. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website.

Our cookies have different functions. They are either necessary for the functioning of our services, help us improve our performance or give you extra functionalities. We use cookies that only remain on your device for as long as you keep your browser active (session) and cookies and similar technologies that remain on your device for a longer period (persistent). You’re free to block, delete, or disable these technologies if your device allows this. You can manage your cookies and your cookie preferences in your browser or device settings.

Our website uses various different types of cookies, each of which has a different function.

Generally, these technologies allow our sites, services, applications, and tools to store relevant information in your browser or device and later read that information in order to identify you to our servers or internal systems. We reserve the right to change this policy at any time.

Any changes in this policy will be effective from the date of publication on the Site.

1.1 Giving consent to the acceptance of cookies

Closing the information banner displayed at the first visit to the Site, by scrolling or clicking any element is consent to the use of cookies.

1.2 How can I disable cookies?

Most web browsers (Internet Explorer, Firefox, Google Chrome, etc.) are configured to automatically accept cookies. However, most web browsers allow some control of most cookies through the browser settings, including the disabling of cookies at any time.

You can select the browser you use from the list below and follow the instructions:

From mobile device:

To find out more about cookies, including how to manage and disable third-party or marketing/retargeting cookies, visit www.youronlinechoices.com. We wish to make you aware, however, that disabling technical/browsing cookies or functional cookies may prevent our website from functioning correctly and/or may not allow you to fully and effectively take advantage of the services we offer.

2. Technical or browsing cookies

These cookies enable the website to function correctly and allow you to view it in your language and for your market from the first time you access it. They also allow you to create an account, log in and manage your profile. If you are a registered user, these cookies mean you will be recognized as such when you access the services offered to our registered users. These cookies are necessary for the website to function.

The technical cookies provided by the site are:

  • Session cookies
    Session cookies expire at the end of your browser session and allow us to link your actions during that particular browser session.

3. Performance cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

4. Functional cookies

These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

5. Third-party cookies of marketing/retargeting

These are the cookies used by the third-party companies to show you ad banners on other websites. The usage of these cookies does not usually imply the processing of personal data but it may create a connection with your computer or other device by tracking the information stored in it: these cookies are then connected to the browser installed on your computer or other device used during the navigation on our website.