Equinet is committed to safeguarding the privacy of its website visitors and service users.
This policy applies to all personal data processed by Equinet, registered at Rue Royale 138, 1000 Brussels, Belgium. We strictly limit the processing of your personal information, and work only with other organisations who do the same. Our current website provider is Vertige ASBL, Rue Théodore Verhaegen 158, 1060 Saint-Gilles, Belgium.
In order to deliver its wide variety of services, notably the ones that are reliant on third-party digital services, Equinet has made sure to use the services of only those companies that have reached a proven high level of data privacy and that are GDPR-compliant.
Emails received through firstname.lastname@example.org are reviewed by staff members. Similarly, emails sent to our other Secretariat addresses are reviewed internally. Our current email service provider is Microsoft, through its Microsoft Office 365 Suite.
Information we receive by post is collected by one staff member, reviewed, and shared as necessary with other staff members.
Whether it regards emails or post communication, the Equinet Secretariat does not disclose the names of senders to any unconnected third party, and we will take the necessary measures to keep files secure.
We do not have a back-up policy for our communication. Each employee, as they see fit, may retain the content of specific communication that they receive and send, but we endeavor to keep this information stored securely.
When sensitive personal information (for instance a need for special assistance or accommodation, dietary restrictions or medical attention) is provided to us through email or event registration processes, we keep it strictly confidential unless it needs to be shared with an event venue for organisational purposes. If that is the case, it is anonymised as far as it is possible. The information will be kept in our records for financial reporting needs and deleted after a period of five accomplished years.
Telephone calls received on our number are serviced by Belgacom and are beyond our control. As a result, the traffic data for these calls may be retained in accordance with applicable laws.
We regularly receive employment information from prospective interns and employees. This information is stored internally until a recruitment procedure is underway. Then it may be shared with senior staff at the secretariat. If an individual becomes a candidate for employment, we may share the CV and other relevant information with our Board members. We file unsuccessful applications for one year with the consent of the individual applicant.
We keep all accounting and administration information for auditing purposes, in accordance with standard practice and Belgian law.
We work closely with our service provider, Vertige ASBL, to ensure that your personal information is protected. Vertige ASBL is based in Belgium. With regard to current data protection legislation, the company acts as a processor of data whereas Equinet is responsible as the data controller. Vertige will only use the logs and any other information for troubleshooting the services supplied and for monitoring of usage patterns for security purposes.
The processing of web usage data is kept to a minimum. Our current website management software only presents us with aggregate numbers of downloads of each document and does not provide us with access to IP logs. Any future development in our website infrastructure will adopt a privacy by design approach.
Cookies can apply in the collection of some statistics on the visits to and downloads from our website with Google Analytics. The information we gather on our audience covers demographics (language, country and city they check in from), system (browsers, operating systems and service providers) and mobile (operating system, service provider which refers to telecom companies here, and screen resolution), as well as the length of time spent on the website by users. All data collected are anonymized and deleted after 26 months, and we do not share it with third parties.
We run one open and one closed mailing list through Mailchimp and the membership of both lists is kept confidential, though this information is stored within Mailchimp for the purpose of list-management.
If you subscribe to the Equinet Newsletter, your e-mail address will only be used by the editor appointed by Equinet to send you the newsletter. Subscriber information will not be provided, rented or sold to any third party. Information about subscribers is only provided in a general, aggregate form, for example the number of subscribers.
Equinet only uses confirmed opt-in for subscribers to any mailing list. People interested in receiving the Equinet Newsletter have to confirm their subscription before it is effective. By using professional mailing list software (MailChimp), Equinet minimises the risk of abuse of the addresses by third parties. Subscribers can subscribe or unsubscribe themselves without any intervention from Equinet.
Equinet uses social media and social networking services to support its work. These applications require the use of third party service providers. Notably, we have Facebook, Twitter, Google (including Youtube) and LinkedIn accounts. Website cookies are linked to Twitter to provide the Twitter feed on our website.
Equinet will strive to keep your personal information accurate. If you require access to personal information we hold on you, wish to amend an inaccuracy, or have your information deleted from our files then please contact us at email@example.com.
Changes to this policy
In the event that this policy is changed at any time, the date and nature of the change will be clearly indicated in this document. In case that the change has a concrete impact on the handling of your personal information, we will contact you to seek your consent.
Equinet AiSBL is registered as an international not-for-profit organisation in Belgium – and our address is Equinet, Rue Royale 138, 1000 Brussels.
Updated 8 May 2018