The Foundation for European Progressive Studies (Hereafter : “FEPS” or “we” or “our”) is an international non-profit organisation with a registered office at Avenue des Arts, 46, 1000 Brussels, Belgique and registered with the Crossroads Bank of Enterprises under number 0896.230.213.
FEPS, jointly with its partners, is responsible for the processing of the personal data collected when you visit our websites https://www.feps-europe.eu/ and https://progressivepost.eu/ (hereinafter referred to as the “Website”) and when you participate in one of our events. In its quality of data Controller, FEPS is committed to protecting and respecting your privacy and to complying with applicable data privacy laws.
Here is how :
VISITING THE WEBSITE
You can visit our Website, learn about our activities and read our latest news without having to provide us with any personal information.
This data may be processed by third party service providers and processors we use in connection with the services they provide to us, including to support us in areas such as IT platform management or support services, infrastructure and application services, marketing, data analytics.
REGISTRATION AND PARTICIPATION TO AN EVENT
Purpose : In order to attend an offline or online public event organized by FEPS, you must register to this event. It is then necessary that you fill in a registration form.
The data you provide when filling in this form is processed in order to give you access to our event.
This data is also processed by FEPS for auditing purposes in order to report on its activities to the relevant entity.
Legal basis : The personal data processed is essential for the execution of the contract under which FEPS organizes events.
Categories of data : This may include your first and last name and your email address. All these data are essential. Without it, we cannot sign you up for the event and provide you with the information on such an event.
This data is collected directly from you when you fill in the registration form.
Recipients of the data : Your data may be processed by our IT services, for the purposes strictly necessary to comply with the instructions that we transmit to them.
Data could also be transmitted to our auditor or to our advisors, legal representatives and similar agents in connection with the advisory services they provide to us.
Duration : Data may be retained for 10 years after the end of the contractual relationship.
RECORDING AND SHARING OF THE EVENT
Purpose : FEPS may keep a recording or/and photographs (or screenshots) of the events organized and share this images on its different communication channels and social media accounts for multiple purposes :
- Archival purposes ;
- Accountability purposes ;
- Monitoring and Improvement of its activities purposes ;
- Promotion of its activities purposes (including the sharing of the recordings/images to participants who want to rewatch the event or people who were not able to attend the event).
Legal basis : It is within the legitimate interest of FEPS to conserve and share these images.
Categories of data : This may include videos and images (photographs or screenshots) taken during the event organized by FEPS as well as the names of the speakers who intervene during the event.
Recipients of the data : Your data may be shared among FEPS staff, members, people participating at the event or even with the public via FEPS’ social media accounts.
It can also be shared with our auditors.
Duration : Data may be retained as long as you do not oppose to the processing of your data.
APPLY FOR A JOB
Purpose : In the career section on FEPS’ website or directly by email, you can submit an application to a job at FEPS. When you send us a spontaneous application or when you respond to a job offer, your data will be processed at your request in order to evaluate the possibility of a contractual relationship.
Legal basis : The processing of that information is necessary in order to take steps at the request of the data subject prior to entering into a contract (a potential employment contract).
Categories of data : This can include your last name, first name, nationality, picture, address, phone number, email, date and place of birth, resume, references, and cover letter.
Recipients of the data : This data will be transmitted to the FEPS employees appointed and responsible for human resources in order to assess your application and give you an answer.
Duration : Recruitment data is kept for a maximum of 10 years for reporting purposes. The European Parliament may carry out checks on recruitments made by FEPS during this period. Thereafter, the data will be deleted.
Purpose : FEPS has a newsletter that aims to inform people about :
- its events and activities;
- different publications that might be of interest to them ;
- FEPS’ free magazine “The Progressive Post”.
FEPS processes your data in order to keep you informed about all these latest news. This communication is addressed via email to people who already showed their interest in FEPS activities and publications and/or who previously registered for our events.
Legal basis :
- The processing of your personal data is necessary for the performance of a contract, namely the free information service that FEPS provides through its newsletter.
- Our legitimate interest justifies that we send information about our upcoming events, news and publications to people who previously registered for one of our events.
Categories of data : your name, surname, email address.
Recipients of the data : This data can be processed by our emailing processor.
- If contract: We keep your data for this purpose until you ask us to stop which marks the termination of the contract.
- If legitimate interest: We keep your data for this purpose until you ask us to stop.
In every newsletter received, you will find a link that allows you to unsubscribe easily and immediately from these newsletters. You may do so at any time, and we will stop sending you our newsletter.”
PROMOTION OF OUR ACTIVITIES
Purpose : FEPS keeps track of the events you have attended to in order to identify topics which are of interest to you and to communicate with you on that subject. FEPS also keeps track of the topics you have identified as being of interest to you.
Based on this, we will be able to inform you specifically about our news and activities related to that specific topic.
Legal basis : Our legitimate interest justifies that we send information about events, news and publications to people who previously registered for one of our events and are interested in the subject matter of these events, news and publications.
Categories of data : your name, surname, email address, topics of interest.
Recipients of the data : This data can be processed by our emailing processor. Duration : We keep your data for this purpose until you ask us to stop.
MANAGEMENT OF THE JOURNALISTS DATABASE
Purpose : FEPS has a database with the contact details of journalists.
This data allows FEPS to contact, if necessary, any or all of the journalists listed in that database in order to propose them to cover an activity, an event, a publication or any other news related to FEPS activities.
Legal basis : It is FEPS’ legitimate interest to have at its disposal a list of journalists who have been in contact with FEPS in the past or could potentially be in contact with FEPS in the future or more fundamentally any journalist who could provide media coverage to FEPS’ activities.
Categories of data : the identification data, contact data of the journalist, profession and company.
Recipients of the data : This data is not transferred to any third party.
Duration : Data may be retained until the journalist ask to be removed from the database.
CONTACT REQUEST SUBMITTED THROUGH ONLINE CHANNELS
Purpose : Data is collected when you contact us by e-mail, phone, social media message or mail regarding our activities.
Legal basis : We use this information to respond to your inquiry, including providing you with all the information you have requested about our organisation and its activities. The data is processed at your request and based on your consent.
Categories of data : When submitting a contact request via our Website, we ask for your first name, organisation, email address and message.
Recipients of the data : This data is not shared with any third party outside the FEPS staff.
Duration : We keep the contact request for a period of 3 year after which these emails are deleted.
Purpose : The data that you communicate when interacting with our social networks profiles are or could be processed jointly by the social network and the administrator of this page for the collection of certain data by means of cookies, for the improvement by the social network of its advertising system, or for the obtaining of statistics of audience of the page.
Legal basis : These data will be processed by FEPS only in the framework of his legitimate interest to obtain statistics on the visitors of his page in order to adequately promote its page. The audience statistics established by the social network are only transmitted to the administrator of the page in an anonymized form.
Categories of data: In principle, we only process data relating to your interaction with FEPS’ accounts on social media. However, this may include data related to your account, data related to the content shared or communications you have with others.
Recipients of the data : Those data are not transmitted to any third party.
Duration : These data are or could be processed as long as the page exists and as long as you visit it.
The Privacy Policies of each social network used by FEPS can be found by clicking on the following links:
SECURITY AND MAINTENANCE OF THE INFRASTRUCTURES
The places where FEPS holds its events can be equipped with cameras in order to ensure the security of the infrastructure. In that case, FEPS does not have any access to the camera footages and does not process your data.
The data you create when you visit our website, register to an event, or subscribe to our newsletter may be used by FEPS for statistical purposes. In this case, the data is aggregated and anonymized and therefore no longer constitutes personal data.
LOCATION OF YOUR DATA
As a general rule, we keep your personal data within the European Union. However, some of our service providers, such as Zoom or Microsoft Teams, are located in countries outside the European Union (“non-member countries”). This means that your personal data can potentially be sent to non-member countries for whom the European Commission has not established an “adequacy decision”. In such cases, we ensure that this transfer is carried out in accordance with the applicable regulations and we ensure a sufficient level of protection of individuals’ privacy and fundamental rights (mainly through the European Commission’s standard contractual clauses and supplementary measures).
WHAT ARE YOUR RIGHTS?
Information – This right is exercised through this document. If the data processed includes the data of your staff, you are responsible for making them aware of this document.
Access and rectification – You have the right to access your data and to have them rectified if necessary.
You have the right to consult your data at any time and free of charge, by sending an email to email@example.com or a dated and signed letter to FEPS’ address . You also have the right to demand that incorrect data be corrected and that inappropriate or unnecessary data be deleted by sending an email to firstname.lastname@example.org or by sending us a dated and signed letter to the address of the FEPS’ headquarters.
Opposition – You may object to the processing of your data by FEPS on the basis of our legitimate interest. You will be able to exercise your right to object through the unsubscribe links available in the e-mails sent to you or you can directly object by sending an email to FEPS.
Withdrawing your consent – Where data is processed on the basis of your consent, you may withdraw this consent at any time, without calling into question the past processing.
Erasure – You may obtain the erasure of your data or the restriction of processing under the conditions set out in Articles 17 and 18 of the General Data Protection Regulation.
Portability – The data you have provided to us may be communicated or transmitted in electronic format.
HOW DO WE PROTECT YOUR DATA WHEN WE PROCESS IT
(a) Fairness: We will process Personal Data fairly. This means that we are transparent about how we process Personal Data and that we will process it in accordance with applicable law.
(b) Purpose limitation: We will process Personal Data for specified and lawful purposes, and will not process it in a manner that is incompatible with those purposes.
(c) Proportionality: We will process Personal Data in a way that is proportionate to the purposes which the processing is intended to achieve.
(d) Data accuracy: We take appropriate measures to ensure that the Personal Data that we hold about you is accurate, complete and, where necessary, kept up to date. However, it is also your responsibility to ensure that your Personal Data is kept as accurate, complete and current as possible by informing FEPS promptly of any changes or errors. You should notify us of any changes to the Personal Data that we hold about you (e.g. a change of address).
(e) Data security: We use appropriate technical and organisational measures to protect the Personal Data that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your Personal Data.
(f) Data processors: We may engage third parties to process Personal Data for and on behalf of FEPS. We require such data processors to process Personal Data and act strictly on our instructions and to take appropriate steps to ensure that Personal Data remains protected.
(g) Data Retention: We retain Personal Data we collect from you as long as you have not withdrawn your consent or as long as we have a legitimate interest as associations to do so.
The Controller of your data, The Foundation for European Progressive Studies whose registered office is located at Avenue des Arts, 46, 1000 Brussels, Belgium and registered with the Crossroads Bank of Enterprises under number 0896.230.213, is responsible for the processing of your data and is at your disposal for any question and, upon proof of identity, for any request relating to the rights set forth above.
If you would like more information, or if you wish to lodge a complaint, you can contact the Data Protection Authority (Rue de la Presse, 35 – 1000 Brussels, Tel. + 32 2 274 48 00 – email@example.com ; https://www.autoriteprotectiondonnees.be/citoyen/agir/introduire-une-plainte).
LINKS TO OTHER WEBSITES
Our Website may contain hyperlinks to websites owned and operated by third parties. Please note that these websites have their own privacy policies and that we are not responsible for the use that these websites make of the information collected when you click on these links. We invite you to read the privacy policies of these websites before submitting your personal data. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.