Your right to privacy and security of the information or data that you share with us is the primary concern of Downtown Europe. The company is committed to protecting your privacy by complying with the Law No. 78-17 of 6 January 1978, as amended, on data processing, files and freedoms as well as those of the General Data Protection Regulation (EU) No. 2016/679 of 27 April 2016.

As a Professional Congress Organiser, Downtown Europe is responsible for the protection of all data collected and for how your data will be used, for which purpose, and this, during all the legal duration of it.

By registering on any platform designed by Downtown Europe for attending a Congress, a Conference, a Meeting or any other Events, you declare that you accept without reservation the terms of this Privacy Policy. Downtown Europe may freely modify this Personal Data Protection Policy. Any changes will take effect upon publication.

  1. Wo is responsible for the treatment of your personal data?

The data controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing.

The data controller is:

Downtown Europe

Avenue A. J. Slegers, 397/2, 1200 Brussels – Belgium

  1. What kind of data is collected and how?

As data controller, we may process all or part of the following data when you are registering for attending an event organised by Downtown Europe:

  • Name
  • First name
  • Gender
  • Date of Birth
  • Place of birth
  • Nationality
  • Current position
  • Phone number
  • E-mail address
  • Postal address
  • Reference number
  • RIZIV/INAMI number
  • Passport and/or ID number
  • Passport or ID issue date
  • Expiration date
  • Credit card number
  • Picture
  • Short biographies for speakers
  • Bank account
  • Information regarding your accommodation hotel
  • Information regarding your flight/train schedule
  1. Why are we collecting your data?

When you will attend to an event, we are collecting and using this data in order:

  • to invite you to events, congresses or conferences,
  • to organise your travel (train/flight schedule) and issue your tickets,
  • to book your accommodation,
  • to prepare your attendance to the congress/conference or meeting in the most suitable conditions,
  • to provide you with quality services in full accordance with who you are,
  • to simplify your access to the event’ venue,
  • to answer properly to your request and questions,
  • to address your invoice, and any other requested payment or reimbursement,
  • to realise satisfaction survey.

When you are visiting our website, we might also use cookies in order:

  • to establish statistics and volumes of visits (number of pages viewed, number of visits, activity, frequency of return, etc.),
  • to adapt the presentation of our site to your device’s display preferences (display resolution, operating system, etc.),
  • to facilitate your use of our site.

If you follow a link from our site to another this Privacy Policy will no longer apply. We are not responsible for the personal information handling practices of any third-party sites.

  1. Will you receive any annual information regarding some events?

For some annual congresses (such as the BSC and the BHRM congresses) that we organise, you will be asked if you wish to be informed to the future congresses.

Unless you unsubscribe, we will continue to e-mail you with the latest information related to our congresses, education offerings, news and other information which we think you will find of interest. Kindly note that n unsubscribe link is also included on each email that give you information about future congresses.

Without consent, no communication or solicitation will be sent to you.

  1. Is your data shared with third parties?

Our Project Coordinators, briefed and aware of the GDPR, will make sure the data are properly handled and used. The access of database will indeed be restricted to a limited number of known users from both the events team and contractors. Otherwise, data will not be transferred to any third parties without a previous authorisation.

  1. How is stored your data, how is it secured and how many times will it be stored?

We take special care in safeguarding the personal data of all participants and a number of measures are in place to ensure any document containing personal data is securely shared and disposed of (encryption, minimum storage of data in a physical form, password protection of files containing such data, only what is necessary is shared, etc.). Moreover, when organising events, we always seek the participants’ agreement and consent not only to the processing of data but also to the use of image in photos or videos related to the event. We facilitate the necessary information about this through disclaimers as appropriate and remain reachable for any question from participants.

Downtown Europe uses the event management software Aventri, which offers, among other features, a safe storage of data on a secure server based in Europe and compliant with the GDPR too. All data is collected using a secure protocol: HTTPS (128-bit SSL). Data in transit is encrypted using AES with 128bit Rijndael keys. PCI data remains encrypted in the same way at rest. Data backups are performed daily and retained for up to 35 days.

Aventri will retain personal information from Downtown Europe itself and Event Attendees, and process on behalf of us, for as long as necessary to provide services and will maintain any such information controlled by Downtown Europe and in accordance with our instructions.

Personal data collected in the frame of a contract will not be stored after the completion and validation of the contract.

Contractual data is kept and archived for the duration necessary for contractual obligations (guarantee, compliance, etc.) as well as legal, accounting and tax obligations and/or during the applicable prescription periods.

  1. How can you exercise your rights?

Under the GDPR, you have:

  • The right to be informed,
  • The right of access to your own personal data,
  • The right to rectification (in certain circumstances this can be refused however),
  • The right to erasure (the right is not absolute and only applies in certain circumstances),
  • The right to restrict processing (the right is not absolute and only applies in certain circumstances),
  • The right to data portability,
  • The right to object,
  • Rights in relation to automated decision making and profiling.

 

If you wish to exercise your rights mentioned above, please contact us on conferences@downtowneurope.be and/or +32.2.732.35.20. You might be asked to prove your identity before processing your request. A confirmation will be sent to you within a maximum of two months from your date of receipt of your request.