PRIVACY NOTICE – METERS AND MORE AISBL
Who is concerned by this privacy notice?
- Visitors of our website
- Candidates applying for a membership to the Association
- Members of the Association
- Personal contacts of the Association
- Board members of the Association
- Visitors of our social medias
(Hereinafter, referred to as “you”)
Who are we?
- Denomination: Meters and More AISBL
- Registered office: 1050 Brussels, Avenue Marnix 30
- Company number: 0824.390.132
(Hereinafter, referred to as “we” and the “Association”)
Objective of the privacy notice?
This privacy notice (hereinafter, referred to as the “Privacy Notice”) is provided to help you understand why and how we collect and use the personal data that you provide to us.
When you provide us with personal data, such data are processed under the control of the Association, in compliance with applicable data protection legislation, including the General Data Protection Regulation (“GDPR”).
Who is the data controller?
The Association is the data controller in the sense of the GDPR. This means that the Association decides on the purposes (the “why”) and the means (the “how) of the processing activities related to your personal data.
In which situations do we process your personal data?
- Visitors of our website
- Contact form on our website
What categories of personal data do we collect?
- First and last name
- Personal and/or professional email address that you chose to refer to us
- Other personal data that you voluntarily communicate to us in your message via the free text field
How do we collect these data? Directly from you (the data subject) via the contact form on our website
For what purposes?
- To receive your message/question via the contact form and to answer it
Based on what legal basis? By communicating your personal data via the use of the contact form, you give us your consent to collect and use such data for the purposes described above.
How long do we keep these data? 2 years
Do we share these data outside of the Association / outside EU-EEA? These personal data are where necessary only shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management. There is no transfer outside the EU/EEA.
- Newsletters for non-members of the Association
What categories of personal data do we collect?
- Personal/professional email address that you chose to refer to us
How do we collect these data? Directly from you (the data subject) via the contact form present on our website or via personal contact between you and the Association
For what purposes?
- To send you our newsletters
- To inform you about upcoming initiatives and events of the Association
Based on what legal basis?
- For visitors of the website:
- Either you gave the Association your explicit consent via our website to receive our newsletters and to stay informed about upcoming initiatives and events of the Association.
- Or via our contact form present on our website, you made it very clear in your message to the Association that you were interested by the services of the Association and by the upcoming initiatives and events. In this case, the legal basis would be the legitimate interest of the Association, for which we have internally carried out the “balancing test” between the interests of the Association and the ones of the data subjects.
- For personal contacts of the Association: In this case, the legal basis would be the legitimate interest of the Association, for which the Association has internally carried out the “balancing test” between the interests of the Association and the ones of the data subjects.
How long do we keep these data? As long as you are willing to receive our newsletters / information, i.e., until you decide to withdraw your consent. You can withdraw your consent at any time by clicking on the “unsubscribe” button in the emails containing our newsletter or any other initiative of the Association, without providing a reason for the withdrawal.
Do we share these data outside of the Association / outside EU-EEA? These personal data are where necessary only shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management. There is no transfer outside the EU/EEA.
- Use of cookies
The Association will only collect your personal information for the purposes described in this Privacy Notice and also through the use of certain cookies (for more information about the cookies, please visit our dedicated page: https://www.metersandmore.com/cookie-policy/).
- Candidates applying for a membership to the Association
What categories of personal data do we collect?
Personal data of member’s representatives (legal and technical experts):
- First and last name
- Personal and/or professional email address that you chose to refer to us
- Professional phone number
How do we collect these data? Directly from you (the data subject) when you fill in our application form.
For what purposes?
- To review your application form
- To register you as a member of the Association
Based on what legal basis? Performance of pre-contractual measures (Article 3 of the Statutes and accession agreement)
How long do we keep these data? During the application process. If you are selected to become a member, the following section (“members of the Association”) will apply to you. If you are not selected, or you decide to withdraw your application, we will ask you whether you want your personal data to be deleted. If you do not request deletion, your personal data will be automatically deleted 2 years after the last contact.
Do we share these data outside of the Association / outside EU-EEA? These personal data are only when necessary shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management. There is no transfer outside the EU/EEA.
- Members of the Association
What categories of personal data do we collect?
Personal data of member’s representatives (legal and technical experts):
- First and last name
- Personal and/or professional email address that you chose to refer to us
- Professional phone number
How do we collect these data? Directly from you (the data subject) when you fill in our application form.
For what purposes?
- To send you our invitations to meetings
- To inform you about upcoming initiatives from the Association
- To send you our newsletters
- To contact you for other business reasons
Based on what legal basis? Performance of a contract (Article 3 of the Statutes and accession agreement of the Association)
How long do we keep these data? As long as you are a Member of the Association
Do we share these data outside of the Association / outside EU-EEA? These personal data are only when necessary shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management. There is no transfer outside the EU/EEA.
- Members of the Board of Directors of the Association
What categories of personal data do we collect?
- First & last name
- Professional e-mail address
- Professional and personal phone number
- ID/passport numbers
- Copy of ID/passports
- Proof of residence for non-Belgian residents
How do we collect these data? Directly from you (the data subject).
For what purposes?
- To send you our newsletters
- To send you our invitations to meetings
- To inform you about upcoming activities of the Association
For the ID/passport related information:
- To proceed to publications to the Moniteur Belge and update the UBO register;
- Administrative procedures, e.g. opening bank accounts
Based on what legal basis? Performance of the contract (Article 3 of the Statutes and accession agreement of the Association) & for the ID/passport and proof of residence related information based on a legal obligation the Association is subject to.
How long do we keep these data? As long as you are a member of the Board of Directors of the Association.
Do we share these data outside of the Association / outside EU-EEA? These personal data are only when necessary shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management and the competent administrative authorities. There is no transfer outside the EU/EEA.
- Use of the private area on our website by the members of the Association
What categories of personal data do we collect?
- Login/Username
- Email address
- Password: the Association receives the information related to the first password you create until you change it. Therefore, for security and data protection reasons, we highly encourage you to change your password as soon as it is created. In that case, the Association will not know this second password.
In any case, please note that on this private area on our website, there will be only information related to the Association. No personal data about the members will be shared or disclosed (see below the purpose).
How do we collect these data? Directly from you (the data subject)
For what purposes? To give the members online access to the documentation of the Association
Based on what legal basis? Performance of the contract (Article 3 of the Statutes and accession agreement of the Association)
How long do we keep these data? As long as you are a member of the Association
Do we share these data outside of the Association / outside EEA? These personal data is only when necessary shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management and the competent administrative authorities. There is no transfer outside the EU/EEA.
- Visitors of the social media of the Association: LinkedIn and Twitter
What categories of personal data do we collect?
- Name/Pseudonym on social media
- Other personal data that you voluntarily communicate to us in your message via the free text field
How do we collect these data? Directly from you (the data subject)
For what purposes? The Association only manually reviews your messages and comments that you voluntarily communicate to us. There is no other use of your personal data by the Association.
Based on what legal basis? By commenting our publications via the social media or by sending us a message, you give us your implicit consent (a clear affirmative action) to collect and use such data for the above purpose.
How long do we keep these data? 2 years.
Do we share these data outside of the Association / outside EU-EEA? These personal data are only when necessary shared with our IT providers, an external consultancy company & a law firm assisting the Association in its day-to-day management. There is no transfer outside the EU/EEA.
What are your rights?
You have the following rights with regards to your personal data that we process, as explained above:
- The right to be informed. You have the right to be provided with clear, transparent, and easily understandable information about how we use your personal data and your rights related thereto. This is in part why we are providing you with this Privacy Notice.
- Right of access / right to obtain a copy. You have the right to ask us what personal data we have about you, to access such data and request to receive a copy thereof
- Right of rectification. If you think your data is out of date or incorrect, you have the right to ask us to correct/update it.
- Right of objection. You have the right to ask us not to process your personal data anymore if the processing is based on our legitimate interest.
- Right to be forgotten / erased. You have the right to ask us to erase your personal data.
Please note that your data protection rights based on the GDPR are not absolute rights and may be balanced with other fundamental rights.
Contact details
If you have a question about this or want to exercise your rights, please contact our DPO at:
You also have the right to lodge a complaint with the competent authority:
Data Protection Authority
Rue de la Presse 35
1000 Brussels
contact@apd-gba.be
Amendments to this Notice
The Association reserves the right to change this Privacy Notice from time to time without prior notice. Any modifications shall be effective from the time of publishing of the new Privacy Notice on our website.
We recommend that you check frequently our website to see if changes have been made. If significant changes, we will ensure to notify you.
Last update: 8 March 2023
