EPSI Privacy policy

Last updated: 01 Sep 2020

  1. 1- How to Contact Us
  2. 2- How is your Personal Information collected?
  3. 3- Use of Personal Information
  4. 4- Service provider (and third-party)
  5. 5- Security of Personal Information
  6. 6- Data Retention and Deletion
  7. 7- What are the legal grounds to process your data?
  8. 8- What rights do you have in relation to data processing?
  9. 9- Accessing and Correcting Your Personal Information
  10. 10- Use and deactivating cookies
  11. 11- Changes to the Privacy Policy
1. How to Contact Us

Welcome to the EPSI’s privacy notice.

EPSI is the data controller, with registered office at Rue Joseph II, 40 – Brussels – 1000 (Belgium), email: info@epsi.eu. You can contact the data protection officer (DPO) by writing to this email address.

2. How is your Personal Information collected?

EPSI collects and treats Client Personal Information representing organizations that have registered on our EPSI Member website using following address: www.member.epsi.eu

EPSI stores and process information that your browser or device sends whenever you visit the Member Website or use our Services, and we collect browser and device data as part of our Services for our Clients. When we collect this, the data can include :

  • Technical Data information such as your computer’s Internet Protocol (“IP”) addresses, browser type, device type, etc
  • Activity Data information like the Website pages or Services that you visit, the action and the time and date of your visit.
  • Business Data information coming from your requests, publications, conversations, searches, rating of other users interaction and of any other process executed within the EPSI Member Website.

3. Use of Personal Information
3a. What data is being collected?

EPSI collects only Client Personal Information that are necessary to manage the registration process and to provide the Client with the EPSI Services.

Such Client Personal Information will include his first and last name, organization description he/she represent (name, logo and any type of information aimed at characterizing the company), business email address, phone number and/or social network identifier.

3b. To what purpose do we collect and treat your data?

We hold and process all this information to:

  • verify your identity;
  • permit access to our Services;
  • administer and support your interaction with our Member website and Services;
  • provide Services to our Clients;
  • provide information and otherwise respond to your requests;
  • provide information to other affiliated EPSI Clients
  • carry out marketing analysis, enhance, improve, maintain and debug our Website and the Services;
  • prevent fraudulent use of our Website and our Services, and to prevent or take actions against such fraudulent use or violation of our Terms of Use or applicable law;
  • to communicate directly with you, including by sending you newsletters, EPSI updates, information about our Services, notify you about any changes to our business;
  • tailor content and other aspects of your experience on and in connection with our Member Website and Services; and
  • for any other purposes that we may disclose to you at the point at which we request your Personal Information, and pursuant to your consent

If you submit information through our Member Website to enquire about our Services, our organization, or an event or information posted on our Member Website, we will use such Personal Information to contact you in reply to your specific enquiry.  You may be asked at that time whether you would like to be on our mailing list to receive news and updates about our company and Services.  You may request to be removed from such mailing lists at any time by using the “unsubscribe” function in our electronic communications or by contacting us as provided in the How to Contact Us section of this Privacy Policy.

EPSI does not rent or sell Personal Information. Other than to our Client that is utilizing our Services, EPSI does not disclose Personal Information about you with other people or companies that are not affiliates, except under the circumstances of legal requests such as court orders, or legal process, in case of action regarding illegal activities, suspected fraud or situations involving potential threats to the physical safety of any person;

4. Service provider (third-party)

We may employ third-party companies and individuals (our “agents”) to facilitate our Services, to provide the Services on our behalf, to perform Service-related services and/or to assist us in analyzing how our Services are used. Examples may include processing and storing data, delivering messages, processing credit card payments, analyzing data, providing marketing assistance, supplementing the information you provide us in order to provide you with better service, and providing customer service. These third parties have access to your Personal Information only to perform specific tasks on our behalf and are underwritten obligation not to disclose or use your Personal Information for any purpose other than those disclosed in this Privacy Policy. Notwithstanding any legal and contractual obligations between our agents and us, we remain potentially liable for any misuse of your Personal Information.

5. Security of Personal Information

We have put in place appropriate security measures to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your Personal Information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Information on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected Personal Information breach and will notify you and any applicable regulator of a breach where we are legally required to do so. However and despite all the efforts, please be aware that no method of transmission over the internet, or method of electronic storage is 100% secure and we are unable to guarantee the absolute security of the Personal Information we have collected from you.

Nevertheless, we will always recommend that you also take your own precautions to protect your own Personal Information whilst using the Internet, including this Member Website (use a strong and safe password, no credential sharing, up to date anti-virus, etc).

6. Data Retention and Deletion

We will only retain your Personal Information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for Personal Information, we consider the amount, nature, and sensitivity of the Personal Information, the potential risk of harm from unauthorized use or disclosure of your Personal Information, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Some of our assignments cover programs spanning a number of years and we may retain your Personal Information in light of this duration.

In some circumstances we may anonymise your Personal Information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

7. What are the legal grounds to process your data?

Personal Information are processed with the consent of the recipient of the information, who may revoke this consent at any time. If you revoke consent, your Personal Information as well as your organization’s information will be deleted immediately which stop also the access to the EPSI Member Website and/or Services.

8. What rights do you have in relation to data processing?

Under certain circumstances, you have rights under data protection laws in relation to your Personal Information.

You have the right to:

  • Request access to your Personal Information (commonly known as a "data subject access request"). This enables you to receive a copy of the Personal Information we hold about you and to check that we are lawfully processing it.
  • Request correction of the Personal Information that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new information you provide to us.
  • Request erasure of your Personal Information. This enables you to ask us to delete or remove Personal Information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Information where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Information to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your Personal Information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.
  • Request restriction of processing of your Personal Information. This enables you to ask us to suspend the processing of your Personal Information in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful, but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your Personal Information to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your Personal Information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to access the Member Website or Services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

9. Accessing and Correcting Your Personal Information

Client Personal Information is accessible through the Member Website. Clients are able to access their Personal Information to update and correct their Personal Information.  If you no longer have access to the Member Website, you may submit a request to remove Personal Information you provided to us by emailing a request (see How to Contact Us section of this Privacy Policy). To protect your privacy and security, we will also take reasonable steps to verify your identity before changing your information.

We may decline to process requests that are unreasonably repetitive or systematic, require disproportionate technical effort, jeopardize the privacy of others, would be extremely impractical, or for which access is not otherwise required. In any case where we provide information access and correction, we perform this service free of charge, except if doing so would require a disproportionate effort.

10. Use and desactivating cookies

The Member Website uses cookies. We use cookies to gather information about your computer for our Services and to provide statistical information regarding the use of our Website. Such information will not identify you personally – it is statistical data about our visitors and their use of our Member Website.

All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. It should be noted however that cookies play an important role in the usability of the internet; deactivating them might worsen your browsing experience. Alternatively, you can also delete cookies from your browser at any time.

11. Changes to the Privacy Policy

We reserve the right to change our Privacy Policy at any time to reflect changes to the Member Website and customer feedback. Please regularly review these policies to be informed of how we are protecting your Personal Information. The link to this Privacy Policy stays available in the footer section of the Member Website without the need to be registered.