Privacy statement – Processing of personal data

This Privacy Statement describes how Earma ASBL, with registered offices at Joseph Street II 36-38 at 1000 Brussels (Belgium), company number 0831.444.012 (“we”) processes your personal data in the context of its activities.


We endeavour to process your personal data in compliance with the European Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation or “GDPR”).

The Processing

In the context of our activities, we process your personal data for various purposes:

Management of conference participants (contractual necessity) (explicit consent)

  • Identification data
  • Financial data (payment details)
  • Memberships of other (research)organizations
  • Limited health data (e.g. allergies and dietary restrictions)

Management of students (contractual necessity) (explicit consent)

  • Identification data
  • Financial data (payment details)
  • Memberships of other (research)organizations
  • Limited health data (e.g. allergies and dietary restrictions)

Supplier management (contractual necessity)

  • Identification data
  • Financial data (payment details)
  • Professional information (education and profession)

Membership management (legitimate interest, i.e. the freedom of association)

  • Identification data
  • Personal characteristics (e.g. gender)
  • Financial data
  • Education, trainings and profession

Direct marketing (legitimate interest, i.e the freedom of entrepreneurship) (consent)

  • Identification and contact details

Compliance with our legal obligations (legal obligation)

  • Identification data
  • Financial data (payment details)

The legal ground is indicated for each processing.

The personal data may be collected directly from you, through our website or from third parties, such as your employer or public websites (e.g. LinkedIn, social media, …).

If the legal ground is a contractual necessity or a legal obligation, then the personal data must be provided to enable the execution and performance of the agreement or to comply with a legal obligation. In the absence of this information, the execution and performance of the agreement shall not be possible or you may not become a member.


The retention period of your personal data is limited to:

  • Management of conference participants: 5 years after the end of the year of participation;
  • Management of students: 10 years after the end of the year of the participation;
  • Supplier management: 10 years after the end of the supplier relationship;
  • Member management: 10 years after the end of the membership;
  • Direct marketing: 5 years after the last meaningful contact.
  • Compliance with our legal obligations: retention in accordance with the legal retention periods.

Additional information regarding the recipients of your personal data

We may share your personal data under certain circumstances to a limited number of recipients:

  • We share your personal information with banks, insurance companies and other partners in order to make or receive payments;
  • We share your personal data with government departments in the context of legal obligations;
  • We share personal data from award applications with our sister association if the award stems from a joint initiative;
  • We share your (student) personal data (name) with tutors/trainers;
  • We share the names of our registered participants with our gold and platinum sponsors;
  • We can possibly call on a number of technical processors, such as e.g. hosting of website and files, provided the implementation of the necessary processing agreements;
  • We share your data with assistance organizations in the context of specific assistance, accidents, breaches or emergencies;
  • We publish photographic and visual material relating to EARMA to our website, making it accessible to third parties.
  • We share your data with our professional advisors and lawyers.
  • We share limited identification and contact data of EARMA members with EARMA members


We may transfer personal data outside the European Economic Area:

  • Canada : the European Commission has recognized Canada (commercial organizations) as providing an adequate level of data protection.
  • USA, subject to the EU-U.S. Privacy Shield principles regarding the collection, use, sharing and retention of personal data from the European Economic Area, as described in the EU-U.S. Privacy Shield certifications

Implementation of security measures

We have implemented an adequate system of protection of your personal data. Nevertheless, no security system can guaranty 100% of security. We strive to continuously improve the safety of our system. You also have an important role to play in the security of your personal data, e.g. by keeping your account details, if any, confidential and ensuring its adequate security.

What rights do you have?

The General Data Protection Regulation grants you a number of rights with regard to your personal data:

  • to access and receive a copy of your personal data
  • to oppose the processing of your personal data for direct marketing purposes and the right to object to the processing based on circumstances related to your specific situation;
  • to rectify your personal data;
  • to restrict the processing and the right to be forgotten;
  • When the processing is based on consent, to retract your consent at any time;
  • When the processing is based on consent or on a contract, to data portability;
  • to lodge a complaint with the competent Data Protection Authority.

To exercise these rights, the General Data Protection Regulation imposes restrictions and conditions. In case of doubt, you can always contact us at the address mentioned below.
If we have reasonable doubt about your identity, we can ask you to prove your identity on the basis of a copy or scan of the front of your ID or any other relevant document adducing evidence of your identity.

How to contact us

You can always contact us via the contact details below:

privacy@earma.org

Updates

We reserve the right to update this privacy statement from time to time. In that case, we will notify you by e-mail.