Privacy statement

Your privacy is important to Flanders Vaccine. Therefore, at Flanders Vaccine, we are committed to safeguarding the privacy of your personal data. When visiting our website, your personal data is collected for certain specific purposes.

We ask that you read this Data Protection Notice carefully. It contains essential information about how your personal data are processed and for what purpose. By communicating your personal data, you expressly declare that you have taken note of this information.

For the collection and processing of your personal data, we respect the Belgian regulations regarding protection of personal data, as well as the General Data Protection Regulation (“GDPR”) or General Data Protection Regulation (“GDPR”) from its entry into force on May 25, 2018.

  1. Who are we and how to contact us?

Flanders Vaccine vzw is a Belgian non-profit organisation with registered offices at:
Agoralaan, building Abis
B-3590 Diepenbeek

Tel.: +32 11 28 69 04
BTW BE 0647 756 397

Any request related to this Privacy Policy of the way we handle your personal data may be sent to

  1. Which categories of personal data do we process and how do we collect them?
  • Contact data (your name, (company) address, job function, telephone numbers, e-mail address, etc.);
  • Information about your company and its industry;
  • Technical data and other data we collect when you use our website or connect with us in any way: this includes your IP address, your geographical location or your operating system when using the website;
  • When using the website: data that we have obtained from other sources (such as via Google Analytics);
  • When you attend any of our events, we may take pictures of you while participating and use these for promotional purposes via printed (flyer) or online communication channels (website, social media,…);
  • Invoicing and/or payment data, when amounts must be charged to you;
  • Your correspondence with us;
  • Other data that you share with us in any way, comments to our social media or website posts, data that we are required to collect through your (employer’s or company’s) use of our services, etc.;
  • Personal data that is collected from other sources.

The above mentioned data can, depending on the situation, be collected:

  • when using our website (application for membership or newsletter, contact form);
  • when communicating with us (email, business card, etc.);
  • when using our services, participating in activities (workshops, events, surveys, etc.);
  • when publicly reacting on our website or on (social) media on content of or about us;
  • when delivering services or products to us;
  • via third parties, such as:

o   the company you are representing
o   the government
o   public partners

We would like to mention that you are responsible for all information that you provide to us and that we rely on its accuracy. If your details are no longer up-to-date, we request to update them, or inform us as soon as possible. You are not obliged to communicate your personal data, but you understand that it is necessary for the provision of certain services.

Note that we also use cookies on our website that may collect data. For more information on how we use cookies and how these process your data, please consult our Cookie Policy.

  1. What are the purposes of the processing of your data? How do we use your data?

3.1 To provide our services and share information about these

  • To defend the interests of our members and strengthen our position;
  • To allow you to use our services, attend seminars and conferences, to provide you with the information you (your company or employer) are entitled to as a member, partner or as a participant or speaker, etc.;
  • To improve our products and services;
  • To provide you with the appropriate support;
  • To market our organisation and services, e.g. by publishing reports and pictures from past events.

3.2 To communicate

  • To communicate with you;
  • To provide you with (targeted) information about services and products (only if you are a member, based on legitimate interest, or if you have given permission for this, e.g. by subscribing to our newsletter). In any case, you can always unsubscribe from receiving more of these communications.
  • To communicate with relevant stakeholders and authorities, when (directly or indirectly) defending or promoting the interests of our members, such as your employer or company.

3.3 To optimise our website

  • To improve and, where possible, to personalise our website;
  • We use the analytical services of third parties (such as Google Analytics) to evaluate your use of the website, create reports on the activity, collect demographic data, analyse performance data, and collect other data on our website and internet usage. These third parties use cookies and other technologies to analyse the data and to provide the data to us. Please see our Cookie Policy for more information. We do not have access to these data ourselves.
  1. What are the legal bases to collect and process your data?

We only process and store your personal data if there is a legal basis to do so. This legal basis depends on each case and exists, inter alia, out of:

  • The necessity to perform our (pre-) contractual relations with you (such as communicate, provide services, defend your companies’ or employer’s interests, inform you as a speaker at a conference, etc.),
  • The necessity to comply with any legal obligation to which we are subject, such as when we must process your (employer’s or company’s) VAT-number for tax purposes or to send you invoices, or when we communicate with you as our member,
  • Our legitimate interests, such as when we contact you because we believe you may be interested in our activities (eg. as a speaker) or, when no other legal basis is available, in the protection and assertion of our legal rights, your legal rights or the legal rights of others.
  • Your free, specific and informed consent, e.g. when you register for a newsletter or for certain (targeted) offers (direct marketing).
  1. Transfer of your data to third parties

We will not disclose/transfer your data to third parties, except when such disclosure is necessary for:

  • The functioning of our organisation, such as to our service providers, such as our hosting provider who manages the space where (y)our data is stored, to our accountant or to others who need to have access to such data.
  • Compliance with a legal obligation to which we are subject (such as tax obligations or transfer of data in case of reorganisation or bankruptcy of Flanders Vaccine), in order to protect your vital interests or the vital interests of another natural person or where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

We only transfer your personal data to third parties in strict compliance with the applicable privacy legislation.

We process your data as much as possible within the European Union. We only process data or have data processed outside of the European Union if the same level of protection of your personal data as in the European Union is guaranteed in accordance with the applicable privacy legislation.

  1. Retaining and deleting personal data

Personal data is kept for as long as it is necessary to fulfil the purposes of our processing; unless a longer retention period is required or permitted by law.

Our data retention policies and procedures comply with our legal obligations in relation to the retention and deletion of personal data.

  1. Amendments

We may update this policy from time to time by publishing a new version on our website. When this is the case, you will be informed in due time via e-mail and/or via a banner on the website.

  1. What are the rights you can invoke?

In accordance with and under the conditions of the Belgian privacy legislation and the provisions of the General Data Protection Regulation (GDPR), we inform you that you have the following rights.  Some of the rights are complex, and not all of the details have been included in this paragraph. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under data protection law are:

(a) the right to access: you have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data (for free);

(b) the right to rectification: you have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed;

(c) the right to erasure: you can exercise your ‘right to be forgotten’ or request us to delete your personal data. We can refuse the erasure any personal data that is  necessary for us to perform a legal obligation, the performance of the agreement or our legitimate interest, as long as this data is necessary for the purposes for which it was collected;

(d) the right to restrict processing: you have the right to request us to restrict the processing of your personal data in the circumstances and under the conditions as determined by the General Data Protection Regulation or General Data Protection Regulation. We can refuse the restriction of processing of any personal data that is necessary for us to perform a legal obligation, the performance of the agreement or our legitimate interest, as long as this data is necessary for the purposes for which it was collected. You can always refuse any form of i) direct marketing, ii) profiling, iii) automatic decision-making, and you can retract/withdraw any permission you may have given in this regard;

(e) the right to data portability: you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. You have the right to transfer this data to another person responsible for processing. However, this right does not apply where it would adversely affect the rights and freedoms of others;

(f) the right to withdraw consent: if the processing of personal data is based on prior consent, you have the right to withdraw this consent. These personal data will then only be processed if we have another legal basis for this.

(g) the right to complain to a supervisory authority: if you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. The competent authority for Belgium is the Gegevensbeschermingsautoriteit.

Drukpersstraat 35, 1000 Brussel
Tel. 02 274 48 00
Fax. 02 274 48 35

We will follow up on the abovementioned requests as soon as possible and within 30 days in any case, unless a shorter period is required by law. If required and when allowed by law, the term to fully comply with these requests can be extended. We can reasonably limit the exercise of your rights, when this could violate our rights or the rights of third parties; and

You may exercise any of your rights in relation to your personal data by written notice to us (per e-mail or per letter).