Brussels, 18 May 2018

1. Who is responsible for processing your data?

BPIE is the entity collecting and processing your personal information. Complete contact information can be found below:
BUILDINGS PERFORMANCE INSTITUTE EUROPE (BPIE) asbl-vzw
RUE DE LA SCIENCE 23, 1040, BRUSSELS, BELGIUM
Telephone: +32 (0) 2 789 30 00
Transparency Register number: 794282310517-54
VAT BE0823225340
info@bpie.eu

2. Which kind of data does BPIE collect?

The personal data information BPIE collects for various reasons (listed at point 3) may include the following:

• Identifying information (name, surname, gender, professional function, email address, address, phone number(s), country, organization);
• Search engine and keywords used to find the website;
• Individual photos, pictures and videos taken at meetings, statements made during meetings and any other data necessary for participating in external meetings, relevant for administrative purposes or required by law. Some of this data may be considered as personal data under the EU General Data Protection Regulation (GDPR) – regulation EC 2016/679. BPIE believes most of the collected data present limited risks for your fundamental rights considering that only professional information is used and that adequate measures are in place to avoid data breaches.

3. Why does BPIE collect your data?

We collect your data mainly to keep you informed about the activities of BPIE (newsletters) and to improve and facilitate your navigation on our website. More specifically, to fulfil its communication activities, BPIE processes contact details of journalists, officials from the European Institutions and Member States of the EU, Members of the European Parliament, academics, consultants as well as industry and nongovernmental organisations stakeholders. BPIE uses ‘mass’ communication tools only for newsletters every one to three months related to BPIE itself or to EU projects BPIE is involved in, the occasional sending of press releases and invitations to events. You may also receive targeted communications related to EU-funded projects of which BPIE is a partner. These kind of communications are never commercial and are limited and focused in distribution. BPIE endeavors to obtain and archive a prior and informed explicit consent of recipients of information sent by way of mass communication channels. The possibility of withdrawing the prior explicit consent can be exercised at any time (see section 7).

4. How does BPIE collect your data?

Most of your data is communicated to BPIE by your active intervention. BPIE collects personal data directly from you subjects or from your employers. Personal data may sometimes be obtained through other means such as interaction on the website, registration and participation to meetings and events organized by BPIE and subscription to BPIE newsletters. BPIE does not use any Third-Party service provider habilitated to collect personal data on its behalf. It may however use public sources, such as the directories of the European Institutions. In the event that a Third-Party provider is contracted by BPIE to collect personal data in the future, BPIE will make sure contractually that the Third-Party concerned is required to use your personal data in accordance with the provisions of this Privacy Policy.

5. Are your data processed abroad?

BPIE transfers data to a non-EU country only when that country provides an adequate level of protection within the meaning of the legislation in force, and, in particular, the Law of 8 December 1992 on protection of privacy and its executive orders, and Regulation 2016/679 of 27 April 2016 on the protection of individuals with regard to the processing of personal data and the free movement of such data, applicable from 25 May 2018 (hereinafter the “General Data Protection Regulation“), or within the limits permitted by the legislation in force, for example by ensuring the protection of data by appropriate contractual provisions.

6. Are your data protected?

BPIE endeavors to respect the privacy of our users. We maintain a strict privacy policy and take all appropriate measures to ensure that our data storage system prevents, to the extent possible, any unauthorized leak, destruction, loss, disclosure, use, access or modification of your data.

Notwithstanding the above, an infallible level of security can never be guaranteed. Should any data breach occur, it will be communicated to the Privacy Commission of Belgium as required by law.

7. How long are your data stored?

Notwithstanding the above, an infallible level of security can never be guaranteed. Should any data breach occur, it will be communicated to the Privacy Commission of Belgium as required by law.

8. What are your privacy rights?

According to the regulations on the processing of personal data, you may exercise the following rights at any time:

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Right to be informed about the purposes of the processing (see above) and the identity of the data controller.

• Right of access and verification of data: you may, at any time, have access to the data that BPIE has on you or check if you are included in the database of BPIE.

• Right of objection: you may, at any time, object to the use of this data by BPIE by sending your request by email.
• Right of cancellation and/or modification: you may, at any time, notify BPIE of corrections to your data and, where appropriate, request the deletion of your personal data.
• Right of unsubscribing to newsletters and other communication in case no further involvement is wished with BPIE.
• You may request rectification free of charge and, where applicable, request the deletion of all personal data from BPIE’s database – except those which BPIE has a legal obligation to keep on record – and object to the use and, where appropriate, request the limitation thereof by sending a written request, accompanied by a copy of an identity card or passport, to BPIE: By e-mail: info@bpie.eu By mail: Rue de la Science 23, 1040 Brussels, Belgium

9. What about website and social media?

To access and navigate BPIE’s website, there is no need to provide any personal data. Personal data will only be collected in case of questions to BPIE through the relevant email address. Personal data will only be used by BPIE to administer the service requested. However, because this website uses Google Analytics to quantify and evaluate the use of web pages, a number of pages use cookies. Enabling these cookies is not strictly necessary for the website to work but it will provide a better browsing experience. Users can delete or block cookies. The cookie-related information is not used to identify users personally. When interacting on the BPIE’s social media platform accounts (Twitter, LinkedIn, Facebook and YouTube), your personal data consent and use are covered by the terms and conditions of the relevant social media platforms.

BPIE’s Data Privacy Policy applies only to BPIE’s databases, websites and communications. When you land on external websites or platforms of third parties, even by way of links provided on BPIE’s channels, BPIE’s data privacy policy ceases to apply.

10. What if BPIE changes its privacy policy?

BPIE may modify and adapt the Policy, in particular to comply with any new legislation and/or regulations applicable (such as the General Data Protection Regulation applicable from 25 May 2018), the recommendations of the Belgian Privacy Commission, the guidelines, recommendations and best practices of the European Data Protection Board and the decisions of the courts and tribunals on this issue. Any such changes will be notified to registered contacts and posted on BPIE’s website.

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