This privacy policy aims to inform you about how E.P.L. collects and processes personal data, a.o. via its website https://e-p-l.eu/ (the “Website“) and, per individual event, the event website https://www.eplevents.eu (the “Event Website”).
You are typically a member of E.P.L., a website-visitor, and/or an attendee or speaker of a conference.
E.P.L. respects your privacy and is committed to protecting your personal data in accordance with the applicable Belgian and European data protection legislation (including the General Data Protection Regulation (“GDPR”)).
Please read this privacy policy carefully. It describes not only your rights, but also the way in which you can exercise them. By using our Website or our Event Website, disclosing your personal data, or accepting this privacy policy, you acknowledge the manner in which E.P.L. collects and processes your personal data as described in this privacy policy.
When you visit our Website or Event Website, our system automatically collects information about you about your visit, such as your browser type, your IP address and the referring website. We refer to our cookie policy.
“E.P.L.” refers to European Petrochemical Luncheon International, non-profit association, with registered office at Avenue Louise 143 box 4, 1050 Brussels, Belgium, and with company number BE0421.501.325.
This privacy policy only describes our data processing activities as controller. Under the GDPR, controllers are the main decision-makers: they exercise overall control over the purposes and means of the processing of personal data.
E.P.L. has appointed a data protection officer, whom you can contact for questions about this privacy policy, your privacy, and the processing of your personal data, via: privacy@e-p-l.eu.
E.P.L. processes different types of personal data; this depends on the functionalities you use, such as on our Website, Event Website and on the personal data you share with us.
If E.P.L. processes your personal data, it may process the data listed below:
Identification and contact details | Data that allows us to identify and contact you, such as:
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Application details |
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Conference organization details |
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Attendee (incl. speaker) list details |
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Payment data |
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Login data |
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Technical information | Data required to use our Website and/or Event Website, for the proper functioning of our Website and/or Event Website and for analytical purposes:
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Other data |
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E.P.L. processes personal data for the purposes specified in this section 4 (if and to the extent applicable to your situation). This list may evolve and will be updated as necessary.
For certain processing purposes, E.P.L. requires your consent. The consent you give is always free and you have the right to withdraw it at any time. You can withdraw your consent by sending an email to: privacy@e-p-l.eu.
Your withdrawal of consent does not affect the processing of personal data prior to such withdrawal or our processing activities which are based on any other legal basis.
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Type of personal data |
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Legal basis |
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Retention term |
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Purpose |
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Type of personal data |
We also contract with third party suppliers and vendors, such as hotels, catering services abroad as organizer of the events.
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Legal basis |
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Retention term |
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Purpose |
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Type of personal data | 1. E.P.L. uses third-party suppliers, i.e.: – Aventri, Inc. (“Aventri”) Marshall Street Norwalk, Connecticut 06854 USA (https://na-admin.eventscloud.com/login.php), or another similar service E.P.L. might contract with in the future, to ensure communications with participants during our events via an event app (the “Application”) and the Event Website, per event or conference. The Event Application and Event Website contain details of E.P.L. events such as program, notifications, messages, personal data of delegates, list of attendees. The underlying personal data may be processed:
Link to the privacy policy of Aventri: https://www.aventri.com/privacy-policy You may only send messages to other event attendees and connect, during the event and/or conference. 2. E.P.L. may send notifications or messages to you. In this case, the Application and/or Event Website will collect records and personal data reflecting your interactions with E.P.L. and the other attendees. 3. During the event or conference, photographs may be processed by E.P.L. |
Legal basis |
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Retention term |
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Purpose |
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Type of personal data |
We use cookies and similar technologies to collect this technical information. For more information, we refer to our cookie policy. |
Legal basis |
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Retention term |
For more details about the retention period, you can always send an email to: privacy@e-p-l.eu. For information on the retention period of personal data processed through cookies, we refer to our cookie policy |
Purpose |
Personal data collected from you for these purposes will only be used by us (to the greatest reasonable extent possible) in an aggregated and de-identified format. |
Type of personal data |
We use cookies and similar technologies to collect this technical information. For more information, we refer to our cookie policy. |
Legal basis |
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Retention term |
For more details about the retention period, you can always send an email to: privacy@e-p-l.eu. For information on the retention period of personal data processed through cookies, we refer to our cookie policy. |
Purpose |
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Type of personal data |
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Legal basis |
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Retention term |
For information on the retention period of personal data processed through cookies, we refer to our cookie policy. |
Purpose |
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Type of personal data |
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Legal basis |
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Retention term |
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Purpose |
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Type of personal data |
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Legal basis |
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Retention term |
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Purposes |
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Type of personal data |
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Legal basis |
You shall have the right at any time to object to the processing of your personal data for direct marketing purposes, including profiling, to the extent that it is related to such direct marketing, free of charge, by sending an e-mail to: privacy@e-p-l.eu.. |
Retention period |
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If you disclose any personal data of third parties to us, you guarantee that you have informed those third parties and you have received all necessary consents to communicate the third parties’ personal data to E.P.L.
Our Website and Event Website uses cookies and similar technologies. For more information, we refer to our cookie policy.
E.P.L. may share your personal data, as required for the purposes set forth in section 4, with:
Upon request, E.P.L. shall, as soon as possible after the request, inform you of the third parties with whom your personal data have been shared by providing you a more detailed list.
In addition, we may disclose your personal data if this is required by law, or if we determine in good faith that such disclosure is required in order to comply with any pending judicial inquiry, judicial order or litigation and/or to safeguard our rights.
Processors and sub-processors of E.P.L. always act under the responsibility of E.P.L. If E.P.L. engages processors or sub-processors, this will always be done in accordance with a data processing agreement that meets the requirements of the GDPR. We require all our processors or sub-processors to take appropriate technical and organizational (including security) measures to protect your personal data in line with our policies. We do not allow our processors or sub-processors to use your personal data for their own purposes. In the event we disclose your personal data as described above, we will implement appropriate safeguards to ensure the integrity and confidentiality of your personal data.
Your personal data will only be viewed and made available to processors, sub-processors, employees and other third parties on a “need-to-know” basis, limited to the extent necessary to perform their services.
E.P.L. or through its (sub-)processors might transfer your personal data to third countries located outside the European Economic Area (“EEA“). In this event, E.P.L. will only transfer your personal data outside the EEA in accordance with the applicable data protection legislation and subject to appropriate safeguards.
Please contact us if you want further information on the specific mechanism(s) used by us when transferring personal data out of the EEA.
E.P.L. may use your personal data for direct marketing purposes. It is possible that your personal data will be subject to profiling for marketing purposes. This enables E.P.L. to keep you informed about its products, updates, events, etc. You give your explicit consent for this, but you may at any time withdraw this consent and object to the processing of your personal data for direct marketing purposes, including profiling, to the extent that it is related to such direct marketing (free of charge).
You shall have the right at any time to object to the processing of your personal data for direct marketing purposes, including profiling to the extent that it is related to such direct marketing, free of charge, by sending an email to: privacy@e-p-l.eu.
E.P.L. is committed to trying to make sure that your personal data is secure and makes all reasonable and appropriate efforts to protect the confidentiality of your personal data. We have implemented appropriate technical and organizational measures, safeguards and assurances to process your personal data in accordance with the GDPR, in particular to protect your personal data against loss, misuse, or unauthorized alteration or destruction.
E.P.L. maintains a team of technicians, automated systems, and advanced technologies, following the industry best practices and makes all necessary efforts to protect the confidentiality of your personal data. Please contact us if you would like more information on the specific measures taken.
Despite the above measures taken by us, you should be aware that there are always risks associated with sending personal data over the internet. The security and protection of your personal data can never be fully guaranteed, nor can we guarantee that unauthorized third parties will never be able to defeat those measures or use your personal data for improper purposes.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes determined in section 4 of this privacy policy, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you or the organization you work for. Afterwards it is still possible that they can be found in our back-ups or archives, but they will no longer be actively processed in a file.
The applicable retention periods are set out in the table above under section 4.
If and in as far as provided for in the applicable data protection legislation, you have the right:
You can exercise these rights by sending an e-mail to: privacy@e-p-l.eu.
E.P.L. reserves the right to request a copy of the front side of your identity card if E.P.L. is unable to identify you or if E.P.L. has reason to doubt your identity. You may, however, blackline any information which is not necessary for identification or verification purposes.
If and to the extent provided for in the applicable data protection legislation, you have the right to file a complaint with the competent supervisory authority should the processing of your personal data violate the applicable regulations. In Belgium the competent authority is the Data Protection Authority (“Gegevensbeschermingsautoriteit”):
www.gegevensbeschermingsautoriteit.be
Drukpersstraat 35, 1000 Brussels, Belgium
+32 (0)2 274 48 00
We would, however, appreciate the chance to deal with your concerns before you approach the authority, so please contact us in first instance.
Our Website and/or Event Website may contain links to third party websites and/or applications, such as the privacy policies of Aventri and Momice. E.P.L. is not responsible for the content of these websites and applications and is not responsible for the privacy standards and practices of such third parties.
We recommend you to read the relevant privacy policies of these third parties and their websites before you accept their cookies and visit their website to ensure yourself that your personal data is sufficiently protected. Nonetheless, we seek to protect the integrity of our Website and Event Website and welcome any feedback about these websites and/or applications.
You acknowledge that we may disclose your personal data if this is required by law, or if E.P.L. determines in good faith that such disclosure is required in order:
If E.P.L. has legitimately transmitted your personal data to a third party (not being its (sub-)processor), E.P.L. shall not be liable for any unlawful processing or unlawful use by that third party.
Under no circumstances does E.P.L. accept responsibility for any direct or indirect damages resulting from faulty or unlawful use of the personal data by a third party (not being its (sub-)processor).
Additionally, E.P.L. is not liable if third parties unlawfully process or use your personal data and E.P.L. has implemented appropriate technical and organizational measures to prevent such unlawful processing or use.
E.P.L. is in any case only liable for the damage caused by the processing of personal data if it did not comply with its specific obligations under the GDPR. E.P.L. shall in no event be liable for any special, incidental, indirect or consequential losses or damages.
The foregoing exclusions and limitations shall only apply to the maximum extent permitted by applicable law.
E.P.L. may always amend this privacy policy. Any changes we may make to our privacy policy will be indicated on the Website and Event Website and when proportionate and in line with the significance of the changes, may be notified to you by e-mail or advised to you on your next visit of the Website or Event Website. The date of the most recent version is shown in the top right-hand corner of the privacy policy. Please review E.P.L.’s privacy policy periodically to stay informed of changes that may affect you.
Amended versions of this privacy policy take effect ten (10) days after their publication on the Website, Event Website and/or other form of announcement and, if necessary, will always be submitted for approval, unless such modifications are necessary to comply with a legal requirement. In the latter case, such changes will take effect immediately.
This privacy policy shall be governed, interpreted, and implemented in accordance with Belgian laws.
The Antwerp courts (department Antwerp) are exclusively competent to decide on any dispute that may arise from the interpretation or implementation of this privacy policy, without prejudice to the consumer’s right to present a dispute before a competent court based on a mandatory statutory provision.
Last updated: [12.10.2022]
The EPL committee, each member and its representative(s) need to ensure strict compliance with the following safeguards when conducting any type of EPL meeting: