Data Privacy

Policy in accordance with EU General Data Protection Regulation (EU) 2016/679

European Solar Shading Organisation, ES-SO vzw
Vilvoordelaan 126, 1930 Zaventem, Belgium
Tel.: +32 2 313 99 44
E-mail: info@es-so.com

ES-SO vzw is a non-profit organisation under Belgian law, established in Brussels and registered in the European Transparency Register with public ID number 744314031180-93.
ES-SO is the umbrella organisation of the professional solar shading associations in the various EU Member States and also includes some non-EU members. In countries where no professional trade association exists, prominent individual companies are invited to join as associate members.
ES-SO may also have supporting members in non - European countries.

ES-SO is the voice of the European solar shading and shutter industry and aims to make a positive contribution to meeting the ambitious energy commitments of the EU. ES-SO is also involved in several EU projects and acts in both a contributing and advisory capacity.

It is ES-SO’s policy to respect and treat with the utmost confidentiality all personal data that submitted to it and processed by it. The below data privacy policy has been established and governs the way  ES-SO uses and processes personal information and data of individuals. It also informs about the data privacy rights that individuals may exercise at any time.

1. Types of Personal data

In your dealings with ES-SO, you may provide us with personal data. Depending on the purpose of the action this data may include name, surname, gender, place and date of birth, professional position, e-mail address, employer address, telephone number and bank details. These data may be used depending on the purpose i.e. to become a member, to receive the regular ES-SO Newsletter, to attend the statutory meetings, workshops, events, to follow educational courses organised by ES-SO. ES-SO may also have collected additional information such as individual photos, pictures and videos taken at these meetings, workshops and events. These data may be considered as personal data under the EU General Data Protection Regulation (GDPR) – regulation EC 2016/679. ES-SO states that adequate measures are in place to prevent data breaches.

2. Methods of colleting Personal Data

ES-SO collects personal data directly from data subjects or from their employers or from the member (association or company). Personal data are sometimes obtained in other means such as through registration and participation in meetings and events and subscription to ES-SO newsletters.
ES-SO does not use third-party service providers who collect personal data on its behalf. However, it may use public sources, such as the website directories of the European Institutions. If ES-SO contracts a third-party provider  to collect personal data in the future, ES-SO will contractually make sure that the concerned third-party is required to use your personal data in accordance with the provisions of this Privacy Statement.

3. Purpose of use and processing of personal data

The information provided to ES-SO is primarily used and processed for membership management ( including bookkeeping) and the fulfilment of ES-SO’s statutory missions. In particular, it is used to contact you and keep you informed of the association's activities (newsletters, statutory meetings and committees, working groups). To fulfill its communication and advocacy activities, ES-SO processes contact details of journalists, officials of the European Institutions and EU Member States, Members of the European Parliament, academics, consultants and stakeholders from industry and non -governmental organisations. For educational purposes, ES-SO will in the future process personal data linked to the issuance of a certificate for participants.
ES-SO’s use of ‘mass’ communication tools is limited to its Newsletter (maximum on a quarterly basis). ES-SO will use the data provided the individual has given prior explicit consent  sent for the use of the mass communication channels. The possibility of withdrawing the prior explicit consent may be exercised at any time. Other information is used to fulfill administrative tasks and to comply with legal obligations. This may include, for instance, your attendance at meetings or statements made during meetings, which are used to draft minutes of meetings. For members of the ES-SO Board of Directors,  it also includes additional personal information such as home address, birth date, copy of ID cards, for the purpose of publication in the Belgian Official Journal (Moniteur Belge) of the list of administrators. ES-SO commits to strictly limit its data and information collection to this type of legitimate interests. For participants in educational courses, personal data on the certificate will include additional personal information such as place and date of birth. These data will be deleted when the validity of the certificate expires, as indicated on the certificate.

4. Disclosure of personal data to third parties

Under no circumstances, shall ES-SO sell your personal data to third parties or share it for commercial gain. However, it may be necessary to disclose your personal data to third parties for the fulfilment of its activities. This may include sharing members' contact details  with other members, for example between participants in a working group, or sharing the date of birth and ID card number with the European Institutions for security checks prior to entering the European Institutions’ premises.
ES-SO may also be obliged to disclose your personal data to public authorities as required by laws or regulations.

5. Storage of personal data

The personal data of employees of member associations/companies of ES-SO will be stored for the duration of their employer’s membership of ES-SO, except in cases where ES-SO is notified that the said employee has left the organisation. In this case, the personal data of the employee is deleted at the latest 6 months after ES-SO receives the notification.
Minutes of meetings, lists of participants and correspondence with members will be kept for up to maximum 10 years to demonstrate compliance with regulations.
All other personal data will be kept for the time strictly necessary to achieve the purpose(s) for which it was collected.

6. Your Privacy Rights

At any time, you may exercise the following rights with regard to your personal data processed by ES-SO:
1. Right to access personal data
2. Right to rectification, completion or updating of personal data
3. Right to delete personal data (“right to be forgotten”)
4. Right to unsubscribe from newsletters and other communications if one does not wish further involvement with ES-SO (e.g. when changing position/responsibilities).
The point of contact for individuals wishing to exercise the above rights with regard to their personal data is ES-SO’s Data Protection Officer:
Ann Van Eycken; Ann.vaneycken@es-so.com; telephone: +32 2 313 99 44

7. Security of personal data

ES-SO undertakes to take all reasonable, physical, technological and organisational precautions to prevent

(i) unauthorised access to your personal information and

(ii) the loss, abuse, or alteration of your personal data.

Notwithstanding the above, an infallible level of security can never be guaranteed. Should a data breach occur, it will be communicated to the Privacy Commission of Belgium as required by law.
ES-SO will store all personal data collected, on its own servers or on those of service providers in the European Union. Paper records are stored in the offices of ES-SO.
Staff are informed about the principles of regulation EC 2016/679 and the subsequent internal procedures for managing personal information and data.

8. Website and social media

Access to and navigation on ES-SO websites does not require personal data. Personal data is collected only when users submit a query to ES-SO through the content form. Personal data is used by ES-SO only to administer the requested service.. However, because these websites use Google Analytics to quantify and evaluate the use of web pages, cookies are used on some pages. Enabling these cookies is not strictly necessary for the functioning of the website, but does provide a better browsing experience. Cookie-related information is not used to identify users personally. More information on Google Analytics can be found on the Data Privacy Policy pages of the ES-SO websites.
When interacting on ES-SO’s social media platform accounts (Twitter, LinkedIn, Facebook, Google+ and YouTube), your personal data consent and use are subject to the terms and conditions of the respective social media platforms.
ES-SO’s Data Privacy Policy applies only to ES-SO’s databases, websites and communications. When you land on external websites or platforms of third parties, even via links provided on ES-SO’s channels, ES-SO’s data privacy policy ceases to apply.

9. Update of the Data Privacy Policy

ES-SO is entitled to update this Data Privacy Policy as and when it deems it necessary. Such changes will be notified to registered contacts and posted on the Data Privacy Policy pages of the ES-SO website.

10. Contact

The point of contact for individuals wishing to exercise their rights with regard to their personal data is ES-SO’s Data Protection Officer. For any questions about this Data Privacy Policy, please contact ES-SO’s Data Protection Officer: Ann Van Eycken; Ann.vaneycken@es-so.com ; telephone: +32 2 313 99 44