Privacy Statement

Table of Contents

  1. Introduction and overview
  2. BEDA’s privacy policy
  3. Hosting and Content Delivery Networks (CDN)
    • Host Europe
    • CloudFlare
    • Data Processing
  4. Data Processing Carried Out by BEDA
    1. Registration and Member Accounts on this Website
      • Description and Purposes of the Data Processing
      • Basis for Lawfulness
      • Data Collection Touchpoints
      • Data Processed by BEDA
      • Storage Durationn
      • Google Maps
    2. Request by Email, Telephone, or WhatsApp
      • Description and Purposes of the Data Processing
      • Basis of Lawfulness
      • Data Processed by BEDA
      • Storage Duration
    3. Processing of Personal Data for Membership Management and Communication with Members of BEDA
      • Description and Purposes of the Data Processing
      • Basis for Lawfulness
      • Data Collection Touchpoints
      • Data Processed by BEDA
      • Storage Duration
    4. Subscription to and Mailing of BEDA News Emails
      • Description and Purposes of the Data Processing
      • Basis for Lawfulness
      • Data Processed by BEDA
      • Storage Duration
    5. Personal Data Processing relating to Design Events (Online and Physical Events)
      • Description and Purposes of the Data Processing
      • Basis for Lawfulness
      • Data Collection Touchpoints
      • Data Processed by BEDA
      • Storage Duration
  5. Your Rights as a Data Subject
  6. Cookies
  7. Data Processing for Research Purposes
  8. Security Measures
  9. Complaints
  10. Unauthorised Use of the Website
  11. Disclosure of Personal Data to Third Party
  12. Third Party Websites
  13. Disclaimer
  14. Amendments

1. Introduction and overview

As a not-for-profit association membership association (ASBL) based in Belgium with member organisations across Europe, the Bureau of European Design Associations (hereinafter referred to as “BEDA”) takes its obligations under GDPR very seriously.

BEDA is located in Belgium c/o Wallonie-Bruxelles Design Mode (WBDM)-AWEX, Place Sainctelette 2, 1080 Brussels and is registered with the Crossroads Bank for Enterprises under number 0844.127.553.

BEDA has no visiting address.

We value highly the privacy of our member and non-member audiences who access our website and newsletters and with whom we communicate via a range of electronic and direct means.

In order for BEDA to carry out its activities, as described below, we hold basic contact information on our members, for both the member organisation as well as for individual contact person/s in those organisations.

This includes organisation name, physical address, generic email address (e.g. info@…) and website address in addition to relevant individuals’ names, titles, email addresses, (other physical address/es where different to that of the organisation or where there is no organisation), contact telephone numbers.

BEDA engages in the organisation and delivery of occasional virtual, non-virtual and hybrid events – often with partners – which necessitates the holding of information on non-member and third-party participants and delegates as well as external service providers.

BEDA is also positioned to potentially deliver a range of services to both members and non-members.

It is noted that in pursuit of its vision and purpose, BEDA will continue to maintain and extend its communications to an ever- broadening audience of design and design-related stakeholders in Europe and beyond.

Please read these Terms in full to ensure you are aware that any information related to an identified or identifiable individual (Personal Data) is kept safely, securely, up-to-date and protected, and that you understand how we use it to offer you the best experience.

2. BEDA’s privacy policy

BEDA values the responsible use of everyone’s personal data. That’s why your personal data is always carefully processed and secured in compliance with the General Data Protection Regulation (“AVG” or “ GDPR”) and the periodical other applicable (European) laws in the field of protection of personal data.

With regard to the processing of your personal data, BEDA is considered as a data controller under the GDPR (AVG).

The purpose of this privacy policy is to provide you with clear and concise information about the personal data processing carried out by BEDA in the course of its activities.

In accordance with GDPR, this section aims at informing you about:

  1. The purposes of the data processing carried out by BEDA;
  2. The legal basis of the data processing;
  3. The data collection points;
  4. The categories of personal data processed;
  5. The storage duration of the personal data processed;
  6. The possible recipients of the data processed;
  7. Your rights as a data subject.

If you have any questions or want further information, please contact us at office@beda.org.

3. Hosting and Content Delivery Networks (CDN)

Host Europe

We host our website with Host Europe. The provider is Host Europe GmbH, Hansestraße 111, 51149 Köln, Germany (hereinafter referred to as: Host Europe). Whenever you visit our website, Host Europe will record a variety of data and log files, including your IP addresses.

For more details, please refer to the Data Privacy Policy of Host Europe: https://www.hosteurope.de/AGB/Datenschutzerklaerung/.

Data processing

We have concluded a data processing agreement (DPA) with the above-mentioned provider. This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the GDPR.

CloudFlare

We use CloudFlare, offered by CloudFlare, Inc., 665 3rd St. #200, San Francisco, CA 94107, USA, as a reverse proxy and content delivery network (CDN), for optimal loading times and fast delivery as well as to secure this website. All data transmitted to or from this website passes through CloudFlare. CloudFlare operates data centres within the European Union. The data is cached and access is logged. This data is not stored together with the personal data of a specific user, so that individual site visitors are not identified. User data is processed solely for the aforementioned purposes and to maintain the security and functionality of the CDN. The collected raw data is usually deleted there within 4 hours, at the latest after 3 days.

For more information, see Cloudflare’s privacy policy: https://www.cloudflare.com/privacypolicy/.

Data Processing

We have concluded a data processing agreement (DPA) with the above-mentioned provider. This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the GDPR.

4. Data Processing Carried Out by BEDA

4.1. Registration and Member Accounts on this Website

Description and Purposes of the Data Processing

Upon invitation by BEDA, BEDA members have the option to create a member account on this website, though an account holder. This enables BEDA members access to additional website functions. Setting up an account, a member page and uploading events is optional, and account holders can update or delete their member account as well as uploaded events at any time.

To set up an account, create a member page, or to upload events, certain mandatory data must be entered. This is to ensure the information you share can be displayed on the website properly. If mandatory data is not entered in full the upload is rejected.

Account setup information is internal information to maintain the membership, it is not shared on the website nor used by BEDA for a different purpose than providing the services described in point 4.3.

Information (including personal data) that the account holders decide to add for the online members page is displayed on the BEDA website. If account holders decide to upload events to this website’s events calendar the information (which may include personal data) will be published on the website.

Basis for Lawfulness

We shall process the personal data entered by the account holders during the registration process or communicated to BEDA subsequently on the basis of BEDA’s legitimate interest.

Data Collection Touchpoints

We collect your personal data through the following channels, namely:

  • Website Member Zone, account set up
  • Website Member Zone, member page

Data Processed by BEDA

The data processed for the purposes described above are limited to the following data (*marks mandatory information):

  • Main account set up information: *name of organisation, *email address of account holder, number of members, total annual budget;
  • Sub account set up information: *name of organisation, *account holder name, *account holder email, *location (for event map);
  • Member page: *name of organisation (pulled from account), *organisation type (Design Promotion Institution, Professional Designers Association, National Design Umbrella Organisation, Other (please specify), *logo, website of organisation, public contact email address, *location of organisation (for member and event map), short description (who we are, what we do, option to add a list of your members and other information or sources);

Storage Duration

Account holders can delete or update the data in their account at any time.

The personal data recorded during the registration process or subsequently shall be stored by us as long as members are registered on this website. BEDA will delete all associated information within two weeks after the member account has been deleted. This shall be without prejudice to mandatory statutory retention obligations. .

Google Maps

This site uses the Google Maps map service via an JS API. When a logged in user (account holder) submits the location information for its member organisation or events, the website uses the functions of Google Maps which can save the user’s IP address.

Google Maps is used in the interest of an attractive presentation of BEDA’s online offer, to display all BEDA members and member events on a map making it easier to find relevant information via the members map and the events map. This represents BEDA’s legitimate interest.

This is only relevant for BEDA members logged into their member account in the instance of submitting location information. You can find more information on handling user data in Google’s data protection declaration: https://policies.google.com/privacy.

4.2. Request by Email, Telephone, or WhatsApp

Description and Purposes of the Data Processing

If you contact us by email, telephone or WhatsApp, your request, including all resulting personal data will be stored and processed by us for the purpose of processing your request. We do not pass these data on without your consent.

Basis for Lawfulness

The data are processed on the basis of our legitimate interest in the effective handling of inquiries submitted to us.

Data Processed by BEDA

Name, surname, email address, phone number or any other personal data you chose to communicate with us.

Storage Duration

The data sent by you to us via contact requests shall be deleted after completion of your request. Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.

4.3. Processing of Personal Data for Membership Management and Communication with Members of BEDA

Description and Purposes of the Data Processing

We collect and process your personal data for the purposes of sending and receiving communications.

The purposes of these communications are:

  • To notify you of any important changes to the scope of your membership;
  • To inform you of articles and blogs published by BEDA, design policies and design industry related topics;
  • To provide you with information to support engagement including events, training and programmes;
  • To enable us to receive information about member organisations;
  • To answer a question, complaint or other communication;
  • To process membership applications and managing member relationship;
  • To issue invoices to BEDA’s members.

Basis for Lawfulness

With regard to communications made to BEDA’s members, the processing of personal data is based on BEDA’s legitimate interest.

With regard to sending communications such as BEDA News emails, the processing of personal data is based on the explicit consent of data subjects, which BEDA obtains prior to sending any communication, for example through a specific sign-up form via its website.

Data Collection Touchpoints

We collect your personal data through various channels, namely :

  • Website public BEDA News emails sign-up form;
  • Website member BEDA News emails sign-up form;
  • Website Member Zone, tick box in account profile to sign up to BEDA News emails;
  • Website Member Zone, account set up;
  • Application form;
  • Emails from BEDA’s directors or office team.

Data Processed by BEDA

The personal data processed for the purposes described above are limited to the following data (*marks mandatory information):

  • Website public BEDA News email sign-up: Name, email address;
  • Website member BEDA News email sign-up: name, email address, name of organisation;
  • Main account set up information: *name of organisation, *email address of account holder, number of members, total annual budget;
  • Sub account set up information: *name of organisation, *account holder name, *account holder email, *location (for event map);
  • Internal membership application information: *name of organisation, *organisation’s address, if organisation is officially recognised, organisation type, organisation funding, *organisation’s annual budget, organisation’s number of full-time staff, organisation’s member membership details such as categories of membership, number and type of members; Data collected as part of the application process: key contact name, email address, phone number;
  • Answers to forms and survey received by the members;

With regard to the holding of BEDA’s General Assembly, the additional personal data that we may process are:

  • Nomination forms;
  • Accreditation forms;
  • Personal statements and biographies of nominees;
  • Member presentations.

Storage Duration

Insofar as we process your personal data in order for us to carry out our activities, we consider it normal for your personal data to be deleted once these activities have ended.

We therefore systematically delete your personal data when the cooperation between BEDA and your organisation is terminated.

4.4. Subscription to and Mailing of BEDA News Emails

Description and Purposes of the Data Processing

The purposes of the processing are:

  • To collect submissions for inclusion to BEDA’s newsletters;
  • To enable the sending of BEDA News emails;

Basis for Lawfulness

With regard to the mailing of BEDA News emails, the processing of personal data is based on your consent.

Consent can be revoked by clicking unsubscribe in the footer of the BEDA News email. Account holders can manage their subscription settings in the member account.

Data Processed by BEDA

The personal data processed for the purposes described above are limited to the following data:

  • Website public BEDA News email sign-up: Name, email address;
  • Website member BEDA News email sign-up: name, email address, name of organisation;

Storage Duration

The personal data mentioned above shall be stored by us as long as you wish to receive BEDA News emails. BEDA will delete all associated information directly after you have made a request in this sense.

4.5. Personal Data Processing relating to Design Events (Online and Physical Events)

Description and Purposes of the Data Processing

We collect and process your personal data in the context of events such as meetings, general assemblies, webinars, elections, etc. that we organise physically or online.

For example, during conferences or online meetings held by BEDA, we may record and store some of your identification data such as your first name and last name, for example, as well as taking photos, video, sound and chat transcripts.

We may use your personal data for a purpose related to the event concerned, such as providing feedback to participants, posting an event summary on our website or use it on external communication channels of BEDA.

Under no circumstances will we re-use your personal data for any other purpose without your prior consent.

Further, BEDA offers its members the option to add relevant design events to the website’s event calendar to generate awareness amongst design audiences. If account holders decide to upload events to this website’s events calendar the information (which may include personal data) will be published on the website.

This site uses the Google Maps map service via an JS API. When account holders submit the location information for its member organisation and events, the website uses the functions of Google Maps which can save its IP address. This is only relevant for BEDA members logged into their member account in the instance of submitting location information. You can find more information on handling user data in Google’s data protection declaration: https://policies.google.com/privacy.

Basis for Lawfulness

BEDA is a not-for-profit association. Furthermore, participation in BEDA’s events are on a voluntary basis and BEDA needs some personal data to issue invitations to these events. Therefore, personal data processing is based on BEDA’s legitimate interest.

Google Maps is used in the interest of an attractive presentation of BEDA’s online offer, to display all member events on a map making it easier to find relevant information via the events map. This represents BEDA’s legitimate interest.

Data Collection Touchpoints

We collect your personal data through various channels, namely:

Data Processed by BEDA

Without prejudice to data processing carried out by external service providers, we may collect the following personal data:

  • Name;
  • First name;
  • Organisation name;
  • Organisation country;
  • Email address;
  • Attendance duration;
  • Entry and exit times to meetings;
  • Meeting recording (audio and video);
  • Chat transcript;
  • IP address;
  • Record of polls
  • Member event details: *Title (event name), category, event duration (one-day event, multi-day event), *date, time zone, start and end time, *language(s), event type (local, virtual, hybrid), *location, event images, logo/thumbnail, featured image, website, lead paragraph/ summary, description (*marks mandatory information).

Storage Duration

Insofar as we process your personal data in order for us to carry out our activities, we consider it normal for your personal data to be destroyed once these activities have ended.

We therefore systematically delete your personal data when the cooperation between BEDA and your organisation is terminated.

With regard to the personal data of non-BEDA members, you can withdraw your consent to the processing of your personal data at any time by contacting BEDA at office@beda.org.

Events added by an account holder to this website’s events calendar will be deleted within two weeks after the associated member account has been deleted.

5. Your Rights as a Data Subject

You have the right to access the personal data processed by BEDA.

As a contact person of a BEDA member organisation, if the processing of your personal data is based on BEDA’s legitimate interest, you have the possibility to object to the processing of your personal data at any time.

As a contact person of a non-BEDA member organisation, you have the possibility to withdraw your consent to the processing of your personal data at any time.

As soon as we receive your withdrawal or objection, we delete the personal data we hold about you as fast as possible.

Finally, you have the right to request the rectification of your personal data if you consider that they are inaccurate or out of date.

You can freely exercise these rights by sending your request to the following contact address: office@beda.org

6. Cookies

More information on BEDA’s Cookie Policy: https://www.beda.org/cookie-policy/

7. Data Processing for Research Purposes

We use the data we obtain through Google Analytics with regard to the visit to BEDA’s website for research to gain insight on improvements in usability and service and to understand our marketplace more fully.

We also use the anonymous data collected via our mailing list software in order to monitor engagement and support connectivity to and between our audiences. To do so, we analyse, for example, the opening rate or click through rate of the emails we send to you.

BEDA may use anonymous and/or aggregated data that cannot be traced back to individual users.

8. Security Measures

We have taken appropriate technical and organisational measures to combat loss, unlawful use, unlawful processing of your personal data by others, and to prevent access to your personal data from unauthorised persons.

  • Measures that BEDA puts in place are, for example:
  • Password protection of all data held on consulting staff computers;
  • Limited and password protected access to personal data;
  • Password protected access to data held on Google Drive;
  • Signed NDA’s as part of the contract by all consulting staff and members of the Board with agreement to delete, destroy or return all relevant information on conclusion of their active relationship to BEDA;
  • The openness of BEDA as an organisation to supporting access to authorities of relevant information where required by law ;
  • The holding of current liability insurance for the consulting staff and members of the Board ;
  • Data stored on external hard drive for backup/ disaster recovery is password protected and only accessible by the BEDA Administrator.

9. Complaints

Please notify us immediately by emailing at office@beda.org

or by writing to us c/o Wallonie-Bruxelles Design Mode (WBDM)-AWEX, Place Sainctelette 2, 1080 Brussels, if any of your details alter or are incorrect, or if you wish to enquire what personal data we are holding on you. If you wish us to amend or erase any part of the Personal Data relating to you, we will do so, subject to compliance with any statutory requirements.

In accordance with Article 77 of GDPR, if you consider that BEDA violates your right to data protection, you are entitled to file in a complaint before the Belgian Data Protection Authority via the following link: https://www.autoriteprotectiondonnees.be/citoyen/agir/introduire-une-plainte

10. Unauthorised Use of the Website

The following uses are unauthorised, a breach of these conditions and may be an infringement or even a crime:

  • Any unauthorised use or copying of our name, trading style, get-up, confidential information or data (being information of a confidential nature the misuse of which will foreseeably damage our business reputation or goodwill) or copyright material.
  • Unauthorised entry to any non-public part of the Website, including its underlying codes, or into any private computer system of BEDA.
  • Unauthorised copying, downloading or framing of any part of the Website.
  • Unauthorised covert or overt linking of any part of our Website with another or interception of visitors or potential visitors.
  • Any action which is intended or has the effect of deceiving or misleading us or third parties, whether for gain or otherwise.
  • Submission of any content which is defamatory or offensive or amounts to infringement of third-party rights.

11.Disclosure of Personal Data to Third Party

As described above, BEDA organises events, seminars, meetings, forums, votes and elections, both online and in person.

In order to communicate with our members and to organise these events, we call upon various external service providers, namely:

We may also make use of other service providers with whom we collaborate in the organisation and delivery of an event or activity, for the processing of personal data (for example Eventbrite for ticketing, or event organiser or a caterer). These service providers will act as processors and will only hold the minimum amount of personal information needed in order to provide a service on our behalf. Personal Data shared with these suppliers includes name, job title, organisation, and where relevant, payment information and dietary requirements.

These service providers will act as processors and will only hold the minimum amount of personal information needed in order to provide a service on our behalf.

They may exclusively process the data when ordered by us, in compliance with the purposes for which the data were collected.

As far as possible, we make separate processing agreements with these processors.

We do not disclose your personal data or share them with third parties, unless on ground of a legal provision or required by order of the court or supervisory authority, or in case this is necessary for the sake of preventing, tracking or persecuting of criminal acts, (such as fraud or deception), or if you have given explicit consent to do so.

As an exception, personal data may be disclosed (i) where it is publicly available (i.e. listed on your website) or (ii) if BEDA is compelled by law to do so. You acknowledge that if we are obliged to disclose your information by law we will comply with the legal process.

12. Third Party Websites

This Privacy Policy applies exclusively to data processing carried out by BEDA and not to other third party websites for which a link is displayed in this privacy policy.

If you access a third party website, such as YouTube, Facebook, Twitter, Flicker, LinkedIn, Instagram or other organisation through a hyperlink, then this Privacy Policy does not apply to your visit to that website.

Furthermore, each time the user logs on to his account or visits our page on social networks, and each time the user interacts with our publications, the social network concerned may process the user’s personal data. These sites may also send their own cookies to users, collect data or solicit personal information.

BEDA is not responsible for the collection of the data concerned, nor for such processing. For more information on how each social network collects and processes the user’s personal data and for what purposes, as well as the rights the user has, please consult the privacy policy of each social network which can be found by clicking on the following links

13. Disclaimer

Reasonable steps have been taken to protect this Website, but all visitors are advised to take all necessary steps to ensure that no virus contamination occurs. No responsibility can be accepted for any loss or damage sustained as a consequence of any virus transmission.

All implied conditions, warranties, representations or other terms that may apply to our Website or any content on it are excluded.

BEDA will not be liable to you for any loss or damage arising under or in connection with use of or reliance on any content displayed on our Website or inability to use it. In particular, we will not be liable for business interruption, loss of anticipated savings, loss of business opportunity, goodwill or reputation, or any indirect or consequential loss or damage.

14. Amendments

BEDA reserves the right to amend this Privacy Policy. These amendments may be announced through the BEDA channels.

BEDA The Bureau of European Design Associations
c/o Wallonie-Bruxelles Design Mode (WBDM)-AWEX
Place Sainctelette 2
1080 Brussels
Belgium

office@beda.org

This Privacy Policy was amended for the last time on 14 March 2023

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