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Privacy policy

Privacy Policy

This Privacy Policy governs the processing of your personal data by Gentse Gidsen VZW (hereinafter referred to as "Gentse Gidsen", "we", "us") when you:

a) visit our website (https://www.gentsegidsen.be , hereinafter referred to as: "website");

b) wish to communicate with us by e-mail, telephone and social media channels (hereinafter referred to as "social media channels", e.g. Facebook);

c) join us as a guide or member or participate in our activities;

d) make a reservation with us and pay online.

1. GENERAL

1.1. Your personal data are processed by "Gentse Gidsen", Godshuizenlaan 2b, 9000 Ghent, Belgium, with company number 0409.675.837. You can contact us by e-mail at administratie@gentsegidsen.be.

1.2. Where reference is made to particular laws or regulations, such reference includes any amendment, replacement or annulment of the said laws or regulations, including any related implementing decrees.

1.3. "Gentse Gidsen" reserves the right to modify or adapt the Privacy Policy at its own discretion. Any such modification or amendment will be communicated through the website.

2. TYPES OF PERSONAL DATA WE PROCESS

2.1. When you use our website and social media channels, we may collect the following personal data:

  • technical information about the device you are using, such as your IP address, browser type, geographical location and operating system;
  • information about your browsing habits, such as how long you visit the page, what links you click on, what pages you visit and how often you visit the page.

2.2. When you contact us by email, phone or social media channels, we collect:

  • the basic identifying information that you provide to us, such as name, e-mail address, postal address, telephone number;
  • the content of your communication and the technical details of the communication itself (who you are corresponding with, date, time, etc.);
  • your preferences with regard to receiving our e-mail communications, such as information about our activities, etc.;
  • any other personal data you provide to us.

2.3. When you become a member with us, we collect and process the following personal data about you in the context of your membership:

  • basic identity data that you provide to us, such as name, e-mail address, postal address, telephone number;
  • financial data, in particular your account number.

2.4. When you become a guide with us, we collect and process the following personal data about you in the context of your membership:

  • basic identification data that you provide to us, such as name, e-mail address, postal address, telephone number, date of birth;
  • financial data, in particular your account number;
  • portfolio data (languages and subjects taught);
  • your photograph.

2.5. When you make a booking with us via the website, e-mail, telephone or social media channels, we collect:

  • the basic identity information you provide to us, such as name, e-mail address, postal address, telephone number;
  • the content of your communication and the technical details of the communication itself (who you are corresponding with, date, time, etc.);
  • your preferences with regard to receiving our e-mail communications, such as information about our activities, etc.;
  • any other personal data you provide to us.

3. PURPOSES FOR WHICH GENTSE GIDSEN USES YOUR PERSONAL DATA

3.1. "Gentse Gidsen" uses your personal data to provide you with the information you request by e-mail, telephone or social media channels in an appropriate and efficient manner.

3.2. We will also process your personal data if you apply to us to become a member or guide, as part of the normal membership administration of our Association. If you wish to participate in our activities, we will process the personal data indicated above to facilitate your participation. We also process your personal data to be able to inform you and the other participants afterwards about the past activities, for example on the basis of atmospheric images.

3.3. We process your personal data to comply with legal obligations or to meet any reasonable request from competent agents or representatives of law enforcement, judicial authorities, government agencies or bodies, including competent data protection authorities.

"Gentse Gidsen" may also, on its own initiative, transfer your personal data to the police or judicial authorities as evidence or if there is a justified suspicion of an unlawful act or crime in the use of our website, social media channels or other communication with us, in the context of your membership or participation in our activities.

3.4. "Gentse Gidsen" may process your personal data for the protection of the legitimate interests of "Gentse Gidsen", in particular to safeguard our evidence in preparation for or during litigation or court proceedings and to keep our website, social media channels and activities secure.

4. LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA

4.1. For the processing of your personal data for the purpose described in clause 3.1, you give your express consent when you submit your request for information.

4.2. The processing of your personal data for the purpose described in article 3.2 is necessary for the performance of the contract we have with you as a member, guide or participant in our activities.

4.3. The processing of your personal data for the purposes referred to in article 3.3 is necessary to enable "Gentse Gidsen" to fulfil its legal obligations.

4.4. Processing of your personal data for the purpose referred to in article 3.4 is necessary for the justified interest of "Gentse Gidsen", namely to

  • enable us to defend ourselves in judicial and extra-judicial proceedings;
  • keep our website, social media channels and activities free from misuse and illegal activities.

5. RECIPIENTS AND TRANSFERS

5.1. In principle, "Gentse Gidsen" only sends your personal data in an identifiable manner to yourself and other participants insofar as this is part of the reporting of past activities. We may also transfer your personal data to the third parties described below and to the competent governmental and judicial authorities if they request it from us.

However, you understand that if you use our social media channels, your personal data will also be processed by the social media providers. Further information on how these social media providers process your personal data can be found in their respective privacy policies.

5.2. We work with a third party processor to provide you with the website.

6. QUALITY GUARANTEES

6.1. "Gentse Gidsen" shall do its utmost to process only those personal data that are necessary to achieve the objectives as described above.

6.2. Your personal data shall only be kept as long as necessary to achieve the objectives as described above or until you withdraw your consent to the processing thereof. We will de-identify your personal data when they are no longer needed for the purposes as described above unless:

  • there is a decisive interest of "Gentse Gidsen" or another third party to keep your personal data identifiable;
  • there is a legal or regulatory obligation or a judicial or administrative order that prevents us from de-identifying them.

6.3. We will take appropriate technical and organizational measures to protect your personal data against unauthorized access or theft and against accidental loss, alteration or destruction. However, you understand that safety and security are obligations of means and can never be guaranteed.

7. YOUR RIGHTS

7.1. You are entitled to request access to all your personal data processed by "Gentse Gidsen" that relate to you. "Gentse Gidsen" reserves the right to charge an administrative fee for several consecutive access requests, which "Gentse Gidsen" clearly wishes to inconvenience or damage.

7.2. You have the right to request that all personal data concerning you that are incorrect be corrected free of charge. If a request for correction is made, this request must be accompanied by proof of the defective nature of the data for which correction is requested.

7.3. You have the right to request that personal data concerning you be deleted if they are no longer required in view of the purposes described above or if you withdraw your consent. However, you must bear in mind that a request for removal will be evaluated by "Gentse Gidsen" against

  • overriding interests of "Gentse Gidsen" or another third party;
  • legal or regulatory obligations or administrative or judicial orders that may contradict such removal.

7.4. Instead of deletion, you may also request that "Gentse Gidsen" limits the processing of your personal data if and when (a) you contest the correctness of those data, (b) the processing thereof is unlawful, (c) you exercise your right to object or (d) the data are no longer required for the purposes described above but you need them to defend yourself in court.

7.5. You have the right to object to the processing of personal data under Article 4.4 if you indicate that there are serious and justified reasons relating to your particular circumstances that justify such an objection.

7.6. You have the right to receive from us, in a structured, commonly used and machine-readable format, any personal data that you have provided to us under Article 4.1.

7.7. If you wish to make a request to exercise one or more of the rights set out above, please send an e-mail to administratie@gentsegidsen.be . An e-mail requesting the exercise of a right shall not be construed as consenting to the processing of your personal data beyond what is necessary to deal with your request. Such a request must clearly state the right you wish to exercise and the reasons for doing so if required. It must also be dated and signed, and accompanied by a digitally scanned copy of your valid identity card proving your identity.

"Gentse Gidsen" will immediately inform you of the receipt of this request. If the request proves to be justified, "Gentse Gidsen" will notify you as soon as possible and no later than thirty (30) days after receipt of the request.

If you have a complaint with regard to the processing of your personal data by "Gentse Gidsen", you may always contact "Gentse Gidsen" at the e-mail address mentioned in the first paragraph of this article. If you are not satisfied with the reply of "Gentse Gidsen", you are free to file a complaint with the competent data protection authority, i.e. the Belgian Data Protection Authority.