This document informs you of the adopted privacy policy: “PodBXL” is the designation of an event organized by the association “The Podcast Factory Org” (non-profit organization).
Introduction : document
The purpose of this document is to explain how “The Podcast Factory Org” (hereinafter referred to as “we”) collect, use, and store personal data (hereinafter referred to as “the data”).
For the purposes of this document, “The Podcast Factory Org” refers to “The Podcast Factory Org” ASBL-VZW, with its registered office located in Belgium, Avenue Jules Bordet, 13 – 1140 Evere.
The “data” to which we refer here are all the personal data concerning you, that is, all the information that directly or indirectly allows us to identify you as an individual, or that is related to your registration for PodBXL.
The processing of your data is subject to compliance with Belgian laws and Regulation (EU) 2016/679 of 27 April 2016 on the protection of personal data, known as the “GDPR,” or any other legislative act amending them (hereinafter referred to as “current regulations”).
This data protection document describes the uses made of this data and all the rights you have. The applicable contractual conditions remain unchanged. The contractual provisions referring to this document concern and apply only to individuals, in accordance with the law, even when these provisions refer to a legal entity.
We invite you to carefully read this document to understand the practices in this regard. It is regularly updated. The most recent version is available at any time and free of charge on our websites.
Any general information on the protection of personal data can be obtained from the Data Protection Authority. Any questions regarding the processing of your data can be addressed to us by email at the following address: [email protected].
Data Controller : document
We are the data controller for your data. Therefore, regarding your data, we are your contact point and are responsible to the supervisory authorities for compliance with the applicable regulations. We determine the purposes for which your data is processed, the means used, and all the characteristics of the processing, as explained in this document.
It is possible that we act as a data processor (for example, podcast production) and process your data as part of service provision on behalf of other companies or organizations, following their instructions and complying with their own directives. In this case, these partners are solely responsible for the processing of your data.
Rights : document
You have the rights listed below concerning all the purposes described in this document.
You can exercise your rights by written request, signed and dated, to be communicated either by mail to: The Podcast Factory Org, Avenue Jules Bordet 13, 1140 Evere or by email to [email protected].
We reserve the right to contact the person who submitted the request to verify their identity.
When we act as a data processor, the request must be addressed to our partner, who is solely responsible for the processing of personal data.
Right of Access
The right of access includes the ability to ask us whether we process your data, for what purposes these data are processed, the categories of data processed, and the recipients to whom they are disclosed.
This right of access may be subject to certain specific procedures, especially when your data contains information about other individuals.
Right of Rectification
If you find that your data is inaccurate or incomplete, we strive to rectify or complete this data as soon as possible.
Right to Erasure (“Right to be Forgotten”)
Under the right to erasure, you can ask us to erase your data.
In certain cases, particularly to comply with a legal obligation, and in accordance with this document, we may still retain data that is necessary, for example, for the continuation of our activities.
Right to Data Portability
Under this right, you can ask us to transmit your data to you or directly to another data controller, where technically feasible.
Right to Object
You have the right to object to the use of your data when they are processed, particularly to allow us to pursue a legitimate interest, for profiling based on a legitimate interest, for statistics, or for marketing purposes.
In the context of market research and direct marketing, we request your consent to use your data to send you commercial information, advertisements, or personalized proposals (through direct marketing actions or electronic newsletters). You have the right, if you no longer wish to receive communications, to object to the processing of your data, where applicable, for certain types of communication, by deselecting the chosen options.
You cannot in any case object to the processing of your data when it is necessary, in particular, to conclude or perform a contract, or if the processing has been imposed by law or regulations.
Right to Restriction of Processing
In accordance with applicable regulations, you have the right to obtain the restriction of the processing of your data, including:
- When you have contested the accuracy of your data and we need to verify them;
- When the processing is unlawful and you oppose their erasure and instead request the restriction of their use;
- When we no longer need your data for the purposes of processing, but they are still necessary for the establishment, exercise, or defense of legal claims;
- When you have objected to processing based on a legitimate interest, and we need to verify whether the legitimate grounds we pursue override your interests.
- When processing has been restricted, these data, except for storage, can only be processed with your consent or for the establishment, exercise, or defense of legal claims or for the protection of the rights of another natural or legal person.
Use of Collected Data
We may process data and information of any kind provided by you or third parties to the extent necessary or useful for the pursuit of our activities.
Sending Electronic Communications (Email)
We may process your electronic contact details (mobile phone number and/or email address) in order to send you information through newsletters or personalized messages.
In this case, we first request your consent, which is then the subject of a specific, unambiguous request preceded by clear, easily understandable information, and you can withdraw it at any time. For example, regarding the sending of newsletters, you can click on the “Unsubscribe” link located at the end of the electronic newsletter you receive.
Communication of Data : document
As part of the objectives mentioned in this document, we may sometimes communicate your data inside (a) or outside “The Podcast Factory Org” (b), including to “BadGeek” our partner (a French association under law 1901 pursuing the same objectives as us and sharing our values) or “transforma bxl” our main sponsor.
WITHIN “THE PODCAST FACTORY ORG”: document
We handle your data with the utmost care and only share them within The Podcast Factory Org for the purpose of providing you with the best services in the execution of your contract.
OUTSIDE OF “THE PODCAST FACTORY ORG”: document
When acting on behalf of business partners, mainly with associations, for example, in the case of “PodBXL,” the BadGeek association provides us with support and infrastructure, and we may transfer data to these partners as per their requirements.
In addition, we may engage specialized companies to assist us:
- In the design and maintenance of tools and Internet applications;
- In the marketing of our activities, event organization, and management of communications with members and clients;
- In the preparation of reports and statistics, document printing, and product design;
- In the execution, management, and monitoring of operations, including reporting, IT support and security, or the provision of specific services and products.
In the cases listed above, we ensure that third parties only have limited access to the data that is strictly necessary to perform the specific tasks required. We also ensure that third parties commit to using the data in a secure and confidential manner and to using it in accordance with our instructions.
Outside of these cases, all collected data will never be disclosed to third parties without your explicit authorization.
Data Storage
In general, we ensure that your data is retained for a period not exceeding the time necessary for the fulfillment of the purposes for which it was obtained or for which it is subsequently processed.
We distinguish between a retention period and an archival period, beyond which your personal data is either deleted or anonymized.
Retention Period
The retention period is the maximum duration of using your data for a specific processing purpose.
In general, all data is retained for the entire duration of the contractual relationship or, as stated in this document, for specific purposes with your consent or legitimate interest.
In certain cases, to allow us to carry out our profession and mission as an association, we retain certain data even after the termination of the contractual relationship, such as establishing the profile of requests and needs, in accordance with the specifications of this document.
Archival Period
The archival period complies with legal and tax obligations and the legal necessity to retain your data beyond the retention period for the purpose of evidence or to respond to requests for information from competent authorities.
Security
We implement the necessary technical and organizational measures to ensure the confidentiality of the data processing related to you.
Data exchanges involving financial information (such as credit card numbers) are transmitted through a secure channel using encryption mechanisms. These mechanisms are based on the issuance of a certificate by an internationally recognized organization.
Technical and organizational protective measures, such as antivirus software, firewalls, access controls, rigorous selection of staff and suppliers, have been put in place to prevent and detect unauthorized access, loss, or inappropriate disclosure of your data.
In the unlikely and unfortunate event that your data under our control is compromised due to a security breach, we will take prompt action to identify the cause of the breach and implement appropriate corrective measures. If necessary, in accordance with applicable law, we will inform you of such an incident.
Submitting a Complaint regarding the Processing of Your Data
In the event of a dispute regarding the processing of your data, you can contact us through the following means:
- By mail (recommended and preferable): The Podcast Factory Org, Avenue Jules Bordet 13, 1140 Evere
- by email at: [email protected];
- via our website;
You can also file a complaint with the data protection authority, either by mail at the following address: 35 Presse Street, 1000 Brussels, or by email at: [email protected], or by phone at +32 (0)2 274 48 00.
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