EUDCA Privacy Notice
EUDCA is an independent international organisation in the form of an AISBL / IVZW, registered in Brussels, Belgium. Other industry associations that are members of or collaborate with EUDCA do so independently. This privacy notice based on the European General Data Protection Regulation (GDPR) will explain how our organization uses the personal data we collect from you when you use our website and interact with our association’s activities.
Sections included in this privacy notice:
- What data do we collect?
- How do we collect your data?
- How will we use your data?
- On which legal basis do we process your personal data?
- How do we store your data?
- Security precautions
- Marketing
- What are your data protection rights?
- Cookies: What types of cookies do we use and how?
- Privacy policies of other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities
- What data do we collect?
EUDCA collects information when you use our website, complete a contact form, apply for membership or cooperation, join or participate in our committees or working groups, register for an event, or otherwise interact with us. We may also receive information about you from member companies or institutions you are associated with (for example, as an employee).
The personal data we collect may include your title, first name, surname, gender, date of birth, address, email address, phone number, IP address, and information about your website usage (such as pages accessed and timestamps).
We may also collect information relating to your employment, including your current
employer, job title, areas of interest or expertise, and job function if relevant to your
interaction with us. For certain membership applications, we may ask you to provide a
reference by sharing their name and contact details. Please ensure you have obtained
the reference’s consent before providing this information.
Additionally, we may collect your personal data (e.g., name, email address,
organisation, function,and other relevant contact details), particularly in your
capacity as a policymaker or representative of the media or a public authority,
from publicly available sources or within the scope of our business activities from
external sources.
2. How do we collect your data?
You provide EUDCA with most of the personal data we process.
We collect data when you:
- Participate in EUDCA activities, such as committee meetings, working groups, or other association initiatives.
- Complete administrative processes related to your organisation’s
membership (e.g., invoicing). - Collaborate with us on joint projects or activities.
- Voluntarily submit forms on our website, such as membership applications, event registrations, or resource requests.
- Register for EUDCA events or webinars.
- Share your contact details with us (e.g., by providing a business card or
requesting to join our mailing list). - Use or view our website, including through cookies and similar technologies
(see our Cookies section for details).
We may also receive your personal data indirectly from:
- Member organisations, project partners, or alliance partners who share
your information for professional purposes. - Publicly available sources or external partners, where relevant to our activities.
3. How will we use your data?
EUDCA collects your data so that we can:
- Keep you involved in EUDCA activities and keep you up to date on new developments – for EUDCA members
- Reach out to you for joint activities, potential EUDCA membership
- Personal data is only shared with third parties to the extent necessary to fulfil our organisation's purpose. Where possible and necessary, we will anonymize your data, if it has to be sent.
- Fulfil our legal obligations under Belgian law for international organisations
- improve our website and digital services
EUDCA will share your data with our partners so that they may contact you about specific initiatives EUDCA is active in, or third parties who help us executing activities such as events and projects. Here a non-exhaustive list of our partners:
- APCO Worldwide LLC
- Spa Communications Ltd
- Board and Secretariat of the Climate Neutral Data Centre Pact
- Euroheat and Power (EHP)
- National trade associations (NTAs) (see our list of members for details)
We use your personal data to:
- Enable your participation in EUDCA activities and keep you informed about developments relevant
to our members. - Communicate with you regarding joint projects, events, and potential membership opportunities.
- Fulfil our legal and regulatory obligations under Belgian law applicable to international
associations. - Improve our website, digital services, and overall user experience.
We share personal data with third parties only to the extent necessary to achieve
the purposes of our association. Where possible, we will anonymize data before sharing.
EUDCA may share your data with trusted partners who support our initiatives or help us deliver services such as events and projects. Examples include:
- APCO Worldwide LLC
- Spa Communications Ltd
- Pb7 Research
- Board and Secretariat of the Climate Neutral Data Centre Pact
- Euroheat and Power (EHP)
- National trade associations (NTAs) (see our list of members for details)
- Other partners relevant to specific activities
4. On which legal basis do we process your personal data?
We will process your personal data on the following legal bases under Article 6 of the EU General Data Protection Regulation:
- Application and membership necessity: Where processing is necessary to manage
your application and administer your membership or any other association with EUDCA. - Legitimate business purposes: Where processing is necessary for our legitimate interests (such as preventing or detecting illegal activities, fraud or similar threats; representing our interests publicly or among experts, including communication with media representatives, policymakers, public authorities and other associations; exercising or defending against legal claims; enabling networking and cooperation activities among our members and stakeholders; improving our events and services by compiling statistics and analyses, annual industry reports; or analyzing website usage), unless our interests are overridden by your rights.
- Legal obligation: To comply with legal obligations to which we are subject
(for example, where we are requested by a court or authority to disclose your data). - Consent: Where you have given us explicit permission to process personal data
for a specific purpose, as required under applicable data protection laws
(e.g., receiving newsletters or marketing communications).
5. How do we store your data?
EUDCA securely stores your data at its office in Belgium, as well as in its database based on Odoo (Belgium and the United Kingdom), and Microsoft (USA). By using software from providers from the United States (U.S.), some limited data from interacting with us through respective tools such as Microsoft Teams might be stored in the U.S. Yet, your rights under GDPR apply worldwide if you are an EU citizen. For our website provider Odoo’s privacy policy, click here.
Where personal data is transferred by IT providers or partners outside the European Economic Area (EEA), we ensure that our suppliers and partners are in compliance with GDPR. By nature of its law, GDPR protects your personal data worldwide and applies also to our partners and suppliers outside the EEA.
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. For example, professional data will generally be kept for the duration of your active involvement with your organisation and, where required, for a limited period thereafter to conclude ongoing activities or meet legitimate business interests. Certain records, such as invoices and payment information, employment documentation, payslips, and invoices, must be retained for 5–10 years in accordance with Belgian law.
When you are no longer a member, we may keep limited data for the following purposes:
- to respond to questions, complaints, or claims;
- to demonstrate fair treatment;
- to maintain records required by law.
After these periods expire, or upon your request where applicable, we will securely
delete your personal data. If you wish to receive specific information on retention
periods for different data categories, please contact us using the details provided
in the “How to contact us” section.
6. Security precautions
EUDCA maintains appropriate technical and organizational security measures designed to protect your personal data against
accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use.
Non-sensitive details (such as your email address) are transmitted over the Internet,
which can never be guaranteed to be 100% secure. As a result, while we strive to
protect your personal data, we cannot guarantee the security of any information
you transmit to us, and you do so at your own risk.
Once we receive your personal data, we make our best effort to ensure its security
on our systems. Where we have given (or where you have chosen) a password which
enables you to access certain parts of our website, you are responsible for keeping this
password confidential. We ask you not to share your password with anyone.
Access to your personal data is restricted to authorized personnel who have a genuine business need and are bound by confidentiality obligations. We also have procedures in place to detect and respond to data breaches. Where legally required, we will notify you and the relevant supervisory authority without undue delay.
7. Marketing
EUDCA may, from time to time, send you information about our activities, events, services, or industry developments that we believe may be of interest to you, as well as relevant initiatives from our partners (Spa Communications). We will only send such communications where you have given us your explicit consent or where permitted by applicable law.
You have the right to withdraw your consent at any time. If you no longer wish to receive marketing communications from us, you can unsubscribe by following the instructions provided in the communication or by contacting us at info@eudca.org.
8. What are your data protection rights?
EUDCA would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request EUDCA for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that EUDCA correct any information you believe is inaccurate. You also have the right to request EUDCA to complete the information you believe is incomplete.
The right to erasure – You have the right to request that EUDCA erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that EUDCA restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to EUDCA’s processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that EUDCA transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: info@eudca.org
9. Cookies: What types of cookies do we use and how?
Our website, Odoo S.A., uses cookies to improve your browsing experience and
provide essential functionality.Cookies are small text files stored on your device
that help us remember your preferences and analyze site usage.
Types of cookies we use:
- Essential cookies: Required for the website to function properly (e.g., session
management, security). - Preference cookies: Remember your language and region settings.
- Analytics cookies: Help us understand how visitors use our site so we can
improve its performance. - Marketing cookies: Used only if you consent, to provide relevant content
and communications.
When you first visit our website, you will see a cookie banner asking for your
consent to non-essential cookies (analytics and marketing). You can accept all cookies,
reject non-essential cookies, or customize your preferences. You can also change
your choices at any time by adjusting the Cookie Settings.
For more details, please refer to our website’s Cookie Policy.
10. Privacy policies of other websites
The EUDCA website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
11. Changes to our privacy policy
EUDCA keeps its privacy policy under regular review and places any updates on this web page. This privacy notice was last updated on 8 January 2025.
12. How to contact us
If you have any questions about EUDCA’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email us at: info@eudca.org
Or write to us at: 40 Square de Meeus, 1000 Brussels, Belgium
13. How to contact the appropriate authority
Should you wish to report a complaint or if you feel that EUDCA has not addressed your concern in a satisfactory manner, you may contact the Belgian Data Protection Authority (BDPA), also known as the Autorité de Protection des Données (APD) in French or Gegevensbeschermingsautoriteit (GBA) in Dutch.
- Website: www.dataprotectionauthority.be
- Address: Rue de la Presse 35, 1000 Brussels, Belgium
- Email: contact@apd-gba.be
- Phone: +32 (0)2 274 48 00
Copyright
The content of this website, the data contained therein, images, sounds, texts and combinations thereof are protected by copyright. These rights rest with the European Data Centre Association (EUDCA). Without prior written permission from the EUDCA. it is not permitted to copy this website or any part thereof. The EUDCA provides openly available information and resources for the benefit of our members and all website visitors. Please ensure that any information and resources cited are accredited to the European Data Centre Association (EUDCA), and author(s) where applicable.
Liability
Despite the constant care and attention that is paid to the composition of this website and the data it contains, the European Data Centre Association (EUDCA) does not provide any warranties and accepts no liability for any direct or indirect damage, of whatever nature, arising from or in any way related to the use of this website, (in) accessibility of the website or resources downloaded.