This policy is applicable to all personal data processed by Intergraf a.i.s.b.l., registered at Avenue Louise 130A, 1050 Brussels, Belgium, as well as FTA Europe aisbl, also registered at Avenue Louise 130A.
Intergraf is committed to protecting your personal information in accordance with applicable legislation, in particular the General Data Protection Regulation (2016/679). The GDPR regulation is an essential step to strengthen individuals’ fundamental rights, in accordance with article 8(3) of the Charter of Fundamental Rights, in the digital age and facilitate business by clarifying rules for companies and public bodies in the digital single market. This regulation protects the natural persons with regards to the processing of personal data and on the free movement of such data. Intergraf has reviewed its privacy policy and procedures to ensure personal data collected, processed and stored by Intergraf is secured.
Personal information collected, processed and stored by Intergraf is limited to professional information. No sensitive data is being collected, processed or stored by Intergraf.
1. Personal data collection and use
You may provide us with your personal data when interacting with an Intergraf staff member by email, mail or on social media, when using our websites, when attending one of our events or when meeting an Intergraf staff member at an external event.
Communications
Personal data received by email, postal mail or exchanged in person on a business card is processed by the staff of Intergraf. Each staff member, as he or she sees fit, may retain the content of specific communications that he or she receives and sends, but we keep this information stored securely. Business cards are entered into our database to allow the data to be stored digitally.
Employment information from prospective interns and employees is shared internally until that individual becomes a candidate for employment. At that point, we may share the CV with our advisers and trustees. We keep all accounting and administration information for auditing purposes, in accordance with standard practice and Belgian law.
Websites and cookies
Cookies are small, often encrypted text files, consisting of a string of characters, that websites store on your computer or mobile device to uniquely identify your browser or mobile device every time you return to the website. Cookies are used to facilitate ongoing access, allow content improvements, and generally enhance your browsing experience. Our websites www.intergraf.eu, www.intergrafconference.com and www.fta-europe.eu use first-party cookies to control functionality and enable services and features such as access to secure areas. No personal data is stored in this process.
We use third-party analytics providers such as Google Analytics to understand how the websites are being used and to help us improve content and services, as well as usability and performance. Google Analytics uses cookies to measure interactions on our websites and report trends about user behaviour. Find out more about Google’s privacy policy.
By using our websites, you are agreeing to the use of cookies as described in this policy. Most browsers have built-in privacy settings that allow you to control cookies, including deleting or disabling them altogether. For more information on how to set your browser or mobile device to accept or block cookies, please visit www.allaboutcookies.org or www.youronlinechoices.eu. Please note, however, that if you disable or reject cookies, you may not be able to use some of the functionalities of our websites.
Newsletters
The e-mail addresses of subscribers to our newsletters are collected to send the newsletters.
Social media and software
Intergraf uses social media and online software, which have their own privacy policies.
Intergraf uses the following social media:
Linkedin – View LinkedIn’s privacy policy
Intergraf uses the following social media:
Twitter – View Twitter’s privacy policy
Intergraf uses the following video platform:
Vimeo – View Vimeo’s privacy policy
Intergraf uses the following online software:
MailChimp – View MailChimp’s privacy policy
Events
Personal data is collected for the purpose of managing registrations, event participation and invoicing. All event participants complete registration forms and are subsequently entered into Intergraf’s database. Intergraf uses the contact details of its database to inform business contacts of the event they registered to, as well as upcoming events.
Intergraf Currency+Identity
Personal data is collected for the purposes of managing registration and invoicing and of keeping contacts informed about current and future events. No credit card data is stored by Intergraf. All transactions are processed by Ingenico Payment Services via a secure payment platform linked to our website. Ingenico Payment Services has its own privacy/cookie policy.
2. Personal data storage
Database
Intergraf maintains a database of the professional contact details of its members, clients and business contacts. The following information is stored in our database: name, address, phone numbers, email address, in some cases photos for event badges, company website, VAT number, event participation. We work with an external database provider to ensure that the stored personal data and information is protected.
Paper storage
Personal data may appear on paper documents, including business cards, stored in Intergraf offices. These are accessible to Intergraf staff members only and most confidential personal data is locked with keys only accessible to accredited staff members. Access to Intergraf offices is monitored during the day by present staff members or locked and under alarm surveillance when the office is not occupied.
Electronic storage
Personal data may appear on electronic documents stored in Intergraf computers and servers. These are accessible to Intergraf staff members only and are protected by passwords. Servers are secured by firewalls. Computers and servers are in Intergraf offices which are monitored during the day by present staff members or locked and under alarm surveillance when the office is not occupied.
Emails and websites
Intergraf emails and websites are being hosted by an external service providers outside Intergraf offices but remain in the European Union.
3. Personal data disclosure
As a non-profit organisation, Intergraf does not rent or sell personal data to third parties for commercial purposes. Data stored in Intergraf database is used to inform about Intergraf activities and events.
Third-party service providers
We may share the personal data we hold with third-party service providers (i.e., print and mail companies) who provide services on our behalf. These third parties may have access to or process the personal data we hold as part of providing services to us.
Legal requirements
Personal data may be shared if required by law or to comply with a court order.
Events
Personal data collected during the registration to Intergraf events is stored in our database. It is used to inform contacts about current and future events of interest. The following information will appear on participants’ lists: name, company and country.
Intergraf Currency+Identity
Personal data collected during registration is used to keep contacts informed about current and future events. Contacts can opt in or out of newsletters and email campaigns when registering and can unsubscribe at any time by contacting intergrafconference@intergraf.eu.
Personal data collected during registration appears on the participants’ list distributed at the event, including the contact’s name, job title, company and photograph. Contacts can request for their photograph not to appear on that list. This data is shared with a third-party service provider outside the European Union to publish the event’s mobile application. Find out more about their own privacy policy and obligations under the EU-U.S. Privacy Shield Framework.
For virtual events, data is collected to allow registered participants access to the event digital platform. When registering, an account is created with all the information entered. This account will allow participants to access to the platform and to network before, during and after the event. Participant data will be given to Swapcard, Intergraf’s partner and editor of the digital platform. The data will be protected and not commercialised. Participants have the right to access the data, as well as editing or deleting it. Further information on data processing and participant rights is to be found on Swapcard’s protection of data policy.
Data retention
Data will be retained no longer than required to achieve the purpose for which data were collected.
Data may be retained or collected for marketing purposes. In that case, data will be stored for as long as Intergraf is able to market its activities unless receipt of consent withdrawal or opt-out of marketing communications. In case of opt-out, contact details will be kept only to ensure that no further contact is made for marketing purposes.
4. Data privacy rights
You have the right to be informed of any personal data regarding yourself being processed by Intergraf, and to request to rectify or erase any incorrect, incomplete or irrelevant data.
You can exercise this right by submitting a written request to this effect to:
Intergraf: office@intergraf.eu
Intergraf Currency+Identity: intergrafconference@intergraf.eu
FTA Europe: info@fta-europe.eu
If you have any questions regarding our privacy policy or require any clarification, please contact: office@intergraf.eu.
5. Privacy policy updates
We may make periodic changes to this privacy policy, which we will post to this page. The date of the latest revision will be indicated.
Latest update January 2021