EUROCITIES ASBL (headquarters located at Square de Meeus 1, 1000 Brussels, enterprise number 447.820.987) is the controller of the personal data collected:
on the website eurocities.eu
on our members and their representatives
through the Urban Voice registration form
through personal contacts such as business cards
EUROCITIES operates eurocities.eu and the associated members area. The members area is a dedicated space of the website for members (referred to hereafter as a part of the Services).
EUROCITIES also publishes a public newsletter (Urban Voice) and members newsletters (Flash and thematic newsletters) as part of the Services provided. These newsletters are sent to our contacts and/or members.
The personal information you provide to EUROCITIES will be used and stored as follows:
I. Data collection and use
EUROCITIES collects personal information you provide to deliver the Services requested based on EUROCITIES legitimate interest in keeping you updated about EUROCITIES activities and/or based on the contract established between you and EUROCITIES. EUROCITIES strives to limit the amount of personal information collected.
The personal information collected could be used to contact you about the network or in response to a specific enquiry via email, telephone or postal mail. Your name (first name and last name) will be used as authentication information for the members area of the website.
We collect your preferences and interests connected to our thematic content categories. This allows us to build your personalised Service experience, customising the website, and tailored emails and newsletters.
For EUROCITIES members, we collect and keep your forum and working group affiliations, allowing you to be notified about forum and working group meetings, reports, working documents.
We do not collect any sensitive data (political opinion, religious beliefs, health, etc.) unless it is expressly needed and, in this case, on the basis of your explicit consent.
II. Cookies and log data
A cookie is a small snippet of text that a website asks your browser to store. Once you agree, the file is added. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. They can also identify whether you are signed in or not to our website, and allows you to save your login information on your computer and/or to remain logged between visits. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
When you access the website, it automatically records certain log data. The data we collect enables us to analyse web traffic and may include information such as your computer’s Internet Protocol (“IP”) address, browser version, pages of our Service visited, the time and date of your visit, the time spent on those pages, and other statistics. This data helps us improve your online Service experience.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. Beware this may prevent you from taking full advantage of our website services.
III. Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over those other websites. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the websites in question.
IV. Transfer of data
No data is used, stored or transferred outside Europe.
V. Service Providers
We partner with third-party companies to provide specific services. We want to inform you that these third parties have access to some of your personal information to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.
We may employ third-party companies and individuals due to the following reasons:
To facilitate our Service
To provide the Service on our behalf
To perform Service-related services
To assist us in analysing how our Service is used
These service providers include among others: Microsoft, Google analytics, Hotjar, Vertical Response, Eventbrite, Cloud plaza. We endeavour to choose third-party companies that are also GDPR compliant.
VI. Controlling your personal information
Your personal information, preferences and interests are fully accessible and editable on our website (link available soon). We can also transfer the data collected pursuant to the association contract to another association (data portability).
EUROCITIES network members who want to modify their forum and working group affiliations should check with the contact officer for their city or send an email to firstname.lastname@example.org.
If you believe that any information we are holding about you is incorrect or incomplete, please write to or email us at the address email@example.com. We will correct any information found to be incorrect as soon as possible.
If you want to be completely removed from our database or if you want a restriction of your data processing, please follow this link (link available soon). If you are a member of the network, be aware that asking to be removed from our database or limiting our access to your data, will result in us being unable to convene you to meetings or other activities of the network.
If you are concerned that we have not complied with your legal rights or applicable privacy laws, you may contact the CPP (Commission for the Protection of Privacy www.privacycommission.be), which is the regulator responsible for data protection in Belgium, where EUROCITIES is located.
Alternatively, if you are located outside of Belgium, you may contact your local data protection authority.
VII. Period of storage
EUROCITIES will store your information as long as you use our Services or you are member of our network and until one year after your last use of our Services or the termination of the membership.
VIII. Privacy of minors
Our Service does not address anyone under the age of 16. We do not knowingly collect personal identifiable information from children under 16. In the case we discover that a child under 16 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take the necessary action.
We take precautions to protect your information both online and offline. Only employees who need the information to perform specific actions are granted access to personally identifiable information. The computers/servers on which we store personally identifiable information are protected and kept in a secure environment. All passwords are encrypted and stored in our database.
This policy is updated periodically. The latest version is available on this page and has been published on 24 May 2018. We advise you to review this page regularly for any changes.
If you have any questions about this policy, please email to firstname.lastname@example.org or write to: EUROCITIES, 1 square de Meeus, 1000 Brussels, Belgium.