THE EUROPEAN FUEL MANUFACTURERS ASSOCIATION PRIVACY
NOTICE
The European Fuel Manufacturers Association AISBL, acting
through its Concawe and FuelsEurope divisions ("We",
"us", "our"), is committed to complying with EU Privacy Law. This privacy notice (this
"Notice") describes how We process the
Personal Data of certain categories of Data Subjects that are not
associated to us.
In carrying out our activities, We process Personal
Data relating to representatives of industry associations, consultants,
contractors, REACH Licensees, suppliers, individuals registering for our
publications, conferences and other events, officials of the European
institutions and EU agencies, EU Member State officials, journalists and other
stakeholders ("You") in
the EU policy areas that We are involved in.
We are a data controller. This means that We are
responsible for deciding how We collect and use (process) Personal Data about
You. We are required under GDPR to notify You of the information contained in
this Notice.
1.
What
Personal Data do We hold about You?
Depending on who You are,
We collect different Personal Data from You, for specified purposes and based
on a specific legal ground.
|
|
|
|
Policy makers: EU and
Member State officials, members of comitology committees, PermReps,
EU agency officials, MEPs and MEP assistants and policy stakeholders,
including journalists, industry associations and NGOs involved in the policy
areas that the association is active in. |
Name, organization, job title, email address, telephone number (fixed
and/mobile); if You are a MEP, political group and committee and Directorate
General in the case of Commission officials. |
Conducting
FuelsEurope’s advocacy activities in the policy
fields We are involved in, including sending You our position papers,
emailing You with questions, sharing industry's perspective on a policy
issue, inviting You to an event; if you are a MEP, in addition to the above,
sending You voting recommendations. |
Legitimate interests –
We believe that, as an EU association active in the field of petroleum
refining industry, We have the legitimate interest to conduct our advocacy
activities. |
ECHA officials, Petco members and competent Member
State authorities for REACH; officials of EU Commission (DG GROW, DG ENVI, DG
R&I, JRC) and its agencies, members of technical committees at EU and
national level involved in scientific and environmental matters affecting
petroleum products and their uses; universities and members of scientific
committees of UNESCO and OECD and refining industry stakeholders. |
Name, organization, job title, professional email address, and
professional telephone number. |
Conducting
Concawe’s scientific work in relation to petroleum
products and environmental science related to petroleum products and other
hydrocarbon technologies and Concawe’s role as SIEF
facilitator under REACH and to invite You to our events. |
Legitimate
interests - We have the legitimate interest in providing
the science to ensure science based policy making and implementation of
policies. |
Third party contractors/service providers, suppliers,
universities, laboratories or consultants for research and consultancy
services contracts and REACH Licensees. |
Name, organization, job title, email address, telephone number; bank account details. |
Preparing,
executing and terminating a contract We have with You. Prior
to conclusion of the contract – during the contract initiation phase –
Personal Data is processed to prepare bids or purchase orders or to fulfill
other requests that relate to the contract. |
Performance
of a contract |
Individuals
attending conferences and events. |
Name, job title, email address and telephone number and bios in the
case of speakers at conferences. |
To
manage registration, invoicing, participation in events, to send You
follow-up emails with regard to the events You attended, to invite You to
future events and conferences, to share the list of attendees with other participants. |
Consent |
Subscribers
to newsletters. |
Name, email, company, business address, job title,
department, mobile/fixed professional telephone and fax number. |
To
inform You about our activities, to send You our newsletters, reports and
scientific publications |
Consent |
2.
Change of purpose
We will only use your Personal Data for the purposes for which We
collected it, unless We reasonably consider that We need to use it for another
reason and that reason is compatible with the original purpose. If We need to
use your Personal Data for an unrelated purpose, We will notify You and We will
explain the legal basis which allows us to do so.
3.
Which third-parties
process your Personal Data? Do We share, disclose or transfer Personal Data
We share your Personal Data with IT service
providers and accounting service.
Any such
third party service provider engaged by us is expected to comply with the
requirements of the GDPR and this Notice.
In order to send You our
newsletter and reports, We also share your Personal Data with MailChimp (https://mailchimp.com/), a third party providing email marketing services. MailChimp is
located in the United States. Your Personal Data are transferred to, stored and
processed in the United States and may be shared there. We have taken steps
with MailChimp to ensure that the transfer of your Personal Data to MailChimp
complies with EU Privacy Law. MailChimp participates in and has certified its
compliance with the EU-U.S. Privacy Shield Framework. We have also signed a
Data Processing Agreement incorporating Standard Contractual Clauses with
MailChimp. If You would like to receive a copy of the agreement, You can contact
us at privacy@fuelmanufacturers.eu.
In order to log meetings
with officials and contacts and to store contact information for
internal advocacy purposes we use the software tool Quorum. We share your
Personal Data with Quorum Analytics Belgium BVBA, a third party providing EU
public affairs and contact management services. For reasons related to the
functioning of the tool, your Personal Data may be transferred to, stored and
processed in the United States by a Quorum entity. We have taken steps with
Quorum to ensure that any such transfer
of your Personal Data complies with EU
Privacy Law. Quorum participates in and has certified its compliance with the
EU-U.S. Privacy Shield Framework. We have also signed a Data Processing
Agreement with Quorum. If You would like to receive a copy of the agreement,
You can contact us at privacy@fuelmanufacturers.eu.
We do not use other
third-parties to process your Personal Data or otherwise transfer Personal Data
outside of the EEA and/or disclose your Personal Data to other recipients than
those identified in this Notice. If we were to do so, We will comply with EU
Privacy Law.
4.
Data security
Your Personal Data are
treated as confidential. We never pass on your contact details to third parties
for commercial purposes. In order to safeguard your Personal Data from unauthorized access, collection use, disclosure copying,
modification, disposal or similar risks, We have
put in place appropriate administrative, physical and technical
measures such as antivirus protection and encryption to secure all storage and
transmission of Personal Data by us, and disclosing Personal Data both
internally and to our authorized third party service providers and agents only
on a need-to-know basis. You should be aware, however, that no method of
transmission over the Internet or method of electronic storage is completely
secure. While security cannot be guaranteed, We strive to protect the security
of your information and are constantly reviewing and enhancing our information
security measures.
5.
How long will We
retain your Personal Data?
We store your Personal Data as long as it is
necessary to perform the contract We have with You or as long as You don't
withdraw your consent or don't object to the Processing.
We undertake, absent of any Processing
activities within a period of 24 months, to delete the Personal Data We hold on
You. However, We may retain your Personal Data under EU or national laws. We
may retain electronic copies of files containing Personal Data created pursuant
to automatic archiving or back-up procedures which cannot reasonably be
deleted. In these cases, We shall ensure that the Personal Data are not further
actively processed.
6.
"Cookies"
and Internet tags
We process information about visits to our
websites, the web pages visited, the date and time that you view our website
and what you clicked on, your IP address, the geographical location
from which you accessed our website based on your IP address, information about
your computer or device (device and browser type). Such information includes
Personal Data. We use this information for internal purposes to compile
aggregate statistical data about users' browsing actions and patterns and to
estimate our audience size and usage patterns. We obtain information by
installing technical "cookies" to capture session data.
7.
Your rights in
connection with Personal Data
Under certain circumstances, under EU Privacy
Law, You have the right to:
(a)
Request access to your Personal Data. This enables You to receive a copy of the
Personal Data We hold about You and to check that We are lawfully Processing
it.
(b)
Request correction of the Personal Data that We hold about You. This enables You to have
any incomplete or inaccurate information We hold about You corrected.
(c)
Request erasure of your Personal Data. This enables You to ask us to delete or remove
Personal Data where there is no good reason for us continuing to process it.
You also have the right to ask us to delete or remove your Personal Data where
You have exercised your right to object to Processing (see below).
(d)
Request the
restriction of Processing of your Personal Data. This enables You to
ask us to suspend the Processing of Personal Data about You, for example if You
want us to establish its accuracy or the reason for Processing it.
(e)
Request the transfer of your Personal Data to another party (right to data portability).
When You provided your consent to the
collection, Processing and transfer of your Personal Data for a specific
purpose, You have the right to withdraw your consent for that specific
Processing at any time.
When We process your Personal Data based on
our legitimate interest (or those of a third party), You have the right to
object to such Processing.
To withdraw your consent or object to the
Processing and to
exercise any of your rights as Data Subject, make queries or complaints, please
contact our Legal Advisor at +32 2 566 91 22 or our
Finances' Manager at +32 2 566 91 18. You can also contact us via email at privacy@fuelmanufacturers.eu. If You are dissatisfied with any aspect of our handling of your
Personal Data, You have the right to make a complaint at any time to the
relevant Supervisory Authority.
8.
Changes
to Notice
We may revise this Notice from time to time and any revisions will be made available to You via our websites.
9.
Our
contact details
European Fuel
Manufacturers Association AISBL
FuelsEurope /
Concawe
Boulevard du
Souverain 165 - 3rd floor, 1060 Brussels,
Belgium
Tel. +32 2 566
91 00
Fax. +32 2 566 91 11
Email: privacy@fuelmanufacturers.eu
10. Glossary
In this Notice:
"EU Privacy Law" means the General Data
Protection Regulation 2016/679 ("GDPR")
and the Belgian national privacy laws, as amended from time to time.
"Data
Subject" means an identified or identifiable individual.
"Personal
Data" means any information relating to an identified or identifiable
natural person.
"Processing"
means any operation performed on Personal Data, manually or by automated
means, such as collection, recording, organization, storage, adaptation or
alteration, retrieval, consultation, use, disclosure by transmission,
dissemination or otherwise making available, alignment or combination,
restriction, erasure or destruction.
"Supervisory
Authority" means the Belgian Data Protection Authority or the relevant
data protection authority of the data subjects' habitual residence or place of
work.
Last update: June 2022