Polis respects the privacy of visitors to its website and seeks to ensure that any personal data that we collect is processed in a secure, responsible manner. Polis only collects personal data that we need in order to provide our services.
This policy explains how we process personal data generated by your use of this website.
This policy was last updated: 29 May 2018.
Personal data is collected via the website if you subscribe to one of our services.
1.3 What personal data we collect and why
Polis maintains a network of stakeholders active in the field of sustainable urban and regional mobility and innovation in transport. Our website plays a pivotal role in maintaining and expanding our network.
The Polis website is the gateway to becoming:
- A member or associate of the Polis network.
- A subscriber to the Polis news alerts.
To register or apply for any of these services, you may be asked to provide some personal information (which vary according to the service).
Members and associates: Application forms for full or associate membership of the Polis network can be downloaded from our website. You are asked to provide name, email address, position, VAT number, phone number, and fax number. We need these details to process the membership contract.
Polis news alerts subscribers: The mandatory fields for subscription include: first name, last name, email address, and type of organisation. This information helps us understand your interests and improve the publications that we send. If you receive a news alert about an event to which you wish to register, details about data protection will be included on the registration form.
1.4 How long do we keep your personal data?
Members and associates: Duration is linked to membership. If you cancel or do not renew your membership your account will be deleted, and the personal data will be stored in a secure folder and not further processed, except to comply with legal requirements such as audits. Upon expiration of the membership, or request to withdraw, we will ask you if you still wish to receive emails from us.
Polis news alerts subscribers: Duration is linked to your subscription. If you unsubscribe, your personal data will be deleted permanently. Details of how to unsubscribe are provided in each news alert.
1.5 How we protect your data
At Polis we implement technical and organisation measures to secure your personal data. We have technical security measures to protect against hacking, malware, ransomware, malicious websites, etc. We do not store any personal data in cloud-based servers.
1.6 Your rights concerning your personal data
To ensure fairness, transparency, and accountability, you are invited to exercise the following rights, free of charge, whenever you think it is appropriate.
Right to review, update, and correct your personal data
You have the right to review and update, correct or remove any of your personal data by sending a request to Alexia Collignon (email@example.com).
By requesting access to your personal data, you will obtain:
- A list of personal data about you held by Polis and information about where we got it (if it was not obtained directly from you).
- An explanation of the purpose for which your personal data is being processed and an indication of how long we will continue to use your data.
- Details of anyone to whom your personal data have been disclosed (note: we would normally only disclose your personal information if required to by law).
The right to withdraw your consent to the processing
We process your personal data on the basis of your freely given consent. You have the right to revoke this consent at any time for any reason. To do so, please contact Alexia Collignon (firstname.lastname@example.org). After your request has been received, your personal data will be removed from the mailing lists and/or deleted entirely from our database within one month (your data may be stored, but not further processed, in order to comply with possible audits or checks from funding bodies, e.g. the European Commission).
The right to lodge a complaint
In case of any complaint please contact Polis immediately to resolve the problem. However, please note that you have (at all times) the right to lodge a complaint with the Belgian Data Protection Authority (email@example.com).
1.7 Changes to this policy