This privacy statement explains the reason for the processing, the way SHAFFE collects, handles and ensures protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (e.g. the right to access, rectify, or block your personal data). SHAFFE is committed to protecting and respecting your privacy.
SHAFFE will process any personal data it would receive in the context of its professional relationship with any third party in full compliance with EU and Belgian applicable legislation, i.e. the Belgian Privacy Act (Act of 8 December on the protection in relation to the processing of personal data) and the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/79).
SHAFFE will only collect personal data which is strictly necessary to achieve the purpose for which the personal data have been collected.
SHAFFE will not keep personal data any longer than is necessary for achieving the purposes for which the personal data have been collected or obtained, except if it is obliged to do so by law and/or professional rules of conduct.
The personal data collected and further processed are:
As SHAFFE is the organiser of meetings taking place inside the EU institutions. For security purpose of these EU institutions, SHAFFE also processes information from participants including date of birth, nationality, and ID/passport numbers and their expiry date.
SHAFFE only keeps the data for the time necessary to fulfil the purpose of collection or further processing. Personal data are kept as long as follow-up actions to the meeting are necessary with regards to the purpose(s) of the processing of personal data as well as for the meeting and its related management.
If data subjects do not agree with this, they may contact the Data Controller(s) by using the contact information as mentioned in Point 7 below.
SHAFFE uses up-to-date IT procedures to keep personal data safe and secure. All data in electronic format (e-mails, documents, uploaded batches of data etc.) are stored on the server of the contractor EASI on the SHAFFE premises. As such, these EASI servers are based in the EU, and EASI is GDPR compliant. The contractor EASI is bound by a specific contractual clause for any processing operations of your data.
a) In the context of meetings organized by SHAFFE AISBL, your data is accessible to:
b) Staff in the EU institutions have access to your data to organize meetings in their premises. In the context of these meetings your personal data is accessible to:
c) In case of litigation your data is accessible to:
d) The transfers of personal data to countries outside of EU/EEA is not foreseen.
You are entitled to access your personal data and rectify and/or block it in case the data is inaccurate or incomplete. You have the right to withdraw your consent at any time. You can exercise your rights by contacting the data controller(s), and if necessary the European Data Protection Supervisor using the contact information given at point 7 below.
If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact:
SHAFFE Senior Advisor Philippe Binard at:
firstname.lastname@example.org or per phone +32 (0)2 777 1580
SHAFFE Data Controller Nelli Hajdu at:
email@example.com or per phone: 0032 2777 15 80
European Data Protection Supervisor at:
firstname.lastname@example.org or per phone +32 (0) 22 83 19 00.