PolyREC® takes the protection of your data seriously and has put appropriate measures in place to prevent misuse, loss, unauthorized access, unwanted disclosure or unauthorized alteration of your data. If you have the impression that your data is not secure or there are indications of misuse, please contact us immediately.
‘Personal data’ is defined in the Data Protection Law and is essentially information from which an individual person can be identified. By submitting information and/or continuing to use our website, you signify your consent to us using your personal data in accordance with the below.
We may need to change the terms of this Policy from time to time and changes will be posted on this page (and/or where appropriate, otherwise notified to you). Your continued use of our website will be deemed to be acceptance of amendments we make.
This Policy was last updated on 23 July 2021.
2. Who we are
PolyREC® is a non-profit association, in short ‘ASBL’, governed by the Belgian Code of companies and associations. The registered office of the Association is Avenues des Arts 6-9, 1210 Brussels, Belgium.
References to “we”, “us”, “our” and ‘the Association’ in this policy are all references to PolyREC®.
3. How we collect information about you
There are several ways we may collect information about you. These include:
when you provide it to us by getting in contact (phone/email/website/social media)
when you report a problem with our website or any of its services
4. What information we collect about you
This can include the following: name, email address, job title, company name, IP address, geographical location of where you accessed our website, information about how you use/interact with our website, information from cookies (if you have consented to their use) and information about your computer or other electronic device (tablet and browser type).
5. How we use your information and the legal basis for this
PolyREC® will only use your personal data in accordance with the law and the applicable legal grounds available. Most commonly, personal data will be used:
where this is necessary for the performance of a contract to which a member is a party or in order to take steps at the request of a prospective member prior to entering into a contract;
where it is necessary for the purpose of a legitimate interest pursued by the Association or a third party, albeit to the extent that such legitimate interest is not overridden by your interests or fundamental rights and freedoms as a data subject involved or those of a third party;
where this is necessary to ensure compliance with a legal obligation to which the Association is subject;
with your consent.
The processing of personal data by PolyREC® may be based on more than one lawful ground depending on the specific purpose(s) as specified below.
Your personal data will be processed by the Association for its internal processes, e.g.:
to enable the Association to provide you with access to all relevant parts of its website;
to compile visitor reports and to help us improve our website;
to contact you where necessary for the provision of the services you have requested;
to provide you with new services that may be of interest to you;
to better understand you and your needs;
any other legitimate commercial purposes such as sending you information by e-mail which we deem to be potentially interesting for you, provided you have given us an opt-in or you have previously ordered services from us and the communication is related to similar services. You can unsubscribe in order to stop receiving marketing information from us simply by responding at any time “Unsubscribe” by e-mail to a marketing message. You can also send us a request using the contact information. Please note that if you choose not to receive promotional messages from us, we will continue to send you information about an account you may have with us or a relationship that you may have with us or with regard to a request for our services.
To the extent possible, the Association will limit the collection and processing of your personal data to what is necessary for its intended use.
6. Who we share your data with
We will only share your data with third parties for the purposes of delivering our services, fulfilling any contracts we enter with you, where required by law or to enforce our legal rights.
6.1 Third party communications
PolyREC® will not disclose your details to third parties for the purpose of receiving communications from those third parties, including relevant business information, unless you specifically opt-in to this type of communication.
6.2 Service providers
Only when necessary to deliver our services and run our business, we share your information with various providers who will act as data processors. These may include:
Telephone and email providers
Payment processing providers
IT service providers
Mailing houses and print/fulfilment companies
6.3 Sharing your information for legal reasons
PolyREC® will share your information when required to do so in order to comply with a common law or statutory obligation. For example, this may include:
If we are under a duty to disclose or share your personal data to comply with any legal obligation, or to enforce or apply any of our other applicable terms and conditions and other agreements; and/or
to protect the rights, property, or safety of us, our commercial partners, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
6.4 Transfer of your information outside the European Economic Area (EEA)
Your personal data may be accessed by or transferred to suppliers, members of PolyREC® or staff of the Association in the European Economic Area, for and to the extent required by the purposes set out in this statement. We will only transfer your personal data to persons or entities in countries outside the EEA if you have not opted out of having your information transferred to such third countries and the Commission has issued an adequacy decision in respect of the third country. In the absence of an adequacy decision, we will ensure that appropriate safeguards are in place. You will be informed whenever we intend to transfer your personal data to a third country or international organization, the existence of an adequacy decision or the appropriate safeguards and how to obtain a copy of them or where they have been made available prior to such transfer taking place.
You acknowledge that personal data that you submit or for which you have given your consent for publication through our website or services may be available, via the internet, around the world. The Association cannot prevent the use (or misuse) of such personal data by others
7. How long we retain your data
We will keep hold of your data for no longer than necessary. The length of time we retain it will depend on any legal obligations we have (such as tax recording purposes), the nature of any contracts we have in place with you, the existence of your consent or our legitimate interests as a business.
Unless you provide consent for future contact during your enquiry, we will keep your information for as long as required to respond and complete your enquiry.
8. Your rights
Subject to certain limitations, you have the right to:
8.1 Request a copy of the information we hold about you and be told about its use.
8.2 Request that PolyREC® rectifies, deletes or restricts processing of your information if you have concerns over its accuracy, deletion or fair and lawful use.
8.3 Object to the processing of your personal data, based on your particular situation, where this processing is based on the legitimate interests of PolyREC®, where it involves direct marketing, or where it is completed for research or statistical purposes.
8.4 Withdraw consent to the use of your information.
8.5 Receive your personal data in a portable, commonly used, machine-readable format to transfer to another data controller. However, in some circumstances we may be unable to provide you with some or all of your personal data, for example, if it compromises the confidentiality of a third party.
PolyREC® will action on your request regarding any of the above listed rights without undue delay and at least within a month of the request. Given the complexity of the request, PolyREC® retains the right to extend this timeframe under the condition that you, as the data subject, are notified of the new timeframe within a month.
9.1. What are cookies?
A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.
More information on all aspects of cookies can be found on www.aboutcookies.org.