Privacy policy

1. INTRODUCTION

WAPES cares about your privacy and treats personal data as confidentially as possible.

The protection of your privacy and your personal data is an extremely serious matter for us. We collect, store and use your personal data only in accordance with the contents of this privacy policy («Privacy Policy») and the applicable data protection provisions, in particular the provisions of the European General Data Protection Regulation («GDPR») and the national data protection provisions.

This Privacy Policy explains which personal data is collected and processed, for what purposes, how long we retain the personal data, what your rights are in this respect and how you can contact us.

This Privacy Policy applies inter alia to (i) our websites: https://wapes.org/ and https://members.wapes.org/ (hereinafter «our Websites») and (ii) all relationships via any other means of communication between you and us.

2. GENERAL INFORMATION APPLICABLE TO ALL OUR PERSONAL DATA PROCESSING OPERATIONS

2.1. WHO IS THE DATA CONTROLLER?

World Association of Public employment services is responsible for the processing of your personal data as described in this Privacy Policy. We are an international non-profit association, with registered office at Immeuble VDAB, Boulevard de l’Empereur, 11, 1000 Brussels, Belgium and registered in the Belgian Crossroads Bank for Enterprises under the number 0827.036.846 (hereafter “WAPES”, «we» and «us«). WAPES is the data controller of your personal data.

2.2. HOW DO WE RECEIVE YOUR PERSONAL DATA?

We may collect and process personal data from you in different ways. You usually provide us with your personal data yourself. Note that if you, as a member, job applicant, supplier, etc. of WAPES are a legal entity, the personal data we collect and process will be of the relevant contact person(s) at the legal entity.

2.3. WHO DO WE SHARE YOUR PERSONAL DATA WITH AND DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE THE EUROPEAN UNION ?

• fostering contacts between the various member organizations;
• promoting exchanges of information and experiences on the activities of member organizations;
• promoting cooperation between members, and in particular between the most developed and the least developed member organizations;
• providing services of common interest, such as surveys, studies, database management, training and professional development;
• to organize congresses, conferences, meetings, workshops and seminars on themes of common interest to the majority or a specific group of member organizations.

If we rely on other service providers to provide a certain service to you, these service providers have access to your personal data solely within the framework of their services. We rely on service providers for the delivery of our newsletters, for sending out surveys following an event or conference, for making travel arrangements if needed in light of an event or conference, etc..

We have taken the necessary technical and organizational measures to ensure compliance with data protection provisions and also require external service providers to do so. We have concluded or are concluding data processing agreements with the relevant third parties processing personal data on behalf of WAPES, which contain the necessary guarantees with regard to the confidentiality and observance of privacy of your personal data.

Notwithstanding the above, WAPES may disclose your personal data to the competent authorities (i) if WAPES is obliged to do so by law or judicial process and (ii) in order to protect and defend our rights.

In principle, WAPES does not transfer your personal data to recipients in countries outside the European Economic Area. However, in case of a transfer, WAPES will ensure that any transfer of personal data outside the European Economic Area to a recipient in a country not covered by a European Commission decision to provide an adequate level of protection, will be subject to the provisions of a data transfer agreement, which will include (i) the standard contractual clauses issued by the European Commission, or (II) any other mechanism in accordance with the privacy legislation, or any other regulation relating to the processing of personal data.

2.4. WHAT RIGHTS DO YOU HAVE AS A DATA SUBJECT?

You have several rights:

• You always have a right of access to your personal data. This allows you to check what personal data we process about you. If you are a member, you can exercise this right through the Member Zone.
• You always have a right to rectify your personal data. This allows you to correct or complete incorrect or incomplete personal data that we process about you;
• You have a right to erasure of your personal data. This allows you to permanently delete personal data that we process about you. We are not always obliged to delete your personal data at your request – this right only applies in the cases and to the extent provided for by law;
• You have a right to restrict the processing of personal data relating to you. This allows you to freeze the use of your personal data by us, without deleting it. We are not always obliged to restrict your personal data at your request – this right only applies in the cases and to the extent provided for by law;
• You have the right to object to the processing of your personal data. This allows you to oppose the further processing of your personal data, if you have given your consent for processing your data for communication purposes. The right to object may not be exercised for data that are essential for the validity and performance of your contract with WAPES for the provision of services, unless you have previously requested its termination and there are no amounts due. Moreover, we are not always obliged to honor your objection, if other legitimate interests of WAPES might be at risk;
• You have the right to withdraw your consent at any time where the processing of your personal data is carried out on the basis of your consent (for communication purposes);
• You always have the right to object to the processing of your personal data for direct marketing purposes;
• You have the right to data portability. This allows you to transfer, copy or forward personal data easily from one data controller to another. This right can only be exercised if the processing is based on your consent or on an agreement with you. It must be highlighted though that this right is void of purpose in our case, as the WAPES application policy does not involve the transfer of your personal data on request to another data controller.

If you wish to exercise any of the rights mentioned above, please contact us at privacy@wapes.org or by post. Information provided is initially free of charge. You can exercise these rights on a reasonable basis.

2.5. DO YOU HAVE ANY QUESTIONS OR A COMPLAINT?

For all questions or complaints regarding the processing of personal data, please contact us:
World Association of Public employment services
Immeuble VDAB, Boulevard de l’Empereur, 11, 1000 Brussels
privacy@wapes.org
Tel+32 2 235 72 50

You can also file a complaint with the supervisory authority of your place of residence. For Belgium this is:
Data Protection Authority
Press Street 35, 1000 Brussels
contact@apd-gba.be
Tel. +32 2 247 48 00
https://www.gegevensbeschermingsautoriteit.be/

3. SPECIFIC PROCESSING OPERATIONS THAT MAY APPLY TO YOU

How does WAPES collect, use or otherwise process your personal data, for what purpose(s), on what legal ground(s) and for how long is described below per type of data subject. What is relevant to you will depend on the relation you have with us. In view thereof, this Privacy Policy is structured in a layered way that enables you to read only what is relevant to you.

3.1. YOU ARE A MEMBER OF WAPES

• contact information: name, telephone number, e-mail address, address and other contact information;
• correspondence and other forms of communication: letters, e-mails and other (forms of) communication;
• electronic identification data: IP address;
• audio and video recordings.

WAPES processes the above-mentioned personal data for the following purposes:

1. for the creation of an account giving, you access to the Member Zone;
2. to foster contacts amongst the members and promotion of exchanges of information and experiences;
3. to send our newsletter informing you about upcoming conferences, events and WAPES’ activities;
4. to organize activities for the benefit of members, e.g., conferences, workshops, webinars, peer reviews, training and study visits;
5. to collect the membership fee; VI. to perform surveys around the theme of public employment services and perform satisfaction surveys when you have attend one of our conferences, events, etc.;
6. to record the (virtual) General Assemblies of the Members of WAPES and share the recording with all Members including those who could not attend the General Assembly and for preparing written transcripts of these General Assemblies.

WAPES processes the above-mentioned personal data on the basis of the following legal grounds:

• the processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to the conclusion of a contract (purpose I to V above);
• the processing is based on our legitimate interest which is to learn from past events and improve the organisation of future events, conferences, workshops, webinars (purpose VI);
• the processing is based upon your consent (purpose VII).

We will keep your personal data as long as you remain member of WAPES.

3.2. YOU ARE A VISITOR TO ONE OF THE WAPES WEBSITES

If you are a visitor of one of our Websites, WAPES will collect and process the following personal data of you:

• contact details: name, e-mail address and the content of your request when completing the contact form on our Websites.

WAPES processes the above-mentioned personal data for the following purpose, namely, to answer your question or request for information.

WAPES processes the above-mentioned personal data on the basis of the following legal ground, namely when based on your request we believe you potentially want to become a member of WAPES we need to take certain steps at your request prior to entering into a contract. Otherwise, we feel it is within our legitimate interest to process this type of data to reply to your request.

We will retain your personal data as long as WAPES is up and running..

Each time you surf our Websites, we may collect various personal data about you, in particular your IP address, surfing behavior, source and search terms, on the basis of cookies and similar technologies. for the placing and reading of cookies. You can find more information about our use of cookies in our Cookie Policy.

3.3. YOU ARE A SUBSCRIBER TO OUR NEWSLETTER

WAPES processes the above-mentioned personal data for direct marketing i.e., to provide you our newsletter informing you about upcoming conferences, events and WAPES’ activities.

We will retain your personal data until you inform us that you no longer wish to receive our newsletters, or it appears that your email address is no longer in use. For your information, our mailing list is updated at least one time a year. You can withdraw your consent at any time. If you receive our newsletters and you are a member of WAPES, we refer you to section 3.1 above.

3.4. YOU ARE A JOB APPLICANT OF WAPES

• contact information: name, telephone number, home address, e-mail address and other contact information;
• correspondence and other forms of communication: letters, e-mails and other (forms of) communication exchanged during the job application process;
• further information in connection with recruitment: gender, date of birth, photo, application form, CV, interview notes and other employment history information shared by you with during the job application process.

WAPES processes the above-mentioned personal data for the following purpose:

• to assess the suitability of the (potential) applicant and to initiate an application procedure and for the evaluation of the application.

WAPES processes the above-mentioned personal data on the basis of the following legal grounds:

• the processing is necessary in order to take steps, at the applicant’s request, prior to the conclusion of a contract to which the applicant becomes a party.

We will retain your personal data for a maximum period of six months following your application.

3.5. YOU ARE A SUPPLIER OF WAPES

• contact information: name, title, telephone number, e-mail address, office address and other contact and/or company information;
• correspondence and other forms of communication: letters, e-mails and other (forms of) communication; and
• information about the delivery of the product/service and all information about our commitment to the supplier, bank account numbers and all other information about payments.
• Employment information: position.

WAPES processes the above-mentioned personal data for the following purpose:

• to buy goods or services;

WAPES processes the above-mentioned personal data on the basis of the following legal ground:

• processing is necessary for the performance of a contract to which the supplier is party or in order to take steps at the request of the supplier prior to entering into a contract.

We will retain your personal data during the duration of your contract and for seven calendar years following the last invoice.

3.6. YOU ARE NOT A MEMBER OF WAPES AND DO NOT FALL UNDER ONE OF THE ABOVE CATEGORIES OF DATA SUBJECTS

• contact information: name, telephone number, e-mail address, company you work with and position.

WAPES processes the above-mentioned personal data for the following purposes:

1. if you have given us your business card/contact details to become a member of WAPES: to send you our membership application documentation;
2. if you have given us your business card/contact details to receive our newsletters: to send you an invite to subscribe to our newsletters;
3. to process your registration request to one of our events, conferences, workshops, webinars, etc.;
4. to perform satisfaction surveys when you have attended one of our events, conferences, workshops, webinars, etc.
5. to send you our newsletters when you have attended one of our events, conferences, workshops, webinars, etc.

WAPES processes the above-mentioned personal data on the basis of the following legal grounds:

• the processing is based upon your consent if you actively provided your contact details to us for a certain purpose (purpose I and II above);
• the processing is necessary for the performance of a contract to which you are a party by registering for one of our events (purpose III above);
• the processing is based on our legitimate interest which is to learn from past events and improve the organisation of future events, conferences, workshops, webinars (purpose IV above)
• the processing is based upon your consent collected during your registration for one of our events, conferences, workshops, webinars, etc. (purpose V above).

We will retain your personal data as long as WAPES is up and running.

4. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. We therefore recommend that you consult it regularly in order to be aware of any changes.
Last updated on 6 April 2023.