We collect with purpose.
We ask only for information needed to review applications, administer membership and events, send requested newsletters and protect the website.
Northwesternersin Belgium · NIBJoin usYour information, respected
Privacy policy
This notice explains how Northwesterners in Belgium (NIB) handles personal data when you visit this website, apply for membership or contact the association, register for an event or opt in to member newsletters.
We do not sell your data.
Membership information is for authorised NIB administration and the service providers needed to operate this website.
You stay in control.
You can ask to access, correct, delete, restrict or receive your data, and you can object where the GDPR gives you that right.
01
Who is responsible for your data?
Northwesterners in Belgium (NIB) is the data controller for information submitted through this website. NIB currently operates as an informal community association based in Belgium.
ControllerNorthwesterners in Belgium (NIB)
Privacy contactprivacy.policy@nibbelgium.be
When contacting us about privacy, please write “NIB privacy request” in the subject line and provide enough information for us to identify the relevant application. We may ask for reasonable proof of identity before releasing or changing personal data.
02
What personal data do we collect?
| Category | Examples | Source |
|---|---|---|
| Identity | Full name and date of birth | You |
| Contact | Email address, phone number and Belgian city | You |
| Membership | New or returning applicant, membership type, previous and current membership number, application status and reference | You and NIB reviewers |
| Community connection | North West division and, if supplied, village or town of origin | You |
| Contribution note | Optional information about interests, skills or community goals | You |
| Event registration | Event selected, number of places, contact details, optional membership number and organiser notes | You |
| Communication preferences | Newsletter opt-in or unsubscribe choice and delivery history | You and NIB's email provider |
| Technical data | Basic request, security and diagnostic information processed by the hosting platform | Your device and the hosting platform |
| Optional website analytics | Pages visited, approximate location, device and browser information, referrals and interactions with website content | Your device, only after analytics consent |
Please do not include health information, political opinions, religious beliefs or other sensitive personal data in the optional contribution field.
03
Why do we use personal data?
To receive, assess and respond to a membership or re-registration request.
Legal basis: steps taken at your request and NIB's legitimate interest in administering membership.To maintain membership records, communicate with members and apply the association's adopted rules.
Legal basis: legitimate interests and, where applicable, performance of the membership relationship.To maintain records required of the association and establish, exercise or defend legal claims.
Legal basis: legal obligation and legitimate interests.To reserve places, organise attendance, provide practical information and send a registration confirmation.
Legal basis: steps taken at your request and NIB's legitimate interest in organising community events.To send community news and upcoming event announcements to approved members who have opted in.
Legal basis: consent. Every newsletter includes an unsubscribe option.To understand aggregate visits, popular pages and how visitors navigate the public website so that NIB can improve it.
Legal basis: consent. Google Analytics remains disabled until you choose “Allow analytics”.To prevent spam and abuse, diagnose faults and keep the application and administration areas secure.
Legal basis: NIB's legitimate interest in a safe, reliable service.Where NIB asks for consent for a separate, optional purpose, we will explain that purpose at the time. You may withdraw that consent without affecting processing that was lawful before withdrawal.
05
How long do we keep personal data?
NIB keeps personal data only for as long as it is reasonably needed for the purpose for which it was collected. We apply the following criteria:
- Pending and declined applications are retained for review, follow-up and any reasonable dispute period, then deleted or anonymised when no longer needed.
- Approved member records are kept during the membership relationship and afterwards only where needed for association records, legal obligations or legal claims.
- Event registration records are retained for event planning, attendance follow-up and a reasonable period afterwards, then deleted or anonymised when no longer needed.
- Newsletter consent and unsubscribe records are retained as necessary to respect and demonstrate communication choices.
- Security and technical logs are kept for the shorter operational periods set by the hosting provider.
- Optional Google Analytics data is kept according to the retention settings in NIB's Analytics property and is deleted or aggregated under Google's applicable retention process.
Records are reviewed periodically. A legal requirement, unresolved dispute or safeguarding need may justify a longer period for specific information.
06
How do we protect your information?
NIB uses reasonable technical and organisational safeguards. The administration area is access-controlled, application status updates are restricted to authorised administrators and membership and event data is held in the website's managed database and, for approved members, an access-restricted Google Workspace spreadsheet.
No internet service can guarantee absolute security. If NIB becomes aware of a personal-data breach, it will assess the risk and notify affected people and the competent authority when required by law.
08
Your data-protection rights
Depending on the circumstances and the legal basis used, the GDPR gives you the following rights:
Access
Ask whether we hold your personal data and request a copy.
Correction
Ask us to correct information that is inaccurate or incomplete.
Erasure
Ask us to delete data when the legal conditions for deletion are met.
Restriction
Ask us to pause or limit certain uses of your personal data.
Objection
Object to processing based on legitimate interests in appropriate cases.
Portability
Receive eligible data in a structured, commonly used format.
Withdraw consent
Withdraw consent at any time where a specific use is based on consent.
Human review
Not be subject to a significant decision made solely by automated processing.
NIB does not use membership applications to make decisions based solely on automated processing. Applications are reviewed by authorised people. We will respond to a valid rights request without undue delay and normally within one month, subject to the GDPR's permitted extensions and exceptions.
09
Applicants under 18
If an applicant is under 18, a parent or legal guardian should contact NIB before the application is submitted so that any necessary permissions and safeguards can be arranged.
10
Questions, requests and complaints
To ask a privacy question or exercise a right, contact the NIB privacy contact:
privacy.policy@nibbelgium.beYou also have the right to lodge a complaint with the Belgian Data Protection Authority. We encourage you to contact NIB first so we have an opportunity to address your concern.
11
Changes to this policy
We may update this policy when the website, association practices or legal requirements change. The effective date at the top of the page will show when the notice was last updated. Material changes will be highlighted where appropriate.
This public notice is designed to explain NIB's current website practices in clear language. It does not replace professional legal advice.
Ready to apply?