Privacy statement – Processing personal data
Privacy statement – Processing personal data
Introduction
The Huis van het Kind Brussel: a collaboration between various partner organizations
This privacy statement describes how the Huis van het Kind Brussel processes your personal data in the context of its activities. The Huis van het Kind Brussel is a collaboration between various partner organizations in Brussels where you can turn to with all your questions about raising children and youngsters, and which supports you in your daily tasks as a parent, and at important moments, such as during pregnancy, birth, or when your child goes to daycare or school. A list of the relevant (regular) partners who together act as joint controllers with regard to the processing of your personal data at the Huis van het Kind Brussel can be found here, with more detailed information about each partner.
In accordance with Article 6 of the Decree of February the 4th, 2022, of the Flemish Government on the subsidization of an integrated Flemish family policy in the bilingual Brussels-Capital Region (hereinafter: “Decree”), the Gezinsbond (Gezinsbond vzw, with registered office at Arduinkaai 16, 1000 Brussels and company number 0406.605.192) hereby acts as representative of the Huis van het Kind Brussel. As representative, the Gezinsbond acts as point of contact and recipient of the subsidy on behalf of the Huis van het Kind Brussel.
However, each organization within the partnership is also responsible for processing your personal data within the Huis van het Kind Brussel in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of April the 27th, 2016, on the protection of natural persons in connection with the processing of personal data and free movement of such data, and repealing Directive 95/46/EC (hereinafter: “General Data Protection Regulation” or “GDPR” for short).
Own processing activities of partner organizations and other partners
In addition, the partner organizations concerned (both regular and individual partners) may in some cases also process your personal data for their own purposes and on their own initiative, for example because they have their own additional registration system besides the Huis van het Kind Brussel, or because you have registered your family for a specific activity or newsletter of one of the partners concerned in the Huis van het Kind Brussel (such as the online webinars offered by HOPON or the magazine “Letters to Young Parents” of the Gezinsbond). In these cases, the current privacy statement does not apply, but rather the privacy policy of the partner concerned (which can be found on their website).
Gezinsbond as representative of the Huis van het Kind Brussel
To conclude, as explained above, the Gezinsbond acts as representative of the Huis van het Kind Brussel. Within this framework, with regard to the processing of personal data in the context of the supplier management and the management of the website https://www.huisvanhetkindbrussel.be/, reference should be made to the privacy statement of the Gezinsbond as published on its website.
The processing operations of the Huis van het Kind Brussel
General
In the context of our activities, we process your personal data within the Huis van het Kind Brussel as joint controllers for various purposes, as explained below. The legal basis on which we rely and the retention period are indicated each time during processing.
If the basis is a contractual necessity or a legal obligation, the personal data must be provided to enable the performance of the agreement or to fulfill a legal obligation.
File management in the context of a request for support and / or participation in activities (based on contractual necessity)
Your profile as a parent / family
In order to offer you and your family qualitative support, personal and family files are created of you in our registration system. These files contain the following information:
- a brief summary of the individual support (per family) in order to guarantee a qualitative follow-up;
- the registration of activities offered and participation for follow-up purposes;
- capturing the profiles of parents/children/families who are reached with the offer in order to provide you and your family with more targeted support.
These files will also be analyzed further by the Huis van het Kind Brussel, both individually and aggregately, based on the data provided, in order to improve the follow-up on your file and to offer more targeted support.
Hereby, we specifically process the following personal data of you and your family (including children):
- Identification data (e.g., name, contact details, and municipality);
- Family composition (i.e., role within the family);
- Identification data of the family members;
- Personal characteristics of the family members (e.g., age, daily activities, vulnerability indicators, experience expert in migration, language used while being raised, known support);
- Consumption habits (i.e., participation in activities).
The individual contact moments of the parents are also registered each time, and in the case of a pregnant woman, the expected month of delivery.
This personal data is received directly from the family member who contacts the Huis van het Kind Brussel. We assume that this person will inform the other family members about this, and also about this Privacy Statement.
For specific activities, products, and services, additional processing of personal data may be required. If this is the case, you will be notified of this in response to your request or participation.
In principle, personal and family files are kept for a period of 10 years after the last contact with the persons concerned (or the family), unless otherwise specified or permitted by law.
Contacts of other organizations
In some cases, the personal and family files also contain the contact details of contact persons at other organizations. These may be contact persons at an individual partner or at other organizations. These contact details are incorporated into the registration system of the Huis van het Kind Brussel in order to provide the family concerned with more targeted support and to improve collaboration in the future.
The data of these contacts will be kept for as long as there is a collaboration with the organization concerned. Every two years, the organization concerned will review which data needs to be updated and, if necessary, deleted.
Marketing and communication (based on our legitimate interests, in particular entrepreneurial freedom, or consent)
If the Huis van het Kind Brussel has a personal or family file of you and you have provided us your email address directly within this framework, we may inform you further about our activities via our online newsletter (unless you indicated during your initial contact that you do not wish to receive this).
In addition, anyone interested in the functioning of the Huis van het Kind Brussel can, of course, also subscribe to this newsletter via our website.
Other communication channels used by the Huis van het Kind Brussel include WhatsApp and social media, particularly Facebook and LinkedIn. Your personal data will only be used with your consent:
- As part of the activities offered by the Huis van het Kind Brussel, you can join a WhatsApp group that will keep you informed about their activity calendar. Please note that in this case, your contact details and WhatsApp profile will also be available to the other participants in the WhatsApp group;
- In addition, you can always contact the Huis van het Kind Brussel directly via social media on an individual basis.
Within this framework, the following personal data is primarily processed:
- Identification data (first and last name);
- Contact details (mobile phone number, email address);
- Personal data you wish to share in the context of communication (using WhatsApp or social media).
This data will always be received directly from the person concerned and kept for 10 years after the last contact with the persons concerned (or the family).
However, the Huis van het Kind Brussel has no influence on how the external platforms used will handle personal data. For this, we refer to the privacy policy of these platforms.
Reuse of personal data for scientific and statistical purposes (further processing permitted / legal obligation)
In the context of the above mentioned file management, personal data is also reused for scientific and statistical purposes, namely:
- analyzing and following up on files at an aggregated level based on the data entered (as explained above) for the purpose of making management decisions;
- providing data and figures relating to the integrated Flemish family policy in the bilingual Brussels-Capital Region and promoting research (in accordance with Article 26, 1° and 2° of the Decree);
- following up on the annual reporting and self-evaluation (in accordance with Articles 22 and 23 of the Decree in conjunction with Article 26, 7° of the Decree).
In these cases, necessary measures will always be taken to guarantee the principle of minimal data processing. In practice, this means that for these purposes, every effort will always be made to anonymize personal data initially, or if this is not possible, to pseudonymize them (in such a way that the persons concerned cannot or can no longer be identified by the recipient). In any case, internal and external use of reports and numerical overviews will both ensure that these overviews are effectively completely anonymized in accordance with the GDPR.
Publications in written media
The Huis van het Kind Brussel also processes personal data in the context of the production (content) of written media (online or in magazines or newsletters). Our written media may contain personal data which is published in the context of:
- Journalistic activities: all types of personal data possible (based on journalistic purposes and academic, artistic, or literary forms of expression);
- Information provision: all types of personal data possible, such as contact details of persons who provide specialized assistance (necessary for a task in the public interest, in particular providing information and assistance to families on all kinds of educational questions and issues);
- Sponsorship and publicity: Identification data and any other types of personal data included in advertisements (based on contractual necessity);
- Varia: Publication of interviews, photos, images, and other data for which we hold the rights to publish them (based on the legitimate interests or consent we have to exploit portrait rights, intellectual property rights, and other rights or licenses we hold).
The personal data concerned will only be actively processed during the period for which the Huis van het Kind Brussel holds the publication rights. After this period, the written media (containing personal data) will be archived (processing for journalistic purposes and for academic, artistic, or literary forms of expression).
Compliance with our legal obligations (based on a legal obligation)
Based on various legal obligations imposed on us (for example, in the context of accountancy), we process the following personal data:
- Identification data;
- Financial specifics (payment details).
Regarding our obligations to report, see above: “Reuse of personal data for scientific and statistical purposes (further processing permitted / legal obligation)”.
Personal data will be kept in accordance with the legally imposed retention periods.
Complaints and dispute management (based on our legitimate interests, namely following up on disputes and entrepreneurial freedom)
If we receive a complaint from you and / or have a dispute with you in the context of our services (i.e., a support request and / or participation in activities), we will process the following personal data:
- Identification data;
- Additional data that you provide in the context of a complaint or a dispute, or that we already have at our disposal and that is necessary for following up on the complaint and / or dispute.
In this case, personal data will be kept for as long as necessary for the follow-up / settlement of the complaint or the dispute.
Additional information regarding the recipients of your personal data
Under certain circumstances, we will share your personal data with a limited number of other parties:
- As such, we will share your personal data internally and with our individual partners and, if needed, with other organizations in order to provide you and your family with more targeted support and to improve our collaboration in the future;
- If necessary, we will share your personal data with insurance companies in the case of damage;
- In the context of our legal obligations, and in particular our duty to report, we will share anonymized data with the competent government authorities;
- We will share your personal data with our professional consultants, attorneys, and bailiffs to the extent necessary for their assistance.
In addition, we may call upon a number of (technical) processors, such as website, file, and dossier hosting, provided that the necessary processing agreements are implemented (see also below).
We also share data to a limited extent (based on necessity) with parties we employ to carry out our activities (e.g., freelancers, volunteers, interns, etc.).
Data processed within the context of publication in written media will be shared with anyone who has access to the publication in which the data is included.
In the context of specific activities and / or services, data may also be shared with other (individual) partners or organizations. If so, you will be notified in response to your request or participation.
Processing your personal data by processors outside the European Economic Area (‘EEA’)
As already stated above (see: “Additional information regarding the recipients of your personal data”), the Huis van het Kind Brussel may call upon processors who, within this framework, may only act on behalf of and under the instruction and responsibility of the Huis van het Kind Brussel to process your personal data.
In some cases, these processors may be located outside the European Economic Area. If so, the standard provisions regarding data protection (2021), as established by the European Commission, will always be implemented. For more information on this subject, you can reach us using the contact details below (see: “How can you contact us?”).
Your rights
The General Data Protection Regulation grants you a number of rights regarding your personal data:
- The right to access and to improve your personal data;
- The right to oppose the processing of your personal data for direct marketing purposes and the general right to oppose based on circumstances specific to your particular situation;
- The right to restrict the processing of your personal data and the right of data erasure (“right of oblivion”);
- The right to withdraw your consent at any time;
- The right of data portability.
To exercise these rights, you can reach us using the contact details below (see: “How can you contact us?”).
However, the exercising of these rights may be subject to legal conditions. This means that, depending on your specific situation, you may or may not be able to invoke certain of these rights.
However, at any time, you may request to no longer receive newsletters from us.
If we have reasonable doubts about your identity, we reserve the right to verify your identity.
Should you wish to submit a complaint, we kindly request that you contact us first in order to find a quick amicable solution. Nevertheless, you also have the right to submit a complaint to the competent supervisory authority: Data Protection Authority, Drukpersstraat 35, 1000 Brussels, telephone: +32 (0)2 274 48 00, email: contact@apd-gba.be (see also the Data Protection Authority website: https://www.gegevensbeschermingsautoriteit.be/burger/
startpagina).
How can you contact us?
You can always contact us using the contact details below:
Email: privacy@huisvanhetkindbrussel.be
Address: Gezinsbond vzw, attn. Data Protection Officer – Arduinkaai 16 – 1000 Brussels, Belgium.
Modifications
We reserve the right to update this statement from time to time, in which case we will publish the modified version on our website. Please review this privacy statement regularly so that you always have the most recent version. In the event of significant changes that affect you, we will also endeavor to notify you by email.
