Privacy Statement Flanders Department of Foreign Affairs

1 Goal of This Privacy Statement

The Flanders Department of Foreign Affairs  cares about your privacy and how it’s treated. We always act in accordance with the stipulations of privacy legislation, including the General Data Protection Regulation (GDPR). This privacy statement wishes to inform you about how your personal data is processed.

If you have any questions or comments on this privacy statement or about the protection of your personal data by the Department, please contact us through one of the channels mentioned in title 9 of this Privacy Statement.

2 Personal data processing

2.1. What Personal Data do we process and why?

The Department processes your contact data and identification data. We have obtained this information either because you sent it directly to us or we collected it indirectly through publicly available databases, websites or other public sources. We use this information to carry out our assignment advancing and protecting public interest. This involves looking after the international relations of the Flemish Government, particularly the coordination of Flanders’ international and European actions and the management of Flanders' relations with foreign governments, the European Union and international organizations. These assignments stem from, among others, Article 6 of the Decree of the Flemish Government of June 3rd 2005 regarding the organization of the Flemish administration.

To carry out our assignments in the context of the public interest, we also organize conferences, receptions, lectures and other events. During such events, pictures and other visual footage may be processed on which you are pictured recognizably. We never process footage that targets you, unless you agree to this by posing voluntarily. The Department uses this footage in its general communication about activities, such as on our website, social media channels and information brochures.

2.2. Cookies

This website uses of cookies. A cookie is a small piece of data stored on your computer or mobile device by a website. The cookie allows the website to "remember" your actions or preferences over time. We use these cookies to identify computers, not to identify individuals.

We distinguish functional cookies and non-functional cookies:

  • Functional cookies are essential for the website to work. For example, a so called 'session' cookie  makes sure that our website recognises you the next time you visit it;
  • Nonfunctional cookies are not essential for the website to work. For example, we use analytics cookies to analyze which parts of our website are popular and which parts could be improved.

You can manage your cookie preferences or block non-functional cookies by changing the settings of your browser. You can also remove cookies installed on your computer at all times. The exact procedure depends on your browser. When you block and/or delete cookies, you may not be able to use all our website’s functions.

3 Transfer of personal data to third parties

To maintain and improve our services we sometimes hire third parties, e.g. developers and IT suppliers. If necessary for their services, we may transfer your personal data to them or give them access. We sign contractual agreements with these third parties to ensure that they only process your personal data according to our instructions and they always meet the same degree of security and confidentiality as we do. The Department remains responsible for the processing of these data by third parties.

Some of your personal data may be transferred to official authorities at the request of the government, or to comply with other legal obligations. For example, in the context of legal proceedings or judicial investigations.

4 How long do we retain your data ?

We do not retain your personal data any longer than strictly necessary to fulfil the objectives for which these personal data were originally collected (see title 2 of this Privacy Statement). We delete your personal data without delay at your request (see title 5 of this Privacy Statement).

5 Rights regarding your personal data

Regarding your personal data, you have at all time the right to:

  • Revoke your consent for cookies by changing the cookie preferences in your browser’s settings (see title 3 of this Privacy statement)
  • Request access to your personal data
  • Request rectification of your personal data
  • Request restriction of the processing of your personal data
  • Request removal of your personal data
  • Request the portability of personal data (this means a request to transfer your data to a different organisation in a commonly used machinereadable format)
  • Object against the processing of your personal data 

All requests regarding the above mentioned rights must be submitted through one of the channels mentioned in title 8  of this Privacy Statement. If we can’t come to an agreement, you have the right to file a complaint with a supervisory authority, in the Member State where you reside, place of work or place of the alleged infringement. More information can be found on Overheid Vlaanderen

6 The protection of your personal data

The Department does everything within its possibilities to prevent misuse, loss, theft, unauthorised access and other unwanted action regarding your personal data. We implement appropriate technical and organisational measures to ensure that your data is processed in accordance with national and European legislation and guarantee the protection of your rights. Our Data Protection Officer and Information Security Officer make sure these measures are monitored regularly and kept up to date.

7 Modification of this Privacy Statement

The Department can modify this Privacy Statement at any time. All updates and changes are effective immediately upon publication on this website. Therefore, we encourage you to consult this Privacy Statement regularly to stay informed about the latest changes which may have an impact on you. Important changes will of course be communicated through common communication channels.

Should we intend to process your personal data for purposes other than those for which the personal data has been obtained, we will inform you about these intended processing activities, their purpose and any other relevant information through common communication channels prior to the further processing.

8 Contact information of the Flanders Department of Foreign Affairs and the Data Protection Officer

Contact Flanders Department of Foreign Affairs

Havenlaan / Avenue du Port 88 PO Box 80, 1000 Brussels

+32 2 553 60 32

Contact information of the Data Protection Officer

Mr. Jelle Cousyns

Havenlaan 88 Bus 80, 1000 Brussels