1. General

Below you can find an overview of the most important questions about the processing of your personal data by the province of Antwerp. Do you have any questions about your personal data? Or about our Privacy Statement? You can always contact us for additional information via these contact options

2. Who are we?

The province of Antwerp group consists of various legal entities:

• The legal entity 'Province of Antwerp', which then includes the various provincial departments, which are further subdivided into departments. For a description of our tasks and scope we refer to our homepage .
• The provincial external autonomous agencies are services with their own legal personality that are set up by the province or in which the province participates and which are charged with specific policy-executing tasks of provincial interest. Each legal entity acts as the controller of your personal data. Look here for the contact details of the various entities and their DPOs.

 

Contact Provincial services (legal entity 'province of Antwerp')

Koningin Elisabethlei 22
2018 Antwerpen

e-mail: informatieveiligheid@provincieantwerpen.be

3. What personal data does the province of Antwerp process?

Personal data is any information relating to a person who can be identified directly or indirectly.

Some examples of personal data we collect are:

• Identification data such as your first and last name, address, telephone number, e-mail address, electronic identification data such as your private and public IP address, cookies;
• Personal characteristics such as your date of birth, marital status, gender;
• Financial data such as your bank account number, data with regard to debts and expenses or with regard to your solvency;
• Data relating to the composition of the family such as the number of dependent children;
• Your national register number, which the group will only use if it has received concrete authorization for this from the Sectoral Committee of the National Register or if we can invoke the Royal Decree of 27 February 1985, whereby the provincial governors and the permanent deputations of the provincial councils is granted access to the National Register of Natural Persons or the Royal Decree of 8 January 1988 authorizing the provincial governors and the permanent deputations of the provincial councils to use the identification number of the National Register of Natural Persons. We will in any case never make unauthorized use of your national register number;
• Information related to your profession such as your curriculum vitae;
• Property characteristics such as the nature of the property, owned or rented, land registry data;
• Photos and all kinds of visual material that we collect on our domains and during our activities.  

4. What will we do with your personal data?

In order to process your personal data, we must have a valid legal basis, depending on the purpose, we can rely on different legal grounds.

5. To whom will we pass on your personal data?

Within the province of Antwerp group

In order to determine their respective roles and responsibilities, the various entities within the group of the Province of Antwerp have concluded a processing agreement with the legal entity of the Province of Antwerp.

The group of the Province of Antwerp, including the Bos groups vzw and the Regionale Landschappen vzw, jointly process the data collected in the central customer database. The customer database is composed of information that we receive directly when you register online for an activity, or when you subscribe to a newsletter. For example, you provide us with your name and contact details. In the central customer database, the contact details of our customers (citizens, schools, companies, associations, ...) are kept in a contact sheet and linked to the operation of our services (relational information). In this way, the group of the Province of Antwerp wants to improve the relationship with its 'customers' and wants to communicate in a more targeted and personal way.

The contact details stated on the contact sheet will be available to the various entities. The relational information (purposes and files) are only accessible to the services concerned. Your personal data on the contact sheet may only be used in the context of purposes for which you have given permission, or in the performance of an agreement, or in the performance of a task in the public interest or in the context of a legal task. .

Here you can find the contact details and DPOs with regard to the entities.

To external parties

The entities of the province of Antwerp group will not sell or rent your data to companies or individuals that are not part of the Antwerp Province group. The Province of Antwerp group considers your data to be confidential information.

We share your personal data with third parties if this is necessary in the context of our legal obligations and tasks of public interest or those of the third parties that receive the data. The Province of Antwerp will always check whether these parties are entitled to receive your personal data before transferring it.

If necessary, we share your personal data with:

• Professional counselors
• Government services
• Court and police services
• Employer or business associates
• Registered person
• Court and police services,
• Private parties such as event participants, consultancy firms, ...

Occasionally, the province of Antwerp group calls on an external processor. This means, among other things, that we temporarily pass on data to third parties for certain tasks or investigations. If this happens, the group of the Province of Antwerp will always ensure that your data is treated confidentially and is used in a secure manner. The entities of the province of Antwerp group also always stipulate this contractually with these processors. For example, these processors will never be allowed to use your data on their own initiative and your data must be deleted as soon as those processors have completed the assignment.

In the event that the processors relied on by the Province of Antwerp process personal data outside the European Economic Area (EEA), the Province of Antwerp will ensure, in accordance with privacy legislation, through contractual or other measures that these data enjoy an appropriate level of protection, comparable to the protection that they would enjoy in the EEA.

If necessary for our day-to-day business operations and always with due observance of privacy legislation, the province of Antwerp will also share personal data with parties such as law and collection offices, banks and insurance companies.

6. How do we protect your personal data?

The province of Antwerp values ​​privacy and is therefore committed to protecting your personal data with the greatest possible care and to only processing personal data in a fair and lawful manner.

Your personal data will be handled with care in accordance with applicable privacy legislation.

The entities of the province of Antwerp undertake to take all necessary technical and organizational measures to protect the personal data provided and collected against destruction, loss, accidental alteration, damage, accidental or unlawful access or any other unauthorized processing of personal data.

7. How long do we keep your personal data?

The province of Antwerp ensures that your personal data is not stored longer than necessary to realize the above processing purposes.

Below are some examples of retention periods:

• Files regarding incoming invoices must be kept for ten years, after which they must be destroyed;
• The register of incoming and outgoing mail must be kept for ten years, then destroyed;
• Non-European subsidy files are kept for ten years, after which they are destroyed;

We will treat your personal data in accordance with this Privacy Statement for as long as we keep it. As a government agency, we are required by the Administrative Decree to draw up an information management plan and to follow these terms properly.

8. What rights do you have regarding the processing of your personal data?

You have the option at all times to exercise your rights as described in the General Data Protection Regulation. You can exercise the following rights:

a) Right to information and access

You have the right to be informed whether the province of Antwerp processes your personal data and when this is the case, to obtain free access and to request a copy of the personal data that we collect about you.

b) Right to correction

If you determine that your data is incorrect or incomplete, you can ask us to correct it.

c) Right to erasure

The legislation provides in certain cases to have your personal data deleted.

This is the case when:

• your personal data is no longer necessary for the purposes for which we collected it;
• the processing of your data is based solely on your consent and you decide to withdraw it;

However, the right to erasure is not absolute. The province of Antwerp has the right to continue to store your data when necessary for, among other things:

• compliance with a legal obligation;
• the establishment, exercise or substantiation of a legal claim.

d) Right to restriction of processing

In certain cases, you can ask to limit the processing of your personal data. We will continue to store your data, but we will limit its use.

This is the case, for example, when:

• you dispute the correctness of a personal data, during the period that the province of Antwerp needs to check that correctness;
• your data are no longer necessary to achieve the purposes of the processing, but you need them for the establishment, exercise or defense of legal claims.

e) Right to transferability

In certain cases, you have the right to have the personal data you have provided to us either transferred to you or transferred directly by the province of Antwerp to another controller, provided this is technically feasible.

f) Right not to be the subject of a decision based solely on automated processing, including profiling, that may produce legal effects concerning you or have a significant similar impact on you.

It is the policy of the province of Antwerp that you will not be the subject of a decision based solely on automated processing, including profiling, and that may produce legal consequences relating to you or may have a significant similar impact on you.

g) The right to withdraw your consent

If the processing by the province of Antwerp is based on your consent, you can revoke the consent you have given at any time. For example, you can always unsubscribe from our newsletters.

How can you exercise your rights?

To exercise your rights, please use our web form. 

If the conditions are met, the province of Antwerp will answer your question as soon as possible and inform you about this. We may first ask for additional information to confirm your identity and to ensure that the request is from you.
Exercising your rights is free of charge.

With regard to the newsletter, you can always adjust your data via the link 'adjust preferences', which you will find in every newsletter. If you no longer wish to receive newsletters, you can unsubscribe via the 'unsubscribe' link in each newsletter.

h) Right to lodge a complaint with a supervisory authority

If you believe that the processing of personal data is in violation of the applicable privacy legislation, you also have the right to file a complaint with the Flemish Supervisory Commission or the federal Data Protection Authority, with the following contact details:

Flemish Supervisory Committee
Koning Albert II-laan 15
1210 Brussels
contact@toezichtcommissie.be

Data Protection Authority
Drukpersstraat 35
1000 Brussels
contact@adp-gba.be

9. DPO

Within the 'province of Antwerp' group, various DPOs have been appointed, depending on the legal entity. Just like the legal entity of the province of Antwerp, the privatized entities have appointed their own DPO.

Here is an overview of the authorized DPOs within the province of Antwerp group:

 

An overview of the contact details from outside the province of Antwerp group, but with access to the customer database.

10. How are changes made to the current privacy statement?

This Privacy Statement is subject to change. We will do this by posting the updated version on our website. When we post changes to our Privacy Statement, we will change the date of the "last update" of our Privacy Statement. Nevertheless, we recommend that you read our Privacy Statement regularly.