Privacy policy

This privacy policy is for this website www.aec-music.eu, the events organised by AEC, the membership, the working groups and the partners of AEC, and governs the privacy of its users who choose to use our services. The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be described within this policy.

Types of data collected

We collect information from you when you register on our site, subscribe to a newsletter, respond to a survey, fill out a contact, membership or events-registration form or enter information in any other way on our site. You may be asked to enter your name, email address or other details, where appropriate.

The use of the collected data

General website users should be aware that AEC may use certain information that we collect from you in the following ways:

To administer the registration, participation and questionnaires of events
To send emails regarding our services and news (through newsletters)
To follow up with you after correspondence (live chat, email or phone inquiries)
For EU initiative feedback

We collect your email address in order to:

Send information, respond to inquiries, and/or other requests or questions
Process orders and to send information and updates pertaining to orders.

Specific groups of data subjects can find more detailed information about the data we can collect from them in the sections below:

We do not ask for financial data online/through our website, but we use service provider Mollie for that. Therefore, their privacy policy applies. For reimbursements, we do ask for your bank details, but this will never happen through our website.

Data security

We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.

Should a data breach occur, we will take the following responsive action;

We will notify you via email within 72 hours

We will notify the users via in-site notification within 72 hours

Transparency

According to the General Data Protection Regulation, we agree to the following:

Users can visit our site anonymously via the incognito mode of a browser.
Our Privacy Policy link includes the word ‘Privacy’ and can easily be found on the page specified above.
You will be notified of any Privacy Policy changes on our Privacy Policy Page
You can change your personal information by logging in to your account
Third-party behavioural tracking is only done by Google Analytics

In addition, in our code of conduct we agree to the following:

Not use false or misleading subjects or email addresses.
Identify the message as an advertisement in some reasonable way.
Include the physical address of our business or site headquarters.
Monitor third-party email marketing services for compliance, if one is used.
Honour opt-out/unsubscribe requests quickly.
Allow users to unsubscribe by using the link at the bottom of each email.

Privacy of children is important to us. Therefore, we do not specifically market to children under the age of 13 years old. We do not collect any personal identifiable data (PII) from them, nor from our other visitors.

Rights of users

In accordance with the General Data Protection Regulation, AEC provides the following rights for individuals:

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

If you want to invoke your rights at any time, please contact us via the contact details mentioned below.

If at any time you would like to unsubscribe from receiving future emails, you can email us at office3@aec-music.eu or follow the instructions at the bottom of each email. We will remove you from all correspondence accordingly.

If you would like to be removed from our database, you can again email us at office3@aec-music.eu. We will then remove you without undue delay, unless legal obligations prevent us from doing so.

Finally, individuals have the right to lodge a complaint with the relevant Data Protection Authority, which is the Belgian Privacy Commission.

Commission for the Protection of Privacy

Rue de la Presse 35, 1000 Brussels

tel. +32 (0)2 274 48 00

fax. +32 (0)2 274 48 35

commission@privacycommission.be

https://www.privacycommission.be/en

Responsibilities of users

When using our services, you are requested to fill in information about yourself. This registration data is needed to make use of our services. For example, it is necessary to fill in an email address to receive a newsletter or it is necessary to fill in a name in the application form of our events. In order to give you the best service possible, you are responsible to fill in information that is precise, complete and up-to-date information. You are also responsible to update the data if necessary to keep the information precise, complete and up-to-date in the future. Users can request to update their data by sending an email to the AEC Office.

Retention of information

AEC takes its obligations seriously to preserve information relating to litigation, audits, and investigations and therefore has a retention and erasure policy document.

The information listed in this document is intended as a guideline and may not contain all the records the organization may be required to keep in the future.

Cookies

What is a cookie?

A cookie is a mini-file placed on the site of the visitor of a site to facilitate the communication between the computer of the visitor (whatever the type used – computer, smartphone, console or video games connected to Internet, …) and the site’s server. In this limited sense the cookie fulfils the role of a simple witness to the transaction by storing certain information.

Additionally, technological developments allow the purposes of cookies to be extended to monitor, for example: performance of the site, audience of the site and statistics.

Why do we use cookies?

Cookies help us improve our site and provide a better service to you.

We use cookies to assess the performance of our website. We retrieve statistics from our website by letting Google Analytics track this information on our behalf. The cookies are anonymous and do not store on location.

With whom do we share data?

Information of general website-visitors will not be shared. We may pass your non-personally identifiable visitor information to a third party service provider, Google Analytics, which we use to keep track of our communication channels and to improve the AEC online services, for example by measuring how many visitors to AEC website receives or how often a news item is clicked. However, when we use third party service providers, no personal information is disclosed as all the information is anonymized. We have a contract in place that requires third party services to keep your information secure, not to use it for their own direct marketing purposes, and to keep it for no longer than necessary for the purposes of completing the tasks and providing the services to you on our behalf. Google Analytics may perform third party behavioural tracking.

On our website we collect more information that our members provide themselves, for example by filling the contact form. This data will only be used by the AEC office in order to fulfil the purpose for which you filled it in. Data that you share on your institution or data that is personal within the member space or vacancy platform will be published on our website and will therefore be available to anyone that visits our website.

Depending on the nature of the information and the purpose for which this information is collected your data might be processed by a different party than the AEC office. AEC ensures that, where relevant contractual safeguards are implemented to ensure the protection of your personal data when disclosing your data to a third party. The third parties we deal with can be divided in non-EU processors and EU-processors. All of them are listed below.

In the chapter “Specification of the privacy policy for limited groups” you can find which data is collected and used for which purpose, as well as which processors are involved. For example, should you register for an AEC event and pay the fee online, third-party service Mollie will process your credit card data.

Event attendees’ personal data may be disclosed to: Dropbox, Mollie, BNP Paribas, Horeco Travel, Forci, Whova, SalesForce and Google
Member institutions’ data may be disclosed to: Dropbox, Forci, BNP Paribas, Google, SalesForce and Dreamapply

The following list of processors indicates the organisations that AEC can possibly share your data with. The links refer to the privacy policies on their websites. We made sure that the non-EU processors are in agreement with the GDPR due to the EU-US privacy shield.

These third-party processors are:

The EU processors with whom AEC cooperates are:

Specification of the privacy policy for limited groups

Privacy policy for sms.aec-music.eu

This notice applies to all personal information submitted via our subdomain sms.aec-music.eu. Website visitors can fill in a contact form. The requested information in this form is:

Name, email address

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. Access to the information which you have provided will be limited to authorised employees as required for the purposes identified above as well as IT security and maintenance.

Privacy policy for newsletter

This notice applies to all personal information submitted when signing up for the newsletter. Newsletter subscribers are required to fill in an application form. The requested information in this form is:

Name, email address

We use this information to add you to our database of newsletter subscribers. Through this system you are able to receive our newsletter every month.

Privacy policy for event attendees

This notice applies to all personal information collected or submitted via our website. On some pages, you are able to register for events, make requests, and register to receive further information. The types of personal information collected at these pages are:

Name, email address, phone number, institution information, accommodation details, travelling details

It is possible to submit information about other people who you register in their name.

We use this information to provide personal badges at the event, to confirm your registration and payment, to create certificates of attendance, to create invoices, and to provide you with information about the event that you register for. After the event we use the information to distribute a questionnaire to measure your experience.

In order to comply with the safety standards for pictures and videos, in the registration form every participant is asked to give its permission to make photos, videos and audio recording during the events. Pictures and recordings are for communication purposes only via social media. In case you do not wish to appear in the pictures or recordings, AEC will make sure not to publish or to remove the pictures and/or recordings in which the participant appears.

We do include and offer third-party services on our website, namely the payment service by Mollie.

Before events, a participants list is sent via email to all attendants. Additionally, a paper copy of the list is distributed to every participant during the event itself. This list contains the name, email address, name and city of the home institutions, dates of arrival and departure and location of accommodation in the hosting country of every participant. In the registration form it is asked to attendants if they give their consensus to distribute this data to other participants with the participants list.

Privacy policy for Member Institutions

This notice applies to all personal information submitted by email. New member institutions are required to fill in an application form. The requested information in this form is:

Contact information, address, application categories and institutional information

We use this information to confirm or reject the application and to communicate with the institution about projects and services.

Privacy policy for administrators on the AEC website

This notice applies to all personal information collected or submitted by email and via our website. Administrators are generally the international relations coordinators from each institution. They are required to sign up and fill in information about their institution. The requested information is:

Name, email address, user details, contact information, institutional information

Administrators can fill in additional information about their institutions to improve the communication between them and the other institutions in the User module. Administrators are responsible for keeping the data of their institution and of their members precise, accurate and up-to-date. Administrators will be informed about their responsibilities via email and the website.

Privacy policy for working group members

This notice applies to all personal information submitted by email. New working group members are required to fill in an application form. The requested information in this form is:

Contact information, institution information and employment history

We use this information to confirm or reject the application and to communicate about tasks and activities.

Privacy policy for partners

This notice applies to all personal information by email or post. AEC has agreements with its partners in the form of memoranda of understanding. The information that we save about our partners is:

Contact information and information about the company or organization