ABOUT THIS POLICY
PET EUROPE is a not-for-profit organisation registered in Belgium.
Additional information may be provided on particular pages of this website for example, on any specific pages where we collect personal data, and you should also refer to those. We also operate cookies on our website and information about that is also provided separately in our Cookies Policy.
PET EUROPE is the data controller and is responsible for the use of your personal data. Our full details are set out below.
Name: Secretary General
Address: PET EUROPE aisbl., Rue Théodore de Cuyper 100, 1200 Brussels, Belgium.
PET EUROPE is a European wide organisation and accordingly, the personal data which we hold will relate to individuals who are based in various countries across Europe. You have the right to make a complaint to an EU data protection supervisory authority in the event of any issues. There are different supervisory bodies in different jurisdictions, for example, the UK supervisory authority is the Information Commissioner’s Office (ICO) (www.ico.org.uk) and in Belgium, the supervisory authority is De Gegevensbeschermingsautoriteit (GBA), (www.gegevensbeschermingsautoriteit.be). In the event of any issues, if you are unsure as to the relevant supervisory authority, we will be able to provide relevant details. We would, however, like the opportunity to assist you with any concerns so please contact us in the first instance using the details above.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website includes links to third-party websites, such as PET EUROPE’s Member’s websites, and links to news articles and other information on third party websites. Clicking on those links may allow third parties to collect or share data about you. We do not control those third-party websites and are not responsible for their privacy policies. You should read any policies and other statements on such websites carefully.
DATA WE COLLECT ABOUT YOU AND HOW WE WILL USE IT
Personal data means any information about an individual from which that person can be identified. It does not include data which has been anonymised such that a person’s identity is removed.
PET EUROPE is an industry association for its members and does not carry out any commercial activities i.e. it is a not for profit organisation. Most of the personal data which it collects is from its member contact persons, supplier contact persons and enquirers, most commonly therefore relating to individuals within their roles at the organisations which they represent.
The following table explains the types of personal data which we collect, use, store and transfer, the purposes for which we use the personal data and the lawful basis which we believe applies to those uses in any given case. We will only use your personal data as the law allows us to as more particularly explained below.
Supplier data – Basic contact data about supplier representatives such as name, contact details and job title.
To deal with supplies of goods/services to PET EUROPE such as the arrangement with our IT providers for domain maintenance and to provide the DocShare on our website. This also applies to other third-party suppliers such as our accountants.
Legitimate interests to manage enquiries and to procure relevant services such as IT and administrative services for the proper operation of PET EUROPE. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects.
Consultant data – Basic contact data about the appointed consultants who help PET EUROPE function such as name and contact details including personal contact details and addresses. The information also includes a copy of the individual’s passport and/or identity card and date of birth.
PET EUROPE appoints a number of independent consultants for its operation. The consultant data is for proper record keeping purposes, operational needs e.g. to be able to contact persons as necessary and for general business communication.
The consultant data is also used for the purposes of registration with, and associated disclosures to, Moniteur Belge, being the organisation with which PET EUROPE is registered.
Legitimate interests for the proper function and operation of PET EUROPE and to administer its activities. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects. In some cases, this use of consultant data is also necessary for the proper performance of such contracts to which the consultant data subjects are a party. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects.
Member contact data – the members of PET EUROPE are organisations as opposed to individuals, but PET EUROPE holds contact data such as email address, phone numbers and also job title for contact persons at the member organisations.
Member contact data is used for the purpose of the proper performance of the operations of PET EUROPE such as member contact and communication, dealing with member agreements, dealing with enquiries and sending circulation lists.
Legitimate interests for the proper function and operation of PET EUROPE and to keep members informed about relevant sector news and developments which underpins PET EUROPE’s purpose as a membership and industry specific association. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects.
Login data including internet protocol (IP) address, login data/username and password information.
This applies to the users of the DocShare facility which we make available to our members. This data will apply to users within member organisations and is used to help ensure that only authorised users access that facility.
Legitimate interests for the proper function and operation of the DocShare facility which is made available to relevant members. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects.
Enquirer data – from time to time, enquiries are received from e.g. potential new members. This is basic contact data for contact point persons raising general enquiries such as email addresses, telephone numbers and job titles.
Enquirer data is used to respond to enquiries raised as is usual in the proper operation of PET EUROPE. These may be enquiries raised over the phone or via the website.
Legitimate interests for the proper function and operation of PET EUROPE in dealing with membership and other enquiries in order to respond to such enquiries and answer appropriate questions. Such rights are not overridden by the interests or fundamental rights and freedoms of the data subjects.
In addition, we may disclose information about you to the extent that we are required to do so by law or for the purpose of legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights and where we may otherwise do so in accordance with applicable data protection legislation.
HOW IS YOUR PERSONAL DATA COLLECTED?
Most of the personal data which we hold is collected directly through the website, or otherwise by email or other communications we have with you as the person providing the information to us. Personal data might also sometimes be provided by your colleagues, if for example they supply your contact data to us so that we can get in touch directly.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Please note that where we need to collect personal data and you fail to provide that data, we may not be able to fully perform any contractual obligations we may have with your organisation, provide you with the information you require or otherwise properly deal with your request.
MARKETING AND PROMOTIONS
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will explain the legal basis which allows us to do so. Please also note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
If you would like further information about how we use personal data and the purpose which we might use it for, please contact us.
DISCLOSURES OF YOUR PERSONAL DATA
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside the European Union.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those consultants and other third parties who need to know it. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
In respect of member information, including member contact personal data, PET EUROPE retains files for a period of six years after memberships have ended. This also applies to most other personal data records. In determining these retention periods, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, whether we can achieve those purposes through other means, and the applicable legal requirements.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Those rights are listed below. Please contact us if you would like to exercise any of them. You have the right to:
- Request access to your personal data (i.e. make a “subject access request”). This means you can receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of your personal data: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. You can ask us to remove personal data where there is no good reason for us continuing to process it. You also have this right where you have successfully exercised your right to object to processing, where we may have processed your data unlawfully or where we are required to erase your personal data to comply with law. We may not always be able to comply with your request where there are particular legal reasons.
- Object to processing of your personal data where we rely on a legitimate interest basis and if the processing impacts on your fundamental rights and freedoms. You can also object to direct marketing (should we undertake any such activity in the future). In some cases, we may demonstrate that we have grounds to process your data which override your rights and freedoms.
- Request restriction of processing. You can ask us to suspend the processing of your personal data: if you want us to establish the data’s accuracy; where our data use is unlawful but you do not want us to erase it; where you need us to hold the data even if we no longer need it, to establish, exercise or defend legal claims; or you have objected to use of data but we need to verify whether we have overriding legitimate grounds to use it.
- Request a data transfer. We will provide to you, or your chosen third party, your personal data in a structured, commonly used, machine-readable format. This only applies to automated information which you provided consent for us to use or if necessary to perform a contract with you.
- Withdraw consent at any time where we rely on consent to process your personal data. This will not affect the lawfulness of processing carried out before you withdraw your consent.
EXERCISING YOUR RIGHTS
You will not have to pay a fee to access your personal data (or to exercise any other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure personal data is not disclosed to a person who has no right to receive it. We may also contact you to ask you to clarify your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests in which case we will keep you updated.
01 April 2022