This Privacy Policy explains how information is collected, used, and disclosed by EHTEL and applies to information collected when you use or access the EHTEL website or when your information is submitted on the occasion of events EHTEL is organising.

We respect the privacy rights of users and recognize the importance of protecting information collected about you.

Providing your personal data is necessary for the performance of certain services. If you choose not to provide the required information, EHTEL may be unable to provide those services.

General provisions

EHTEL a.i.s.b.l., located at 168, avenue de Tervuren, box 2, 1150 Brussels, Belgium, is the Data Controller responsible for processing your personal data as described in this Privacy Policy.

EHTEL has not appointed a Data Protection Officer at this time. For any data protection queries, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

This Privacy Policy was last updated on 16/10/2024. EHTEL may update this policy from time to time to reflect changes in our practices or legal requirements. If there are material changes to this Privacy Policy, we will notify you by means of a notice on the EHTEL website home page and in the association’s weekly News prior to the change becoming effective.

If you have any questions regarding this Privacy Policy or disagree with any changes to this Privacy Policy and do not wish your information to be subject to the revised Privacy Policy, you will need to send an email to This email address is being protected from spambots. You need JavaScript enabled to view it..  

Global Data Privacy Protection

EHTEL uses model contract clauses as the basis for its approach to global data privacy protection and compliance with the Regulation (EU) 2016/679, known as the General Data Protection Regulation (GDPR). These contractual clauses provide adequate safeguards with respect to the protection of the privacy and fundamental rights and freedoms of individuals and as regards the exercise of the corresponding rights.

Legal Basis and Purposes for Processing

We process your personal data on the following legal basis and for the following purposes:

• Performance of a Contract (Article 6(1)(b) of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)): To provide the services you request, including event registration and participation in EHTEL activities.
• Legitimate Interests (Article 6(1)(f) of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)): For business and communication purposes, such as informing you about EHTEL’s activities, events, and services.
• Consent (Article 6(1)(a) of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)): Where required, we will obtain your consent for specific data processing activities, such as for newsletters.
• Legal Obligations (Article 6(1)(c) of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)): To comply with legal obligations, such as maintaining records for accounting or tax purposes.

In addition, we may collect certain user information (including personal information) in the following ways:

• Information you provide to us: We collect information you provide directly to us when your organisation joins EHTEL, and you ask us to be registered as a contact person; when registering to an event we organise; and when exchanging business cards or emails. The types of information we may collect directly from you include your name, email address, postal address, phone number, employer’s name, job title, your registration for and attendance at events, your newsletter subscriptions, as well as any contact or other information you choose to provide to us. 
• Information related to events: When you register to an event we organise, we may additionally ask you for, and register, your diet preference and ID details (i.e. document number, date of birth).
• Photography, voice and video recording: During events, we may take photographs, voice or videos for promotional purposes. We will seek your consent at the time of registration or participation, and you may withdraw consent at any time.
• Surveys: We may conduct surveys for feedback or research purposes. Personal data collected during surveys will only be used for the stated purposes.

Cookies on EHTEL’s website

EHTEL’s website uses cookies to improve user experience, analyze traffic, and offer personalized content. We use both essential cookies (for website functionality) and non-essential cookies (for analytics and marketing purposes).  We require your consent to use non-essential cookies. On your first visit to the EHTEL website, you will be presented with the option to accept or reject cookies. You can manage your cookie preferences at any time. Cookies will remain on your device for different periods of time depending on their type. Session cookies are deleted once you close your browser, while persistent cookies stay on your device until they expire or are manually deleted.

Google Analytics: We use Google Analytics to track website usage patterns. To protect your privacy, we anonymize your IP address.

Uses of Information by EHTEL and its associates 

Your data stay with us and are securely protected. EHTEL will only communicate with you when we have information that we consider to be interesting to share with you.

The only items we may try to promote to you on a “for fee” basis will be about:

• A request for the organisation you work for to join EHTEL.
• A participation fee for events that EHTEL is organising.
• EHTELconnect services, as described at www.ehtelconnect.eu

We may share your personal data, but only to the extent necessary, with trusted third-party service providers that act on our behalf to help us deliver our organisation’s services. These third parties include, but are not limited to:

• Service providers who assist us in delivering our services (e.g., event management platforms, email service providers, and cloud hosting).
• If required by law or in response to a legal request.

We ensure that all third-party processors comply with the GDPR and only process your data under our strict instructions.

If we transfer your personal data outside the European Economic Area (EEA), we ensure that appropriate safeguards are in place to protect your data.

Links to third-party websites

We may place electronic links on the EHTEL website and social network messages. When you click on a link to a third-party website from our website, your activity and use on the linked website is governed by that website's policies, and not by those of EHTEL.

We encourage you to review the privacy and user policies of such third-party websites.

Your Choices

Accessing your information and data security
Currently, the information we have about you cannot be accessed online. You may access it by sending an email with the subject line "Request for personal information access" to This email address is being protected from spambots. You need JavaScript enabled to view it..

If you have any questions about the security of your personal information, you can also contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

Change of address and unsubscribing

Currently, if your address has changed or you wish to unsubscribe, you may send an email to This email address is being protected from spambots. You need JavaScript enabled to view it..

Account Information and Retention

We will retain your personal data only for as long as it is necessary to fulfill the purposes for which it was collected, and to comply with legal, accounting, or reporting obligations. If you withdraw your consent, the data will be erased within 3 months.

Promotional and Newsletter Communications

You may opt out of receiving promotional and newsletter emails from EHTEL by following the unsubscribe instructions provided in those emails.

Additional requests

You may also opt-out of receiving promotional emails and other promotional communications from us at any time by emailing This email address is being protected from spambots. You need JavaScript enabled to view it. with your specific request.

Contact us

Any questions about this Privacy Policy should be addressed to This email address is being protected from spambots. You need JavaScript enabled to view it. or to:

EHTEL a.i.s.b.l.

168, avenue de Tervuren, box 2

1150 Brussels

Belgium

Lodging complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Belgian Data Protection Authority:
Website: www.dataprotectionauthority.be/citizen

Postal Address: Drukpersstraat 35, 1000 Brussels, Belgium
Telephone: +32 (0)2 274 48 00
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.