Terms and conditions

Last updated: April 20, 2021


These Terms and Conditions ("Terms", "Terms and Conditions") govern your relationship with http://cecoforma.com/ website (the "Service") operated by Cecoforma ("us", "we", or "our").

Please read these Terms and Conditions carefully before using the Service.


Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who access or use the Service.


By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the terms then you may not access the Service.


Intellectual Property

The Service and its original content, features and functionality are and will remain the exclusive property of Cecoforma and its licensors. The Service is protected by copyright, trademark, and other laws of both the Belgium and foreign countries. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of Cecoforma .


Protection of Privacy

Reference is made to the Privacy Policy available below.


Links To Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by Cecoforma .

Cecoforma has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that Cecoforma shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services.

We strongly advise you to read the terms and conditions and privacy policies of any third-party web sites or services that you visit.


Governing Law

These Terms shall be governed and construed in accordance with the laws of Belgium, without regard to its conflict of law provisions.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have between us regarding the Service.


Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will try to provide at least 15 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, please stop using the Service.


Contact Us

If you have any questions about these Terms, please contact us.


GENERAL Privacy Statement Cecoforma – Last Revised on April 20, 2021

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data.


1. Who are we?

Cecoforma is a Belgian company, active in events and communication management.

Cecoforma acts as a “Data Controller” (for instance as an employer, supplier of services on its own, and as the owner of this website).

Cecoforma also acts as a “Data Processor” when collecting and processing data on behalf of and according to the instructions of a customer who is organizing an event.

In other words, we process Personal Data of attendees / speakers in connection with our provision of services to customers who are the “Data Controller” for their event.

Where we are the processor of your Personal Data (i.e., not the controller), please contact the controller party first to address your rights with respect to your data. You will find the contact data in the Privacy Notice of the “Data Controller” on the related website for a given event.


2. Why do we process personal data?

We process your personal data for several purposes such as:
Responding to your questions

Offering Services :

  • Organization of events, both on site and digital
  • Organization of communication campaigns (and communication supports)
  • Travel Organization
  • Improve your browsing experience on our general website by using so-called “essential” cookies necessary to ensure proper functioning of our web services.


3. On what legal grounds do we process your personal data?

We need to process your personal data in order to:

  • Respond to your requests
  • Fulfil our contractual obligations with you or our customers
  • Offer you an optimized service when visiting our Websites
  • Respect legal constraints
  • Under certain circumstances, we may rely on your consent (pictures, audio or video files during events).


4. Which personal data do we collect and further process?

Depending on the context and the purpose, we collect the following personal data

  • Websites for Digital Events / Webinars
    • Your contact data when you submit
    • an inquiry or inscription to an event
    • a request to exercise your rights related to your personal data (Note that in that case we will need to verify your identity, and keep track of your request)
    • we keep a copy of your request (and of our answer)
  • Organizing physical events and communication campaign
    • In addition to your contact data (e-mail address, phone number), we may need to, under certain circumstances, process data such as:
    • Complete home or office address,
    • date and place of birth, nationality, gender,
    • health data (allergies, disabled persons, …), food restrictions,
    • copy of your ID card / passport / visa,
    • expense reports,
    • travel preferences and dates, …

Occasionally we will take pictures, register audio or video files which may be shared with other attendees, or serve public relations for our customers, or Cecoforma.

We might also use external events or communication tool. We always verify the GDPR compliance of these tools, but kindly refer to their own data protection policy, as these third parties work in their own environment. This of course does not allow these third parties to process your personal data for their own purpose as explained below.

  • Organising Travel and accommodation

We collect and process the same data as for physical events, amongst them we may need to process “sensitive” data, such as health data or food restrictions, which could be necessary to reserve tickets for transportation, hotel rooms and meals.

Cookies ? Location data ?

We may also collect information that your browser sends whenever you use our Service (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, a unique session ID.

Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.

We use “cookies” to collect information and to ensure proper performance of our website. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service. For instance, we use essential cookies which you cannot disable, but we are obliged to inform you about them.

Essential cookies are used solely to carry out or facilitate the transmission of communications over a network or strictly necessary to provide an online service (e.g. our website or a service on our website) which you have requested.

Where we design websites for our customers, such as for EU commission’s institutions or bodies, or private organizations, we may collect information through cookies upon their written request. Generally, our customers aim to ensure proper performance of their website, by placing unique session IDs, retaining your preferences (such as language, cookie acceptance or rejection) and by analysing aggregated usage statistics. No personal identifying information will be shared with third parties (except when using specific functionalities offered for instance from youtube or the like), and data will only be used for the purposes as described on each individual website. In that case, you will need to refer to their own cookies policy.


5. How long do we keep your personal data?

Where we are obliged to do so by law, we keep your personal data according to legal constraints. That’s the reason why retention periods may vary.

Pictures, Streaming of videos: as long as foreseen in the consent or until revocation of your consent. Note that revocation will not affect the lawfulness of the processing prior to that revocation. Cecoforma, when acting as a processor, does not keep this kind of data after having transferred it to the “data controller” (e.g. the organization having mandated us to manage the event).

Our national legislation imposes to keep records for:

  • 7 years for accounting / finance
  • 15 years for audits (subsidies from official / governmental authorities)


6. How do we protect and safeguard your personal data?

Data minimization: We only collect and process the strictly necessary data for the correct execution of our missions.

Organizational measures: We follow internal policies & procedures and deliver training to employees and partners.

Our partners and sub-contractors are bound by contractual clauses defining the same level of data protection; data processing agreements set out the nature of processing and the type of data they are mandated to process according to our instructions.

We have appointed a DPO (data protection officer) who you may contact for all your questions about data processing activities at Cecoforma (see art. 9 below).


7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to our staff responsible for carrying out processing operations and to authorised staff according to the “need to know” principle. All our staff members have signed and are bound by confidentiality agreements.

This also applies to our subcontractors, which we may engage to organize the services we deliver to our customers. Our subcontractors are bound by contractual clauses, and they are obliged to guarantee appropriate technical and organizational measures to secure your personal data.

Data Collected through the website: Only in exceptional cases and if this is necessary for the technical management of our website, the organisations responsible for building and maintaining our website(s) can access this personal data. They are not allowed to use your data for any other purpose, neither to share or disclose these data to third parties.

Our current partners are :

  • For Websites creation and hosting
    • U-SM is a member company of our group, and an expert specialised in digital projects
  • For registration pages and participants management
    • Aventri provides the platform we generally use to host the websites we design to manage your participation to events. Aventri is contractually bound to deliver the tool without accessing nor copying your personal data.
  • For Managing and Supporting Digital Events / Webinars
    • U-SM, a member company of our group, and an expert specialised in digital projects
    • Aumediage, a Belgian company specialised in streaming and digital events
  • For Travel Organization
    • Seauton is a member company of our group, and an expert in organizing events and travel.


8. What are your rights and how can you exercise them?

You have the right to know what type of data we process, you have the right to obtain a copy of those data in a common machine-readable form, you may ask for rectification, deletion (in some cases), or to object to the processing of your personal data where this processing is based on your consent. You also have the right to revoke previously given consent. Note that revocation does not affect previous processing based upon your consent.

If you want to exercise your rights, or still have a question about how we process your data, you may send a request to our data protection officer at: dpo[at]cecoforma.com. Note that where cecoforma acts as a “data processor” on behalf of our customer (the “controller”), we will forward your request to the “controller”.

If you think that we infringe your personal data rights according to the EU GDPR, you may lodge a complaint with the Belgian Data Protection Authority at https://www.autoriteprotectiondonnees.be/ .


9. Contact information

For any personal data protection related questions, remarks or concerns, please contact :