OXFAM takes the protection of your personal data seriously. In this privacy policy you can read about how we collect your personal data, what personal data we process, how we process it and what your rights are regarding your data.
(Last update: June 15th 2022)
This privacy statement applies to all activities of all OXFAM entities, active in Belgium, in which your personal data are processed, both offline and online. This includes the following websites : oxfam.be ; oxfamsol.be ; oxfamwereldwinkels.be ; oxfamfairtrade.be ; copainoww.be ; oxfambelgie.be ; oxfambelgique.be ; oxfamtrailwalker.be ; oxfampaktuit.be ; oxfamsemballe.be ; and internet sub-sites (hereafter referred to as « websites ») ; we are not responsible for the privacy policies of other sites or sources.
This privacy policy informs you about the processing activities we may carry out with your personal data. We reserve the right to change this privacy policy any time. Any substantial changes will be clearly indicated and we therefore recommend that you consult this privacy policy regularly.
Any reference in this privacy policy to « GDPR » is a reference to the regulation of 27th April 2016 on the protection of individuals regarding the processing of personal data and on the free movement of those data (General Data Protection Regulation). We use and process your personal data in accordance with the GDPR and other relevant legal provisions.
If you still have questions after reading this privacy statement or if you wish to exercise your rights, you can contact Oxfam Belgium at the following address : oxfambelgique.be/contact.
If your question specifically concerns one of Oxfam entities, OXFAM Belgium will take the necessary steps to forward it to the entity in question.
WHO ARE WE?
Oxfam is a global movement against poverty and injustice.
Deze informatie wordt gebruikt om onze website te verbeteren, u op de hoogte te houden van veranderingen, u later te contacteren voor promotie van onze activiteiten of van die van andere leden van de Oxfam-familie die u As Oxfam Solidarity, we provide emergency aid in crisis situations; we support long-term development programmes, conduct research and campaign for long-term solutions to poverty and injustice. We tackle current issues such as hunger, refugees, tax evasion, women’s and men’s rights and climate change.
As Oxfam-Wereldwinkels, we raise awareness of unfair world trade and work to eradicate it. Encouraging consumers to choose Fair Trade products is the best way to achieve this, according to Oxfam-Wereldwinkels.
Trough Oxfam Fair Trade, we support agricultural cooperatives in marketing their products under the Fair Trade label and in practising fair trade.
These Oxfam entities work together under the aegis of Oxfam Belgium.
The details of the different entities are as follows :
OXFAM BELGIUM asbl
Rue des Quatre-Vents 60
1080 Brussels
Company number: 0743 875 974
Contact details: info@oxfambelgique.be
OXFAM SOLIDARITY asbl
Rue des Quatre-Vents 60
1080 Brussels
Company number: 0408 643 875
General reception: oxfamsol@oxfamsol.be – 02 501 67 00
Reception of donors: obe.fundraising@oxfam.org – 02 501 67 33
OXFAM WERELDWINKELS vzw (for individuals and cv)
Ververijstraat 17
9000 Ghent
Company number: 0415 365 777
info@oww.be – 09 218 88 99
OXFAM FAIR TRADE cv (for companies and suppliers)
Ververijstraat 15
9000 Ghent
Company number: 0453 066 016
info@oft.be – 09 218 88 55
The Oxfam entities mentioned above are hereafter also collectively referred to as « Oxfam », « We » and « Us ».
Each Oxfam entity acts as a separate controller for its own activities and the processing of personal data related to them, but, in the context of contact management, we act as joint controllers, as we organise this centrally and jointly.
We have also appointed a data protection officer to ensure the protection of your data. You can also contact him at: obe.privacy@oxfam.org.
HOW IS YOUR PERSONAL DATA COLLECTED OR OBTAINED AND FROM WHOM DO WE PROCESS PERSONAL DATA?
Any person who supports or could support our operation by making a financial contribution (hereafter the « donor ») or by volunteering (hereafter the « volunteer ») or who commits to help us campaign (hereafter the « activist »), any person who visits the website or comes to meet us (hereafter the « visitor »), anyone who has a supplier relationship with us, as well as any person who uses our services (hereafter the « customer » or participates in our projects, events and activities or wishes to receive our newsletter (hereafter the « participant ») discloses certain personal data. The Donor, the Volunteer, the Activist, the Visitor, the Client, the Supplier or Participant and any other person who discloses personal data to Oxfam are collectively referred to as « Data subjects ».
- Firstly, we may obtain personal data (in)directly from data subjects : for instance, when you make a donation, give some property or buy something in one of our shops, register for our events or actions as a participant or volunteer or supporter, subscribe to our newsletter or magazine, include Oxfam in your will, fill in a form (offline or on one of Oxfam websites) or on our action and petition platform or communicate with us in any other way, or if your data is made public (on publicly accessible social networks, or accessible websites in the media etc).
- Secondly, we may also obtain personal data indirectly from data subjects : for instance, when you provide your data to an organisation that collect it for us, such as a recruitment company.
- Thirdly, we may receive personal data from third parties : sometimes, we validate or combine personal data with information from external sources to keep our data base up to date. Sometimes, we also rent address databases to third parties for specific campaigns, in this case, we ask these third parties to ensure that you have been properly informed about the sharing of your data.
- Fourth, we also obtain personal data from website visitors thanks to cookies or similar technologies (e.g. pixels). We may also collect, store and process data regarding your use of our websites.
WHAT PERSONAL DATA DO WE PROCESS?
We promise to collect and process only personal data that are relevant and necessary for the purposes for which they are processed. In the context of our objectives (see n°4), we may ask you to store, collect and process the following (categories) of personal data :
Customers
- Personal identification data (first name, surname)
- Contact data (address, telephone number and email address)
- Specific data for the execution of the activity (such as the selection of a workshop, billing data or the provision of a service (address, order…)
- Financial identification data (bank details)
Suppliers
- Personal identification data (first name, surname, company name if used, ECB or VAT number)
- Contact data (address, telephone number and email address)
- Specific data for the purchase of goods or the provision of services (address, order…)
- Financial identification data (bank details)
Donors
- Personal identification number (first name, surname, address, login data)
- Financial identification data (bank account number, deposit history)
Volunteers
- Personal identification data (first name, surname, national register number, any additional profile data if they are relevant for volunteering)
- Contact data (address, telephone and//or fax number and email address)
- Personal data (gender, date and place of birth, nationality)
- Specific data concerning the status of volunteer (function and commitment of the volunteer)
- Personal preferences (favourite shops, favourite event…)
- Financial identification data (bank account number)
Activists
- Personal identification data (name, surname)
- Contact data (address, telephone number and email address)
- Specific data for the execution of the campaign/conference action
Visitors
- Personal identification data (name, surname, your company)
- Contact data (address, email address)
- Personal data (gender, date of birth)
- Personal preferences (interest for topics or products, favourite shop, etc)
- Electronic identification data (connection data, IP address, browsing behaviour, language preferences, emails sent, opening and clicking behaviour of sent newsletters)
Participants
- Personal identification data (name, surname)
- Contact data (address, telephone number and email address)
- Personal data (gender, date and place of birth, nationality)
- Health data (when necessary for a sporting event)
Moreover, we also process photos and videos. Besides the GDPR, we also comply with the law on image rights. In this respect we will always ask for your permission when we take a photo of you and will ask for your permission to publish or distribute it, except in cases provided for by law where express permission is not required.
We will only process the personal data of children (by which we mean persons under the age of 16) if written consent has been given by the parent or legal guardian.
Apart from the processing of health related data (see above) for specific reasons, we do not, in principle, process sensitive data.
FOR WHAT PURPOSES DO WE PROCESS PERSONAL DATA AND ON WHAT BASES?
In the table below, we provide an overview of the purposes for which we process personal data and the basis on which this is done.
Customer
- Purpose: management of the customers (administration, order tracking and delivery, invoices, after-sales support and follow up, complaint management, participation in activities, etc…)
- Basis: performance of a contract
Supplier
- Purpose: supplier’s management
- Basis: execution of a contract
Volunteer
- Purpose: volunteer management (communication about engagement, signing of volunteer contracts, payment of expenses, etc…)
- Basis: execution of a contract
Participant
- Purpose: management of participants (communication about participation in events, registration, organisation of events etc…)
- Basis: performance of a contract
Donor
- Purpose: management of donations and wills (registration, processing, direct debit if necessary, providing of tax certificate, communication about the action/campaign in which he/she has participated etc…)
- Basis: performance of a contract
Activist
- Purpose: management and organisation of the campaign (communication about the campaign, the conference or the action)
- Basis: execution of a contract
Donor
- Purpose: transmission of tax certificate data to the government
- Basis: legal obligation
VOLUNTEER, PARTICIPANT, VISITOR
- Purpose: emergency situation
- Basis: vital interest
Visitor
- Purpose: to respond to requests for information sent to us
- Basis: consent
POTENTIAL DONOR (LEGACIES)
- Purpose: to provide information on legacies
- Basis: consent
PERSONS CONCERNED
- Purpose: Oxfam Fair Trade Newsletter or Oxfam Fair Trade mailings on specific actions/topics (partners), Oxfam Belgium Newsletter or Oxfam Belgium mailings on specific actions/topics
- Basis: consent
ACTIVIST, DONOR
- Purpose: mailings on fundraising emergencies
- Basis: consent
DONOR OXFAM UNWRAPPED
- Purpose: newsletter, fundraising emergencies
- Basis: legitimate interest (to make Oxfam and its activities known to a specific group of donors)
(POTENTIAL) CLIENT OXFAM FAIR TRADE
- Purpose: specific mailings on Oxfam Fair Trade or on a particular Fait Trade topic
- Basis: legitimate interest (to publicise products where this is relevant to Oxfam Fair Trade products)
PARTICIPANT AND VOLUNTEER OXFAM TRAILWALKER
- Purpose: Oxfam Trailwalker newsletter
- Basis: legitimate interest keeping up to date with developments at Oxfam Trailwalker
(POTENTIAL) DONOR OR PARTICIPANT
- Purpose: fundraising and donations, campaigns, sending press releases, magazines, messages about educational campaigns, school newsletter, specific campaigns, grants.
- Basis: legitimate interest (need to raise funds for charitable and non-profit activities for which fundraising and campaigns are necessary).
VISITOR, VOLUNTEER, PARTICIPANT, CLIENT, DONOR
- Purpose: analysis and statistics (browsing behaviour, opening and clicking of newsletters, surveys, market research, studies, tests)
- Basis: legitimate interest
VISITOR, VOLUNTEER, PARTICIPANT, CLIENT, DONOR, ACTIVIST
- Purpose: to fight against fraud and abuse, security (via cameras)
- Basis: legitimate interest
AUTOMATED DECISION MAKING?
Oxfam does not make automated decisions- based or not on profiling- that could have juridical effects on you or affect you in a significant way. Sometimes we do manual decision making and profiling to provide you with information that is relevant to you. For example, for a specific fundraising campaign, we only write to certain people based on specific profiles, such as donation history, age or personal preferences.
IS YOUR DATA SHARED WITH THIRD PARTIES?
Oxfam does not sell nor rent your personal data to third parties. However, we may share personal data if you have given us permission to do so or when it is necessary to carry out our mission or if we are required to do so by law or other regulations.
Moreover; in some cases we use systems or services of suppliers known as subcontractors, who process personal data on our behalf. In all cases, we ensure that these parties offer sufficient guarantees in terms of data protection and security.
WE THEREFORE USE THE FOLLOWING CATEGORIES OF SUBCONTRACTORS:
- Companies we have engaged for marketing purposes (e.g. magazine distribution),
- Companies we have called on for technical support (ICT) and hosting services,
- Companies we have engaged for administrative purposes (e.g. book keeping, sales and stock keeping, donations management and the link with suppliers),
- Companies we have called on for communication purposes (e.g. to provide and deliver newsletters, investigations or invitations, develop websites, to carry out market research, etc…),
- Companies we have called on for logistic purposes (e.g. preparation of the orders, deliveries, etc…),
- Companies we have engaged for analysing purposes,
- Companies we have engaged for payment purposes;
INTERNATIONAL TRANSFER OF PERSONAL DATA?
It is possible that your personal data are processed outside the European Economic Space (by a subcontractor, for example) or shared within the international Oxfam network. In which cases, we will make sure, thanks to a contract or similar, that this data enjoys an adequate protection level, similar to the one it enjoys in the European Union, in accordance with the European regulations, like, for instance, by using the standard measures of the European Commission and by adding additional ones.
SECURITY OF YOUR PERSONAL DATA?
We have adopted appropriate technical and organisational measures to protect the personal data we process. We use quite a lot of technologies and appropriate security measures to protect your personal data against any unauthorised access, use or disclosure. We ensure that the provided personal data are kept safely in a controlled environment.
MORE PRECISELY, WE HAVE ADOPTED THE FOLLOWING MEASURES:
- All persons who, within the framework of our activities, have access to your data, must respect confidentiality,
- We use a safe service and a network infrastructure,
- We use a policy of user’s name and password in our systems,
- We provide encryption of personal data if necessary,
- We make backups of personal data to be able to restore it in case of physical or technical incident,
- We inform our employees and our volunteers of the importance of the protection of personal data.
HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We do not keep your personal data longer than necessary to reach the final goal for which we collect it, or till the concerned person asks we no longer use it or wants it suppressed. The duration of conservation can change according to the final goal and can sometimes be very short.
AS A GENERAL RULE THE PERSONAL DATA ARE KEPT AS FOLLOWS:
- Customers, suppliers, donors: up to 10 years after the last contact,
- Oxfam trailwalker participants: up to 10 years after the last contact,
- (Non anonymous) visitors: up to 3 months,
- Participants in the campaigns/activities: 3 years maximum after the last contact,
- Activists: 3 years maximum after the last contact,
- Participants/donors (educative contacts): 5 years maximum,
- Volunteers: up to 5 years after the volunteering,
- Newsletter: till you unsubscribe
YOUR RIGHTS?
You have different rights at your disposal that you can use by getting in touch with Oxfam Belgium at the following addresses:
RIGHT TO BE INFORMED AND HAVE ACCESS: You have the right to access to the processing purposes, to the categories of personal data, to the categories of recipients to whom the personal data is sent, to the criteria that determine the period of conservation of your data, to the rights you can exercise related to your personal data, etc…
RIGHT TO CORRECT PERSONAL DATA:The inaccurate or incorrect data can be corrected. To be sure to keep your data up to date, we ask you to inform us of any change.
RIGHT TO DELETE PERSONAL DATA: You have also the right to ask the deleting of your personal data, except if we are obliged (by the law, for instance) to go on processing it.
RIGHT TO TRANSFER THE DATA: You have the right to receive the personal data you provided us in a structural commonly used and readable format. Moreover, you have the right to transfer your personal data directly to another data controller, unless it proves technically impossible.
RIGHT TO LIMITATE THE PROCESSING: In some cases, you have the right to ask to limitate the processing of your personal data. This is especially true in the case of a dispute concerning the accuracy of your personal data, if the personal data is necessary within the framework of a legal procedure or during the time we need to establish that you can validly exercise your right to delete.
RIGHT TO OPPOSITION (FOR INSTANCE FOR THE PROSPECTING/PROFILING): At any time, you have the right to oppose the processing of your personal data for the purpose of prospecting, profiling or for purposes justified by our legitimate interests. In case of opposition to process based on the legitimate interest, we will cease to process your personal data, unless we can prove compelling legal grounds for the processing of your personal data that win over your right to opposition.
RIGHT TO WITHDRAW YOUR CONSENT: You have the right to withdraw your consent any time, for instance if you gave it for the purpose of prospection. You can do it by getting in touch with us, but also by changing your preferences, by using the option of unsubscribing appearing at the bottom of the electronic newsletters.
RIGHT TO FILE A COMPLAINT: If you want to file a complaint about the way we process your personal data, please let us know. We will try to find a solution as soon as possible.
Oxfam has appointed a delegate for the protection of your personal data. You can get in touch with him in case of a complaint within the framework of the GDPR via obe.privacy@oxfam.org.
However, you are free to file a complaint with the control authority:
Autorité de Protection des Données
Rue de la Presse 35
1000 Brussels
+32(0)2 274 48 00
contact@apd.be
Oxfam
Rue des Quatre-Vents 60
1060 Molenbeek-Saint-Jean
BE 743 875 974
RPM Bruxelles