THE EUROPEAN PETROLEUM REFINERS ASSOCIATION

PRIVACY NOTICE

The European Petroleum Refiners Association AISBL, acting through its Concawe and FuelsEurope divisions ("We", "us", "our"), is committed to complying with EU Privacy Law. This privacy notice (this "Notice") describes how We process the Personal Data of certain categories of Data Subjects that are not associated to us.

In carrying out our activities, We process Personal Data relating to representatives of industry associations, consultants, contractors, REACH Licensees, suppliers, individuals registering for our publications, conferences and other events, officials of the European institutions and EU agencies, EU Member State officials, journalists and other stakeholders ("You") in the EU policy areas that We are involved in.

We are a data controller. This means that We are responsible for deciding how We collect and use (process) Personal Data about You. We are required under GDPR to notify You of the information contained in this Notice.

1.               What Personal Data do We hold about You?

Depending on who You are, We collect different Personal Data from You, for specified purposes and based on a specific legal ground.

 

 

 

 

Policy makers: EU and Member State officials, members of comitology committees, PermReps, EU agency officials, MEPs and MEP assistants and policy stakeholders, including journalists, industry associations and NGOs involved in the policy areas that the association is active in.

Name, organization, job title, email address, telephone number (fixed and/mobile); if You are a MEP, political group and committee and Directorate General in the case of Commission officials.

 

Conducting FuelsEurope’s advocacy activities in the policy fields We are involved in, including sending You our position papers, emailing You with questions, sharing industry's perspective on a policy issue, inviting You to an event; if you are a MEP, in addition to the above, sending You voting recommendations.

Legitimate interests – We believe that, as an EU association active in the field of petroleum refining industry, We have the legitimate interest to conduct our advocacy activities.

ECHA officials, Petco members and competent Member State authorities for REACH; officials of EU Commission (DG GROW, DG ENVI, DG R&I, JRC) and its agencies, members of technical committees at EU and national level involved in scientific and environmental matters affecting petroleum products and their uses; universities and members of scientific committees of UNESCO and OECD and refining industry stakeholders.

Name, organization, job title, professional email address, and professional telephone number.

Conducting Concawe’s scientific work in relation to petroleum products and environmental science related to petroleum products and other hydrocarbon technologies and Concawe’s role as SIEF facilitator under REACH and to invite You to our events.

Legitimate interests - We have the legitimate interest in providing the science to ensure science based policy making and implementation of policies.

Third party contractors/service providers, suppliers, universities, laboratories or consultants for research and consultancy services contracts and REACH Licensees.

Name, organization, job title, email address, telephone number; bank account details.

 

Preparing, executing and terminating a contract We have with You.

Prior to conclusion of the contract – during the contract initiation phase – Personal Data is processed to prepare bids or purchase orders or to fulfill other requests that relate to the contract.

Performance of a contract

Individuals attending conferences and events.

Name, job title, email address and telephone number and bios in the case of speakers at conferences.

 

To manage registration, invoicing, participation in events, to send You follow-up emails with regard to the events You attended, to invite You to future events and conferences, to share the list of attendees with other participants.

Consent

Subscribers to newsletters.

Name, email, company, business address, job title, department, mobile/fixed professional telephone and fax number.

To inform You about our activities, to send You our newsletters, reports and scientific publications

Consent

 

2.               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 notify You and We will explain the legal basis which allows us to do so.

3.               Which third-parties process your Personal Data? Do We share, disclose or transfer Personal Data

We share your Personal Data with IT service providers and accounting service.

Any such third party service provider engaged by us is expected to comply with the requirements of the GDPR and this Notice.

In order to send You our newsletter and reports, We also share your Personal Data with MailChimp (https://mailchimp.com/), a third party providing email marketing services. MailChimp is located in the United States. Your Personal Data are transferred to, stored and processed in the United States and may be shared there. We have taken steps with MailChimp to ensure that the transfer of your Personal Data to MailChimp complies with EU Privacy Law. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. We have also signed a Data Processing Agreement incorporating Standard Contractual Clauses with MailChimp. If You would like to receive a copy of the agreement, You can contact us at privacy@petroleumrefiners.eu.

We do not use other third-parties to process your Personal Data or otherwise transfer Personal Data outside of the EEA and/or disclose your Personal Data to other recipients than those identified in this Notice. If we were to do so, We will comply with EU Privacy Law.

4.               Data security

Your Personal Data are treated as confidential. We never pass on your contact details to third parties for commercial purposes. In order to safeguard your Personal Data from unauthorized access, collection use, disclosure copying, modification, disposal or similar risks, We have put in place appropriate administrative, physical and technical measures such as antivirus protection and encryption to secure all storage and transmission of Personal Data by us, and disclosing Personal Data both internally and to our authorized third party service providers and agents only on a need-to-know basis. You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, We strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

5.               How long will We retain your Personal Data?

We store your Personal Data as long as it is necessary to perform the contract We have with You or as long as You don't withdraw your consent or don't object to the Processing.

We undertake, absent of any Processing activities within a period of 24 months, to delete the Personal Data We hold on You. However, We may retain your Personal Data under EU or national laws. We may retain electronic copies of files containing Personal Data created pursuant to automatic archiving or back-up procedures which cannot reasonably be deleted. In these cases, We shall ensure that the Personal Data are not further actively processed.

6.               "Cookies" and Internet tags

We process information about visits to our websites, the web pages visited, the date and time that you view our website and what you clicked on, your IP address, the geographical location from which you accessed our website based on your IP address, information about your computer or device (device and browser type). Such information includes Personal Data. We use this information for internal purposes to compile aggregate statistical data about users' browsing actions and patterns and to estimate our audience size and usage patterns. We obtain information by installing technical "cookies" to capture session data.

7.               Your rights in connection with Personal Data

Under certain circumstances, under EU Privacy Law, You have the right to:

(a)             Request access to your Personal Data. This enables You to receive a copy of the Personal Data We hold about You and to check that We are lawfully Processing it.

(b)             Request correction of the Personal Data that We hold about You. This enables You to have any incomplete or inaccurate information We hold about You corrected.

(c)             Request erasure of your Personal Data. This enables You to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where You have exercised your right to object to Processing (see below).

(d)             Request the restriction of Processing of your Personal Data. This enables You to ask us to suspend the Processing of Personal Data about You, for example if You want us to establish its accuracy or the reason for Processing it.

(e)             Request the transfer of your Personal Data to another party (right to data portability).

When You provided your consent to the collection, Processing and transfer of your Personal Data for a specific purpose, You have the right to withdraw your consent for that specific Processing at any time.

When We process your Personal Data based on our legitimate interest (or those of a third party), You have the right to object to such Processing.

To withdraw your consent or object to the Processing and to exercise any of your rights as Data Subject, make queries or complaints, please contact our Legal Advisor at +32 2 566 91 22 or our Finances' Manager at +32 2 566 91 18. You can also contact us via email at privacy@petroleumrefiners.eu. If You are dissatisfied with any aspect of our handling of your Personal Data, You have the right to make a complaint at any time to the relevant Supervisory Authority.

8.               Changes to Notice

We may revise this Notice from time to time and any revisions will be made available to You via our websites.

 

9.               Our contact details

European Petroleum Refiners Association

FuelsEurope / Concawe

Boulevard du Souverain 165 - 3rd floor, 1060 Brussels, Belgium

Tel. +32 2 566 91 00

Fax. +32 2 566 91 11

Emailprivacy@petroleumrefiners.eu

 

10.            Glossary

In this Notice:

"EU Privacy Law" means the General Data Protection Regulation 2016/679 ("GDPR") and the Belgian national privacy laws, as amended from time to time.

"Data Subject" means an identified or identifiable individual.

"Personal Data" means any information relating to an identified or identifiable natural person.

"Processing" means any operation performed on Personal Data, manually or by automated means, such as collection, recording, organization, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

"Supervisory Authority" means the Belgian Data Protection Authority or the relevant data protection authority of the data subjects' habitual residence or place of work.

 

Last update: May 2018