Privacy Policy

The European Liberal Forum (hereinafter “ELF”, “we” or “our”) is an international non-profit association under Belgian law, with a registered office at Rue d’Idalie 11-13. Boite 6. 1050, Ixelles, Brussels (BE), registered on the Trade Register with company number 0892.305.374. 

ELF is committed to protecting your personal information and to respect the European legislation on this matter, particularly under the General Data Protection Regulation (GDPR) (EU) 2016/679. This document (the “Privacy policy”) is intended to inform users about the personal data that ELF collects via its website and activities, to explain why we collect and process these data. 

This Privacy Policy can be modified, e.g. as a result of new functionalities or legal or regulatory changes. This version of the Privacy policy was last modified on 31 March 2023. 

This document explains: 

When does this Privacy Policy apply? 
What is personal information 
What personal information does ELF collect and how are they used 
What information does ELF share with third parties 
What choices users have regarding their information 
Acceptance of these conditions 

When does this Privacy Policy apply? 

This Privacy Policy applies to the processing of personal data in the context of the activities of ELF including via its website. 

What is Personal Information? 

The term “Personal Information” means data that specifically identifies an individual (such as name, address, telephone number, e-mail address, or credit card number) and information about the individual or his/her activities that directly links to information that can identify a person. 

What Personal Information does ELF collect and process? 

ELF collects your personal data either directly from users or via third parties. 

Personal information provided directly by users: 

Subscribing to newsletter: data such as first name, last name, e-mail address, name of organisation, job title, topics of interests. Personal data will be used until withdraing consent (unsubscribing from the newsletter). 
Registration to events: In order to attend an offline or online public event organized by ELF, you must register to this event. This data is also processed by ELF for auditing purposes in order to report on its activities to the relevant entity.  Collected data includes first name, last name, e-mail address, name of organisation, job title, and whether user would like to receive further information and invitations from ELF. Data may be retained as long as participants do not oppose to the processing of their data, however, personal data may be stored for a longer period in order to establish, exercise and defend our legal position in the event of claims or disputes. 
Participation at events: ELF may keep a recording or/and photographs (or screenshots) of the events and share these images on its different communication channels for multiple purposes: archival purposes, audit purposes and promotion purposes. Collected data include videos and images taken during the event. Data may be retained for 10 years after event.   
Contacting us directly by e-mail, phone or otherwise: data such as name, e-mail address, name of organisation, phone number and any other personal data users provide that may be relevant to answering your question. Data may be retained as long as participants do not oppose to the processing of their data, however, personal data may be stored for a longer period in order to establish, exercise and defend our legal position in the event of claims or disputes. 
By giving us business card: Data collected such as name, e-mail address, name of organisation and phone number.  Data may be retained as long as participants do not oppose to the processing of their data, however, personal data may be stored for a longer period in order to establish, exercise and defend our legal position in the event of claims or disputes. 
When applying for a job at ELF: Collected data may include name, photo, contact information, date and place of birth, address, resume, motivation letter, and any other document provided by applicants. Recruitment data is kept for a maximum of 10 years for reporting purposes. Data may be retained as long as participants do not oppose to the processing of their data, however, personal data may be stored for a longer period in order to establish, exercise and defend our legal position in the event of claims or disputes. 

 Personal information provided directly by third parties: 

When users interact with ELF on social media platforms, ELF receives data from social media platforms. 
When users browse our website: data we receive from cookie providers about your activity on our website.  
Some of the cookies ELF uses are essential, while others help us to improve your experience by providing insights into how the site is being used.  
The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies, we need your permission. 
Necessary Cookies: Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences. 
Analytics Cookies: Analytics cookies help us to improve the quality of your browsing experience. We monitor the navigation of our users to collect information on the use of our Website, such as which pages are consulted most often. These cookies do not collect any information which could be used to identify you. All the information collected is aggregated, and therefore anonymous. 
Functionality Cookies: These cookies enable our Website to remember the choices users have made when browsing. Functionality cookies may also be able to keep track of the products or videos consulted to avoid repetition. The information collected by these cookies cannot be used to identify users and cannot monitor users’ browsing activity on sites which do not belong to us. 
Users may refuse to accept browser cookies by activating the appropriate setting in your browser. However, if you select this setting, you may be unable to access certain parts of our Website.   
Please note that only you can delete a ‘cookie’ since they are saved on your own computer. For more information read the instructions of your browser. You can configure your browser settings according to your preferences and, for example, refuse to accept third-party cookies or all cookies. Please note that you may not be able to use all functions of this website. 

On what legal basis does ELF process personal data? 

Depending on the individual case, the processing of personal data is based on: 

Users consent: For example, by subscribing to newsletter or registration to an event organised by ELF and agreeing to the Privacy Policy. Users have the right to withdraw their consent.  
Legal obligation to which ELF is subject (such as the European Regulation regarding the statute and funding of European political foundations) or its legitimate activities to process personal data of members, former members or persons who have regular contact with ELF. 
Data given to ELF by the users: For example by sending an e-mail to ELF, giving a business card, applying for a job or taking steps to entering into a contract (such as giving a price offer, membership application) or entering into a contract (such as business suppliers) with ELF. 

How long personal data is kept? 

The European Liberal Forum will store your personal data for as long as is necessary for the fulfilment of the respective service or to achieve the purpose on which the storage is based, or for as long as a granted consent is not revoked. If these conditions cease to apply, the data will be deleted subject to statutory retention obligations. Personal data may be stored for a longer period in order to establish, exercise and defend our legal position in the event of claims or disputes. 

 
Who do we share your personal information? 

ELF is committed to ensuring the confidentiality of users’ data and undertakes appropriate security measures to safeguard these data from misuse by third parties.  

ELF discloses personal information to third parties only when it is necessary for the purposes specified and only to the categories of the recipients identified. ELF may share personal information as follows: 

To report required information under the European Regulation regarding the statute and funding of European political foundations (EC Regulation No 1141/20140). Data can be shared with European institutions such as the Authority for European political parties and European political foundations, the European Parliament, OLAF, the Court of Auditors and Member States for auditing and control purposes.  
To service providers to provide services for ELF, such as marketing agencies, web hosting companies, mailing vendors (e.g. Mailchimp, Salesforce); 
To service providers to provide services for ELF in relation to its activities, such as the organisation of events (e.g. travel agencies, event hosting services, hotels) 
In addition, ELF may be obliged to disclose your personal data if this is required by law or a court order. 

What choices users have regarding their information? 

Right to Access: You may, at any time, request access to the personal data that we hold which relates to you (sometimes called a subject access request). This right entitles you to receive a copy of the personal data that we hold about you. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data. 

Opting out: If the processing of your data is based on consent, you also have the right to withdraw your consent at any time, without this affecting the legitimacy of the processing done prior to the withdrawal of your consent.  

Right to retention and deletion: ELF will not retain data longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations. Users may, at any time, request that ELF corrects personal data that it holds about users which users believe is incorrect or inaccurate.  

Users have the right to be removed from ELF’s data systems – unless ELF is required by law to keep some of users’ data. For example, ELF may be legally obliged to keep personal data relating to tax matters. If users want to be removed from our systems, they should contact ELF at info@liberalforum.eu,. ELF will answer the request for removal within 30 days after users have contacted us. 

Acceptance of these Conditions 

ELF assumes that all visitors of its website and users of its platform and activities have carefully read this document and agreed to its contents. If someone does not agree with this privacy policy, they should refrain from using ELF’s website and participate in ELF’s activities. ELF reserves the right to change its privacy policy as necessity dictates.  

This website may provide links to other internet sites. Since ELF has no control over such sites, we suggest reviewing their privacy policies. 

 
Contact us: Data controller 

If you have any queries regarding the information set out here, if you wish to exercise any of your rights set out above or if you think that it has not been followed, please contact: 

Data Controller 
European Liberal Forum 
Rue Idalie 11-13. Box 6 
1050 Ixelles, Bussels, Belgium 
info@liberalforum.eu