Privacy policy

EQAR is committed to processing your personal data in a secure manner and to safeguard your rights of privacy.

In this Privacy Policy we set out what personal data we collect and use, and for what purposes . Further, this Privacy Policy includes important information regarding your rights with respect to the processing of your personal data.

1. Whose personal data do we collect?

We might collect your personal data if you:

  1.  Visit our website (website analytics)
  2.  Subscribe to our newsletter
  3. Contact us (incl. register for an event we organise)
  4. Are the official representative or contact person of a member, applicant or registered agency, or any other organisation that has a contractual relationship with EQAR

2. How do we collect your personal data and why?

We may collect information about you:

  • directly from you, e.g. the information you provideto us when you subscribe to our newsletter, contact us by email or any other means, hand your business cards to an EQAR representative;
  • from other sources, such as your employer or colleagues. We only collect your personal data from others if we can be reasonably sure that you are aware and in agreement, e.g. when a colleague registers you for an event or informs us that we should turn to you as a contact for your organisation;
  • by means of cookies that are placed by our website software.

Our legal basis for processing your personal data is the following:

1. Website analytics: Our legitimate interest to better understand the visitors to our website, how they use it and to use that information to improve the information provided and make it more relevant.

2. Newsletter: Your consent expressed when subscribing to our newsletter.

3. Contacts: Our legitimate interest to respond and follow up your contact, inquiry, complaint or request effectively and to manage efficiently EQAR’s relation with contacts

4. Members etc.: You are in a contractual relationship with EQAR, or you seek to enter into one.

3. What personal data do we collect and store?

Below we have set out what personal data we might have collected about you and for what purposes:


We collect:

In order to:

1. Website analytics

A unique, but anonymous, identification code that is stored in our system as well as a cookie in your computer

Identify returning visitors

Date, time and pages visited

Analyse usage patterns of our website

IP address shortened by one byte

Approximate geographic identification of visitors

2. Newsletter

Email address

Deliver the newsletter

Name and organisational affiliation (optional)

Know who are receiving the newsletter

Information on newsletters delivered to you

Monitor the correct operation of our system

3. Contact

Name, organisational affiliation and position, email address, telephone number, postal address, when and how you have contacted us and for what purpose

Respond to or follow-up your contact, know who have been in contact with EQAR and why, associate related request

4. Members etc.

Communicate with you as necessary for your relationship with EQAR, know who acted on behalf of different organisations


4. With whom do we share your personal data?

EQAR takes all measures reasonably necessary to protect against the unauthorised access, use, alteration or deletion of your personal data.

We do not share your personal data with third parties other than:

  • the providers of our IT infrastructure, whereas the data might be stored on infrastructure owned by the provider but the provider has no right to access, use or share the data further;
  • co-organisers of events, where this is necessary for the organisation of the event.

We will ensure that, where relevant, contractual safeguards are implemented to ensure the protection of your personal data when disclosing your personal data to a third party. For example, we will enter into data processing agreements with relevant parties (providing for restrictions on the use of your personal data and obligations with respect to the protection and security of your personal data).

As a general rule, we do not share your personal data as set out above with other parties located in countries outside the European Union. This may, however, be different in the event that we organise an event in a country outside the EU and, hence, the co-organiser of our event is located in such country.

In such case, it shall be ensured that adequate measures are taken to ensure adequate protection of your personal data in accordance with applicable data protection legislation.

5. How long do we store your personal data?

1. Website analytics: We will store visitor logs until they have been processed into reports, which contain only aggregate and no personal data. Log data is deleted after 180 days.

2. Newsletter: We will store your personal data as listed above until the moment you have informed us that you no longer wish to receive our newsletter, or it appears that your email address is no longer in use (i.e. we receive a failed delivery notification).

3. Contact: We will store your data for as long as your contact is relevant for EQAR’s work.

4. Members etc.: We will store your data for as long as you are a representative or contact person.

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

You have the right to:

  • information about and access to your personal data;
  • rectify your personal data;
  • erasure of your personal data;
  • restriction of processing of your personal data;
  • object to the processing of your personal data;
  • receive your personal data in a structured, commonly used and machine readable format and to (have) transmit(ted) your personal data to another organization.

You can object to being tracked by our website analytics by using your browser’s “do not track” setting or using the opt out function below.

You can unsubscribe from our newsletter or rectify your personal data by using the respective links at the bottom of every newsletter.

Otherwise, to exercise your rights, please contact the EQAR Secretariat.

Finally, you have the right to lodge a complaint with the relevant Data Protection Authority, such as the Belgian Privacy Commission.


If you have any questions or comments in relation to this Privacy Policy or the processing of your personal data by us, please feel free to contact us at or phone the EQAR Secretariat: +32 223 439 11

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