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ESAE Privacy Policy

Introduction

 

At ESAE we care about sharing good practices and we are committed to protecting and respecting the privacy of our members and website visitors. We know that users are sensitive about how information about them is used and shared, and we appreciate their trust that we will do so carefully and sensibly.

 

This privacy policy explains how we collect, use, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. By visiting our website or sharing personal information with ESAE, you acknowledge that you have read and understood this privacy policy.

 

Our https://esae.eu/ website is maintained by ESAE, with headquarters at Square de Meeûs 38/40 B1000 Brussels, Belgium.

 

 

How we use your personal data

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Membership and Organization Services

 

When you visit our website, you may be asked to provide personal details to join ESAE as an individual member, an association, or a partner organization offering goods and services to the association sector.

 

We collect and process the following personal data:

  • Name of the association and contact person

  • Email address

  • Postal address and country

  • Payment information (processed securely through our payment providers)

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Purposes of Processing

 

We use your personal data for the following purposes:

  • Membership management: To process and maintain your membership records

  • Payment processing: To track annual fee payments and manage accounts

  • Communications: To keep members informed about news, activities, and knowledge sharing

  • Event management: To register participants for conferences, meetings, and training sessions

  • Evaluation: For post-event evaluation of training and courses organized by ESAE

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Website Cookies and Analytics

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What Cookies We Use

 

When you visit our website, we use cookies and similar technologies to enhance your experience and understand how our site is used.

 

Essential Cookies: These are necessary for the website to function and cannot be switched off:

  • Wix session cookies (svSession, hs, XSRF-TOKEN) for website functionality and security

  • Authentication cookies for member area access

 

Analytics Cookies: With your consent, we use Google Analytics to understand how visitors use our website:

  • Google Analytics (UA-154591923-1 and G-VRXMP481XH) tracks page views, session duration, and user interactions

  • This data helps us improve our website and services

  • Data is anonymized where possible and transferred to Google LLC in the United States

 

Third-Party Services:

  • Google Maps: We use Google Maps to display our location, which may process your IP address and location data

  • Wix Platform: Our website is hosted on Wix, which uses various technical cookies for site functionality

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Your Cookie Choices

 

You can control cookies through our cookie consent banner and your browser settings. Disabling certain cookies may affect website functionality. For analytics cookies, you can opt-out through our cookie banner or visit the Google Analytics opt-out page.

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Payment Processing

 

We receive payments from members via bank transfer and Stripe payment processor. We implement best privacy practices and financial details are shared only with our Treasurer for accountability purposes. Credit card numbers and cardholder names are securely processed by Stripe and are not stored on our systems or shared with third parties.

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Photos and Event Content

 

Photos and recordings taken at ESAE in-person or online events may be used for social media posts on ESAE's channels and promotional materials. Photos and recordings of ESAE events are intellectual property of ESAE.

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Your Rights Regarding Photos:

  • By participating in ESAE events, you consent to being photographed and recorded

  • You can request not to be tagged in social media posts

  • You can object to future use of your image by contacting us

  • For group photos where individual removal isn't feasible, we'll consider your objection for future similar events

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Legal Basis for Processing

 

We process your personal data based on the following legal grounds:

  • Membership management: Legitimate interest in managing our association and fulfilling our organizational purposes

  • Payment processing: Performance of contract for membership fees

  • Newsletter and communications: Your consent (which can be withdrawn at any time)

  • Website analytics: Your consent through cookie consent banner

  • Event photos: Legitimate interest in promoting our activities, with your right to object

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Data Transfers

 

Some of your personal data may be transferred outside the European Economic Area (EEA):

  • Google Analytics data: Processed by Google LLC in the United States under adequate safeguards

  • Wix hosting services: May involve transfers to countries outside the EEA with appropriate protections

  • Stripe payments: Payment data processed globally with adequate safeguards including Standard Contractual Clauses

 

Data Retention

 

We retain personal data for the following periods:

  • Active member data: Duration of membership plus 3 years for accounting and legal compliance

  • Former member data: 3 years after membership ends for potential re-engagement

  • Newsletter subscribers: Until you unsubscribe

  • Website analytics data: 26 months (Google Analytics retention period)

  • Payment records: 7 years as required by Belgian accounting law

  • Event photos and recordings: Until you request removal or our legitimate interest expires

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Database Management: Our database is regularly updated due to ongoing fee payments throughout the year. Due to GDPR requirements, we can no longer retain data of non-members who have not made a specific request to be contacted by us. The same applies to members who are outstanding in their payments without notice of their intention to remain ESAE members. We will send reminders to outstanding members, and if no payment or response is received, membership will be terminated and data removed accordingly.

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Your Rights Under GDPR

 

You have the following rights regarding your personal data:

  • Access: Request copies of your personal data

  • Rectification: Request correction of inaccurate or incomplete data

  • Erasure: Request deletion of your data (right to be forgotten)

  • Data Portability: Receive your data in a machine-readable format

  • Objection: Object to processing based on legitimate interests

  • Restriction: Request limitation of processing

  • Withdraw Consent: For consent-based processing (newsletter, analytics, photos)

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Opt-Out and Data Removal

 

If you have registered to receive communications from ESAE and later change your mind, you can contact us to have your name and contact information removed from our distribution lists.

To exercise your rights or opt-out, you can:

  • Send an email to: info@esae.eu

  • Write to us at: Square de Meeûs 38/40 B1000 Brussels, Belgium

We will respond to your request within one month of receipt.

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Legal Disclosure

 

We may disclose personal information when required by law or in good faith belief that such action is necessary to conform to legal requirements or comply with legal process served on ESAE.

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Contact Information

 

Data Controller: ESAE (European Society for Association Executives)
Address: Square de Meeûs 38/40, B1000 Brussels, Belgium
Email: info@esae.eu
Data Protection Officer: info@esae.eu

 

If you are not satisfied with our response to your data protection concerns, you can lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données/Gegevensbeschermingsautoriteit) or your local supervisory authority.

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Updates to This Policy

 

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify members of significant changes via email or website announcement.

 

Last updated: 19 August 2025​

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