Holders of an access badge - Declaration about the protection of personal data
The personal data you provided to the Residence Palace - International Press Centre - Brussels (abbreviated to IPC) when you acknowledged receipt of your access badge for the building is protected in accordance with the provisions of the European Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 (which entered into force on 25 May 2018) on the protection of individuals with regard to the processing of personal data and on the free movement of such data (the General Data Protection Regulation, abbreviated to GDPR).
Purpose of data processing
The IPC collects and processes this data in an electronic database in order to provide you with an access badge that allows you to gain access to the IPC floor where your office is located (and outside of office hours to the main entrance of the building). IPC also includes your e-mail address in a mailing list (the so-called "SPOC list"), by means of which the IPC informs the building’s users from time to time via e-mail about changes in the normal course of business in and around the building: limited or different access because of works, European summits or VIP events, etc. By using your badge, the OnGuard software package, which unlocks the access doors to the IPC, registers the movements you make in the building in order to enable the IPC officials (including those security officers expressly mandated by the IPC) to check the access data in the event of a breach being detected or suspected.
Retention period
The IPC will retain your personal data until you stop your professional activities at the IPC or until 1 May 2020 at the latest, after which they will be deleted from the electronic database and the mailing list. The movements you make in the building with your access badge are tracked for 8 months, after which they are deleted. In exceptional cases, such as during legal proceedings, your personal data may be stored for a longer period of time.
Security
The IPC guarantees the security (integrity and confidentiality) of your personal data. They shall be protected, inter alia, against unauthorised access, use, loss and alteration. For this purpose, the IPC uses security methods and procedures which, for security reasons, are not described in detail here. Appropriate measures are taken at physical, technical and organisational level to ensure a level of security appropriate to the risks.
Right of access, correction, objection and erasure
You have certain rights regarding the personal data used by the IPC: the right of access, the right to rectification, the right to object and the right to erase data. The IPC will process your application within 30 calendar days. If your application is complex or if the IPC has to process a large number of applications, the period will be extended by 60 days.
Send an e-mail to info@residencepalace.be, together with a scan or a copy of your identity document, with your signature, to exercise your rights.
Complaints
If you believe that IPC has not processed your personal data in accordance with the applicable regulations, you have the right to lodge a complaint with the Data Protection Authority, the supervisory authority for the processing of personal data: Drukpersstraat 35 - 1000 Brussels - e-mail commission@privacycommission.be.
Contact
For information on the IPC's data protection policy, please contact IPC's business manager: info@residencepalace.be.