Confidentiality and conditions of use

Confidentiality

What this page covers

This page explains which personal data the association keeps through this website, why, who can see it, how long it is kept and which rights you have. It applies to members and to visitors.

Data we hold

Visitors who do not sign in give us no data: the public pages show the next event, the next meeting and the agenda only.

• Identity: first name, last name, e-mail address, phone number and WhatsApp number (the last two are optional).
• Profile: gender, profession and civil status, all optional and entered by you.
• Membership: state (active or not), founder or not, date of joining, the roles you hold and whether you were added to the WhatsApp group.
• Membership fees: season, amount due, amount paid and payment date. No payment is made on this site.
• Meetings: days late and late surcharge of your monthly fees, the sponsor who introduced you, and the decisions of the board at a closing (penalty, waiver or expulsion), when your association uses them.
• Suggestions you send and the answers you receive.
• Password recovery: when you ask for it, a link is e-mailed to the address of your account. We keep only a fingerprint of the link, for one hour at most, until you use it or ask again.
• Sign-in data: the login of your account, and, if you turn them on, an authenticator code, security keys or passkeys and recovery codes. Recovery codes are stored only as a one-way hash. Failed sign-in attempts are recorded with a hashed network address for 15 minutes to block guessing.

Why we use it and on what basis

To run the association: keep the member list, organise events and meetings, inform members, answer suggestions and record fees. The basis is the membership itself and the legitimate interest of the association in being run properly.

To keep accounting records, which the association must keep by law.

An accountant named by the manager of an entity, member or not, can read its accounts and pay from its balance. Each payment is kept with the accountant's login and the service note that justifies it, so that it can be traced.

Your WhatsApp number is used only to add you to the association's WhatsApp group, and only if you give it. Your consent is the basis and you can remove the number at any time.

We do not sell data, we do not use it for advertising and we do not take automated decisions about you.

Who can see your data

The board sees the member list and what it needs for its role: the treasurer sees fees, the secretary sees meetings and posts, administrators manage accounts and roles. Access is checked by role on every page.

Other active members see only the names of the founders, the number of active members, the posts addressed to everyone and the minutes the board chose to share.

If you are added to the WhatsApp group, the other people in that group can see your number and name as WhatsApp shows them. That is how WhatsApp works and the association cannot hide it.

Data is stored on the servers that host this website. It is not passed to other organisations, except where the law requires it.

How long we keep it

Your data is kept while you are a member. When you ask for erasure, your identity, profile, suggestions, roles and recovery codes are removed and your membership ends.

Fee records are kept without your name for as long as the accounting rules require, which we understand to be seven years.

Posts, minutes, events and meetings deleted by the board are kept for 30 days so the deletion can be undone, then removed for good.

Security and cookies

Access needs an account. You can protect it with an authenticator code, a security key or passkey, and recovery codes. Requests that change data carry a security token, and repeated failed sign-ins are blocked.

This site uses a session cookie, needed to keep you signed in and to protect forms, and a cookie named _consent that remembers your cookie choice for 6 months. Both are essential. Your light or dark theme choice is kept in your browser only if you accept preference cookies. There are no advertising or tracking cookies.

Your rights

You can see and correct your data on your profile page, and download a copy of it with the button "Download my data".

You can ask for your data to be erased from your profile page. The board then processes the request.

You can also object to a use of your data or ask for it to be limited, by writing to the board through the suggestion form or at a meeting.

If you think your rights are not respected, you may complain to the Belgian Data Protection Authority (autoriteprotectiondonnees.be).

Conditions of use

Purpose of the site

This website presents the association, announces its events and meetings and gives its members a space to manage their profile, read messages and minutes, and send suggestions. By signing in or using the member pages you accept these conditions.

Your account

Member pages need an active membership and a personal account. Keep your password, authenticator, security keys and recovery codes to yourself and do not let anyone else use your account.

Tell the board at once if you think someone else has access to your account.

Acceptable use

Use the site only for the purposes of the association and respect the other members.

• Do not send unlawful, offensive, discriminatory or misleading content.
• Do not try to reach data or functions you are not allowed to use, to guess other people's credentials or to disturb the site.
• Do not copy or reuse the member data you can see for any purpose outside the association.

Content

Posts, minutes and event information are published by the board on behalf of the association. Suggestions you send are read by the board and are not published.

Membership fees are only recorded on this site. The site does not collect payments.

Availability and responsibility

The site is run by volunteers and offered as it is. It can be unavailable for maintenance or because of a fault, and the association does not guarantee that it is free of errors. Nothing here limits a liability that the law does not allow to be limited.

Suspension

The board may deactivate an account that breaks these conditions or when the membership ends. You can ask the board to review the decision.

Changes and law

The association may change this page; the date at the top shows the last update, and important changes are announced to the members. These conditions follow Belgian law.