PROTECTION OF YOUR

personal data

Last modified on 28 April 2023

Brussels Major Events (hereinafter “BME”) takes the protection of your privacy and personal data very seriously. The purpose of this notice is to inform you about how BME collects, processes and uses your personal data when you use its website or participate in one of its events. The processing of personal data is carried out in accordance with the obligations of the General Data Protection Regulation (GDPR), all applicable privacy and personal data protection regulations and the BME Data Protection Policy.

1. Data Controller

The Data Controller is the asbl Brussels Major Events, located at Petite rue du Musée, 6-8, 1000 Brussels.

You can contact the Data Protection Officer via . You will find more information about how you can exercise your rights in chapter 5.

2. What personal data does BME collect?

The personal data which BME collects concerning you (if any) is:

Identification data: such as your surname, first name, date of birth, gender, participant number, etc.
Contact data: postal address, email address, telephone number, etc.
Data about your online behaviour: such as the links you click on, the pages you visit, etc.
Photos or videos taken at events
Data concerning your performance (e.g. time)
Data concerning the services and products you offer (for craftsmen, suppliers, artists, etc.)
Data concerning complaints, questions, remarks, etc.
Data concerning your professional skills (for job applicants)

3. For what purposes does BME process your data and on what legal basis?

BME collects and uses your data for specific, explicit, legitimate purposes and will not use your data for subsequent purposes which are not compatible with the original ones.

*the legal bases
The bases on which we process your data are the following:

	Performance of a contract : your personal data is processed by BME for the performance of a contract you have entered into with it, or for the execution of pre-contractual measures taken at your request.
	Your consent: will seek your consent to use your personal data for specified purposes. When we process your data on the basis of your consent, you have the right to withdraw your consent at any time.
	Legal obligation: BME sometimes has a legal obligation to process your data.
	Our legitimate interest: In certain situations, the processing of personal data is necessary for the purposes of the legitimate interests pursued by BME. In such cases, we will verify whether your interests, freedoms and fundamental rights prevail over the interests of BME. Where we process your data on the basis of our legitimate interest, you may at any time inform us that your interest takes precedence over ours.

3.1 Recruitment management

Data subject: job applicants
Processed data: identification data, contact data, CV, cover letter, interview, skills, publicly available information about the candidate
Data retention: for the period required for the processing of the application. The names of the applicants are archived.
Transfer to third parties: no
Legal basis*: pre-contractual measures

3.2. Recruitment reserve

Data subjects: unsuccessful candidates for a position at BME, but whose profile may be suitable for BME in the future.
Processed data: CV, interview summary, skills
Data retention: CVs are kept for a further 6 months as part of a recruitment reserve.
Transfer to third parties: no
Legal basis*: legitimate interest of BME

3.3 Management of the database of artists, craftsmen, suppliers, etc.

Data subjects: artists and craftsmen registering for events, suppliers
Processed data: identification data, contact data, details of the service, product, creation, etc.
Data retention: until the request for deletion – after 5 years if the artist or craftsman no longer registers for any event or if the supplier no longer participates in any contract.
Transfer to third parties: with the consent of the craftsman, the artist, we may send contact data to third parties who wish to make contact for professional purposes.
Legal basis*: legitimate interest of BME and consent (for transfer to third parties)

3.4 Management of artists via artist agencies

Data subjects: artists
Processed data: identification data, contact data, creation, competences
Data retention: see ‘artist database management’.
Transfer to third parties: see ‘management of the artist database’.
Legal basis*: legitimate interest of BME and consent (for transfer to third parties)

3.5. Merchant database management

Data subjects: merchants
Processed data: identification data, contact data, product details
Data retention: until we receive a request for deletion – after 5 years if the merchant no longer registers for any event
Transfer to third parties: to technical processors (app and event registration website); with the consent of the merchant, we may send contact data to third parties who wish to make contact for professional purposes
Legal basis*: pre-contractual measures or contract, and consent (for transfer to third parties)

3.6. Management (of the programming) of an event

Data subjects: artists and craftsmen participating in the events, suppliers, traders
Processed data: identification data, contact data, details of the service, product, creation, safety information for the fire service/police (use of gas, fire, etc.)
Data retention: retention of information about participation (archiving for historical reasons)
Transfer to third parties: to the police, fire brigade for safety management (legal obligation)
Legal basis*: pre-contractual measures or contract; legal obligation for transfer to the fire brigade and the police

3.7. Participation in BXL Tour via Chronorace

Data subjects: participants in the BXL TOUR event
Processed data: identification data, contact data, emergency phone number, category, registration time, time, finish photo
Data retention: 5 years or until request for deletion
Transfer to third parties: Chronorace, our technical subcontractors for sending emails, managing our IT systems and databases
Legal basis*: execution of the contract
Intervention of third parties: The BME may call upon media partners to take photos during the event. These partners are responsible for the processing of these data (the photos). They will offer the photos for sale via the website that publishes the results. All the information on the processing of the data can be found on their website. Media partner: Sportograf – More information on https://www.sportograf.com/en/privacy. For your information, facial recognition is not used by Sportograf on the BXL Tour to find photos in which you appear. If you request a photo search, it will be based on your participant number (numbered plate).

3.8. Visit the City Hall

The purpose of this statement is to inform you of the way in which the non-profit organisation Brussels Major Events (hereinafter “the BME”), located at Rue de la Madeleine, 51, 1000 Brussels, collects, processes and uses your personal data in the context of the organisation of visits to the Brussels City Hall.

For the management of the ticketing system, the data controller is the service provider Brussels Expo, which acts under the trade name “Ticket Live.” Please refer to the privacy policy of this supplier for more information on how they process data (see the footer of the booking site).

The processing of personal data by the BME is carried out in accordance with the obligations of the General Data Protection Regulation (the GDPR), all applicable privacy and data protection regulations and the BME’s data protection policy. You can contact the Data Protection Officer using the address .

Purposes of the processing: management of guided tours of Brussels City Hall, including verification of the conditions for obtaining particular categories of tickets and contacting people in the event of problems or special requests.
Data collected: The BME checks, but does not retain, the following data collected by the online ticketing service provider:
- Identification data
- Day/time of ticket issue
- If payment has been made
The BME checks, but does not retain, the following data when tickets are subject to special conditions:
- Contact details
- Certificates, supporting documents, if necessary to prove the conditions for obtaining a particular category of tickets
The BME may use the following data to contact individuals in the event of a problem or special request:
- Contact details (email address, postcode, city and country, mobile phone number)
Data subjects: the person buying the tickets
Source: Provider of the online ticket reservation service Brussels Expo
Basis of lawfulness: Performance of the contract
Retention period: There is no retention of information by the BME. The BME accesses the data on the online ticketing platform to verify the issuance and payment of tickets. Please refer to the ticketing service's data protection policy for more information on how long the latter retains data.
Your rights: You have the right to access your data, to receive information about the processing of your data, the right to rectify, oppose, limit, erase and port your data.You may contact to assert your rights. Please note that in case of doubt the BME reserves the right to verify the identity of the applicant before responding to the request. The BME undertakes to respond to you without delay and at the latest within one month of receiving your request concerning the rights described below. We consider the time of receipt to be when your application is complete. This includes receipt of proof of your identity or certainty on our part with regard to your identity. This one-month period may be extended by two months if your application is complex or if you make numerous requests. We will inform you of any such extension as soon as possible. If you feel that you have been adversely affected in the exercise of your rights, you have the right to lodge a complaint with the competent supervisory authority. This will certainly be the Belgian Data Protection Authority. You can find its contact details www.dataprotectionauthority.be.

3.9. Participation in other events organised by BME when registration is requested

Data subjects: participants in the event
Processed data: identification, contact, reservation or registration data
Retention: retention of identifiers until the request for deletion of the account – retention of entries for 10 years
Transfer to third parties: technical partners managing websites
Legal basis*: execution of the contract

3.10. Sending out communications about upcoming events (sporting or otherwise)

Data subjects: Participants in events (sporting or otherwise) who have agreed at the time of registration to receive communications about upcoming events (sporting or otherwise) organised by BME
Processed data: Identification data, contact data, possibly registration category, interests (if communicated)
Data retention: 5 years or until request for deletion
Transfer to third parties: Our technical subcontractors for the sending of emails, the management of our IT systems and our databases
Legal basis*: Consent

3.11. Sending out communications about the actions of BME partners

Data subjects: Participants in events who have agreed at the time of registration to receive these communications
Processed data: Identification data, contact data, possibly registration category, interests (if communicated)
Data retention: 5 years or until request for deletion
Transfer to third parties: Our technical subcontractors for the sending of emails, the management of our IT systems and our databases
Legal basis*: Consent

3.12. Statistical analyses

Data subjects: event participants, internet users
Processed data: participation rate, registration, use of websites
Data retention: unlimited (anonymized statistical data)
Transfer to third parties: Google Analytics – USA
Legal basis*: legitimate interest or consent (if cookies are used)

3.13. Management of volunteers, temporary and interim staff working on events

Data subjects: voluntary, temporary and interim persons working on the events
Processed data: identification, contact, function or role
Data retention: Duration of the event
Transfer to third parties: to co-organisers of the event in the case of a joint event; public authorities where appropriate
Legal basis*: pre-contractual measures, contracts, legal obligation for transfer to public authorities

3.14. Management of the database of volunteers, temporary and interim workers

Data subjects: voluntary, temporary and interim persons working on the events
Processed data: identification data, contact data, function or role fulfilled during BME events
Data retention: until we receive a request for deletion
Transfer to third parties: no
Legal basis*: legitimate interest of BME

3.15. Media contact management

Data subjects: media contact persons
Processed data: identification data, sector, contact data, information about previous contacts
Data retention: until we receive a request for deletion
Transfer to third parties: no
Legal basis*: legitimate interest of BME

3.16. Communication via social networks (answers to questions, requests)

Data subjects: internet users
Processed data: questions, requests, images, and other data provided by the person
Data retention: in accordance with social network conditions (FB, Twitter, others)
Transfer to third parties: no
Legal basis*: requests from Internet users

3.17. Use of videos and photos to promote BME events

Data subjects: internet users, event participants
Processed data: images and videos of crowds, images and videos of people participating in events
Data retention: images of crowds: 5 years then archiving, images of people who have given their consent: see retention period on the document they receive
Transfer to third parties: publication on social networks, on the website
Legal basis*: individual photos: consent; crowds: legitimate interest of BME

3.18. Event security management (including video surveillance)

Data subjects: employees, volunteers, suppliers, visitors, participants, sponsors, partners
Processed data: identification data (if necessary), contact data, images
Data retention: images: max. 1 month
Transfer to third parties: authorities, public authorities, police, fire brigade, security companies
Legal basis*: surveillance: legitimate interest; transfer of images to the police: legal obligation

3.19. Information for citizens in Brussels neighbourhoods where events are taking place

Data subjects: citizens of Brussels
Processed data: identification data, contact data, participation in neighbourhood meetings
Data retention: Until a request for deletion is made or if BME is informed that the person no longer lives in the municipality.
Transfer to third parties: no
Legal basis*: consent

3.20. Complaint management

Data subjects: complainants
Processed data: identifying data, contact data, complaints, context, follow-up
Data retention: 1 year after complete management of the complaint, then archiving
Transfer to third parties: no
Legal basis*: legitimate interest of BME

4. With whom do we share your data?

1) We use the technical services of external suppliers:

Database managers (who manage our data, keep it up to date, and ensure its quality)
Suppliers of IT systems and applications
External consultants
Data hosting and data security services

We guarantee that these providers only have access to your data to the extent necessary to perform their tasks. We also guarantee that they are bound by an obligation of confidentiality and that they may only process the data in accordance with the instructions we have given them.

2) We are sometimes obliged to pass on personal data about you to public authorities. This can be imposed by law, regulation or legal proceedings: at the request of authorities, fire brigades, or police forces in the context of law enforcement actions. We may also believe that it is necessary or desirable to disclose your data to prevent physical or financial harm, or in the event of an investigation into suspected or actual fraud or illegal activities.

3) Where your data is transferred to a country outside the European Economic Area and where the level of data protection in that country is not considered adequate by the European Commission, we will provide the necessary safeguards to protect your data (we usually use the standard contractual clauses of the European Commission). In this way we ensure that the data we transmit to third countries is adequately protected.

5. Your rights

You have the right to access your data, to receive information concerning the processing of your data, and a right of rectification, opposition, limitation, erasure and portability of your data.

You can contact to assert your rights. Please note that in case of doubt BME reserves the right to verify the identity of the applicant before responding to the request.

BME undertakes to reply to you without delay and at the latest within one month of receipt of your request concerning the rights described below. We consider the time of receipt as being when your application is complete, which includes receipt of proof of your identity or certainty from us regarding your identity. Where your application is complex or you make numerous requests to us, this one-month period may be extended by up to 2 months. We will inform you as soon as possible of any such extension.

You have the right to lodge a complaint with the competent supervisory authority if you consider that you have been harmed in the exercise of your rights. This will probably be the Belgian Data Protection Authority. You can find its contact details on the website www.autoriteprotectiondonnees.be

6. Securing your data

We ensure that your personal data is protected by appropriate technical and organisational security measures against accidental or unlawful loss, destruction, alteration, unauthorised use, disclosure or access.

7. Social networks

BME uses social networks (Facebook, Twitter, Instagram, etc.) to send you information. You can also contact BME through these channels. BME will then use your data to respond to your question, comment or complaint.

The general terms and conditions of the providers of these social networks apply. By using these services, you have accepted these conditions. You will therefore find more information on their platforms about how these service providers use your data. BME is not responsible for the processing of your data by these service providers. It is nevertheless responsible for providing you with information about its use of your data on social networks.

BME uses the services of social networks to promote its events. It may also send communications to people who make requests or ask questions.

BME keeps track of all information which is published about BME on social networks. It retains this data. Data which you have published about BME may therefore be retained in this context.

BME may publish photos of its events, including photos of people attending events.

Finally, social networks may also be used in the context of recruitment campaigns to access the information you post or to contact you (when your profile is open to BME).

8. Camera surveillance

The processing of data for camera surveillance is carried out in accordance with the applicable legislation (Belgian Act of 21 March 2007 and all other applicable Acts and rules on surveillance and data protection).

The images are kept for a maximum period of one month, except where they are necessary for evidence in the context of investigations or for the establishment, exercise or defence of legal rights.

As several persons may appear on the images, the communication of these images to one person may infringe on the privacy of others. BME therefore only discloses the images through a request to the police.

9. Links to Other Websites

The BME website may contain links to websites which are operated by companies other than BME. These websites should have their own privacy statements. We stress the need to read these statements carefully when you surf on these sites. BME cannot in any way be responsible for the content of these sites or for the way in which personal data is processed by these third parties.

10. Modification of this Notice

This Notice may be amended from time to time to better reflect BME’s policy on the protection of personal data. You will find the date of last modification at the top of this page.

11. Contact us

You can contact us at if you have any questions, complaints or requests regarding the processing of your personal data.

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