This FIA Region I privacy notice provides details about the personal data the Fédération Internationale de l’Automobile (FIA) (“FIA REGION I”) (“We“) collects from you as either its members’ individual representatives (“Member Club employees”), participants to an FIA Region I event (“Participant”) or any member of the general public whose personal data FIA Region I may process (“Public”).
The aim of this privacy notice is to provide you with transparent and clear information about the data protection practices and policies of FIA Region I as the data controller. FIA Region I wants to put you in control of your personal data and to let you understand, in accordance with the applicable legislation, how and why we use your personal data. The concept of personal data is broad and encompasses any type of information related to you, as a directly or indirectly identifiable natural person.
We recommend you read this privacy notice carefully in order to better understand our practices regarding the processing of your data. The protection of your data and privacy is of utmost importance for us at FIA Region I. We comply with data protection laws, including the European Regulation 2016/679 of 27 April 2016 on the protection of personal data (the “GDPR“) and any other applicable national act or regulation regarding the processing of personal data or the protection of privacy.
The data controller responsible for the processing of your data is the Fédération Internationale de l’Automobile (FIA) Region I, having its registered offices based at Place de la Concorde 8, 75008 Paris and acting in Belgium through its establishment at Rue de la Science 41, 1040 Brussels.
As a data controller we solely and autonomously determine the purposes and means of the processing of your personal data.
We collect and process your personal data only for the purposes set out in this Policy.
We may process your personal data as a Participant to our events. We describe below the categories of data that we process. This data is provided directly by the Participants via the registration form.
We may also process your personal data as a Member Club employee. We describe below the categories of data that we process. The data can be either provided directly by yourself as a representative within a member organisation or potentially gathered from other sources.
In the framework of specific working groups or management bodies, we may process your personal data as an individual allowed to access the FIA Region I internal website.
In the course of policy communications, FIA Region I may contact certain members of the Public, including, without limitation, policymakers, stakeholders and journalists, to communicate their position on legislative issues. We further describe below the categories of data that we process from members of the Public for these reasons. This information can be either obtained directly from you or collected from other sources.
FIA Region I processes the following personal data about Event Participants, Member Club employees and the Public:
Member Club employees
Public (for policy, EU research projects and Forum for Mobility and Society reasons)
|first name, last name||first name, last name||first name, last name|
|address, incl. country||organisation||address|
|phone and mobile phone numbers||nationality|
|passport and ID details||work phone and mobile phone number|
|club||position, department, unit|
|dietary requirements or allergies|
For specific events such as the ETEC (European Traffic Education Contest), in addition, the following information will be asked from children: first name, last name, height and date of birth for the sake of unique identification. Children’s data will always be processed exclusively for the needs of the ETEC and will not be further processed onwards of afterwards.
We always process your personal data on the basis of and within the boundaries of the legal bases as laid down under applicable law. We also ensure to limit the processing of your personal data to what is strictly necessary for the achievement and performance of these purposes.
When we process your personal data, beyond the interactions with Member Club employees and our institutional communication, we strive to rely on your consent as often as possible, to put you in control of your personal data. Subject to obtaining your prior and specific consent and in accordance with the applicable law, we may process your personal data, such e-mail address, for instance in order to send you personalised information, newsletters or various publications to which you subscribe. You always have the right to withdraw your consent at any time.
We may also process your personal data where this is necessary for the performance of our legal duties or the performance of our contractual obligation towards you. In such a case, we limit the processing of your personal data to the extent of what is strictly necessary.
We process Event Participants’ personal data for the performance of the contract with FIA Region I, for the purpose of the event registration, namely to ensure the good processing and follow-up of your registration form when organising FIA Region I’s events. We limit the processing of Event Participants’ personal data to what is strictly necessary for the achievement and performance of this purpose.
When not strictly necessary for any of the abovementioned reasons, FIA Region I may also process your personal data for other purposes, falling under the achievement and the realisation of its legitimate interests. In such a case, however, FIA Region I strives to maintain a fair balance between the need to process your data and the preservation of your rights and freedoms, including the protection of your privacy. Whenever this is the case, FIA Region I will keep you informed about what type of legitimate interest we are pursuing and provide you with transparent information about the processing operations and your rights.
Against this background, we may process your personal data for the following reasons:
- to contact policymakers, stakeholders and journalists on legislative issues, and communicate the position of FIA Region I on policy issues,
- to manage the communication to FIA Region I’s Member Individuals (news, updates, activities),
- to publish newsletters and website stories,
- to draft and publish FIA Region I’s annual report,
- to manage our decision-making bodies, including the organisation of election procedures of the Region I President, the Region I Management Council, the Region I Audit Committee, and Region I Representatives to the FIA Region I World Council on Automobile Mobility and Tourism,
- to manage the membership relationship with our Member Club and to ensure an effective relationship between the federation and its members. For these purposes, we process Member Club employees’ personal data for the management of membership, registration of members at meetings, or communication with our members.
We may disclose your personal data where we are required to do so (i) by applicable law, (ii) by a governmental body, (iii) by a law enforcement agency or (iv) in connection with an investigation of suspected or actual fraudulent or illegal activity.
For all the purposes defined above, and subject to applicable data protection laws, you have the following rights:
You may at any time exercise the abovementioned rights in accordance with data protection regulations, by sending a request with a copy of your ID card (passport or other proof of identity) to email@example.com or in writing to FIA Region I Rue de la Science 41, 1040 Brussels, and subject to complying with our reasonable requests to verify your identity.
You can also lodge a complaint to the Belgian Data Protection Authority either by post at rue de la Presse 35, 1000 Brussels, or by e-mail at firstname.lastname@example.org or by phone at +32 2 274 48 00.
We will not store your personal data beyond the time necessary for the performance of the purposes for which the data is processed. Specifically, we distinguish between a retention period and an archiving period:
We take appropriate technical and organisational measures to safeguard and protect your personal data, against unauthorised or unlawful processing and against accidental destruction, loss, access, misuses, damage and any other unlawful forms of processing of the personal data in our possession.
FIA REGION I
Rue de la Science
41, 5th floor
1040 Brussels, BELGIUM
Last updated on 24/05/2018