Privacy policy

Introduction

Pro Iura ASBL (“Pro Iura” or “We”) respect your privacy and are committed to protecting it through our compliance with this policy. This privacy policy may change from time to time, so please check the policy periodically for updates.

This privacy policy sets out how your personal data will be processed by us, Pro Iura ASBL, as data controller. It explains your rights and how we collect and use your personal data. It describes the processing activities that are carried out by us, the purposes for which these activities are performed and the legal basis that we rely upon to justify these processing activities. Additional policies and procedures addressing these processes might be in place and we provide information to data subjects at the point of data collection or subsequently, as required by law.
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The terms controller, processor, data subject, personal data, and processing shall have the meaning given to them in the Regulation (EU) 2016/679 (General Data Protection Regulation or GDPR).

OUR WEBSITE IS NOT INTENDED FOR CHILDREN. WE DO NOT KNOWINGLY COLLECT PERSONAL DATA FROM CHILDREN ON OUR WEBSITE.

1. What information do we collect and how do we use it?
You may give us information about you by corresponding with us by phone, e-mail, social media or otherwise, by submitting an enquiry via our website, by submitting information for the purposes of being considered for a vacancy, by opting in to receive our newsletter (if we have one), or by requesting any assistance provided by us, signing up to any initiatives, and/or projects run by us. We may also collect information about you: through third parties, such as our trusted partners and, through publicly accessible sources, these include social networks, open web news archives and public databases ( when the data has been expressly made public by you and/or to the extent necessary and allowed in connection with your case and/or to carry out research in accordance with our institutional not for profit objectives); and/or automatically as you navigate through our website.

If you provide us with personal information about other people, we will only use that information for the specific reason for which it was provided to us. By submitting any such information to us, you confirm and guarantee that you have informed the data subject about the processing thereof, and you have the right to authorise us to process it in accordance with the applicable law and this privacy notice.

The information we may collect, use, store and transfer about you includes the following:

  • name, username or similar identifier (such as social media handle), title, job title, and other biographical data (“Identity Data”);
  • work contact details, address, email address and telephone number(s) (“Contact Data”);
  • bank account and payment card details to the extent necessary, for instance when you make a donation (“Financial Data”);
  • passport information and other information necessary to book transport and accommodation on your behalf (“Travel Data”);
  • your preferences in receiving communications from us and your communication preferences (“Communications Data”).

As a visitor to our website, we may also automatically collect data about you such as internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website (“Technical Data”) as you interact with our website. We collect Technical data by using cookies and other similar technologies. Please refer here for further information regarding the cookies used on our website.

We have set out below a description of what personal data you may give us, the ways we use your personal data, and which of the legal basis we rely on to do so. Please note that we may maintain individual information notices for each project and/or initiative where we act as data controller.

Purpose/Activity Type of Data Lawful basis for processing
To respond to an enquiry made by you (whether by phone/email/social media/ through the website or by other means) • Identity Data
• Contact Data
• Information submitted pursuant to your enquiry		 • Necessary for our legitimate interests (to respond to your enquiry and provide you with the information requested regarding our organisation, our activities, our projects, the assistance we provide and to be able to pursue our institutional purposes in general)
To provide you with our newsletter and/or other marketing information • Identity Data
• Contact Data
• Communications Data		 • Consent. If you subscribe to receive our newsletter and/or other marketing information but subsequently decide that you no longer wish to receive our newsletter and/or other marketing information, please see section 3 below.
• Necessary for our legitimate interests in carrying out the processing for the purpose of communicating with you, in compliance with the applicable law
To provide you with assistance under our initiatives, and/or projects and/or access to resources or programmes and to obtain feedback in respect of such initiatives, projects, resources or programmes • Identity Data
• Contact Data
• Financial Data
• Information submitted pursuant to your enquiry, including personal data regarding your case		 • Performance of a contract with you
• Necessary for our legitimate interests (to study how our initiatives, resources and programmes are used and to improve such initiatives, resources and programmes)
• Necessary to comply with a legal obligation to which we are subject • Necessary in order to protect your vital interests or the vital interests of another natural person.
• Consent
To sign you up to attend and/or participate at our events • Identity Data
• Contact Data
• Financial Data
• Travel Data		 • Performance of a contract with you
To administer and protect our activities and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) • Identity Data
• Contact Data
• Technical Data
• Financial Data		 • Necessary for our legitimate interests (for running our projects, provision of administration and IT services, network security, to prevent fraud)
• Necessary to comply with a legal obligation to which we are subject.
To use data analytics to improve our website, users/members relationships and experiences • Technical Data • Necessary for our legitimate interests (to keep our website updated and relevant, to develop our activities and to inform our communications strategy)
To consider you for a vacancy • Identity Data
• Contact Data
• Information contained within your CV and application		 • Necessary for our legitimate interests ( (to fill the open vacancy and assess your
suitability for the role). (Any special category data collected here is based on your consent)
To run our projects, and undertake activities and research in accordance with our institutional not for profit objectives. • Identity Data
• Contact Data
• Information submitted pursuant to your enquiry, including personal data regarding your case; • any other necessary data

• Performance of a contract with you
• Necessary for our legitimate interests managing the collaboration, gathering feedback from partners, or to collaborate on future projects; developing, insights and impact analysis on our activities, and research and statistics on the basis of aggregated data)
• Consent

Whenever we process personal data on the basis of legitimate interests we do that as long as such interests are not overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, and appropriate safeguards for the rights and freedoms of the data subject are in place, for instance we may adopt procedures to ensure that such information is, where appropriate, anonymised or pseudonymised before it is processed any further.

If we require your information for the purposes of performing a contract with you and you fail to provide this information, or if the information you provide is not accurate, we may not be able to perform the contract we have or are trying to enter into with you. You warrant that any information you supply to us is accurate and up to date, that you will inform us if any such information requires updating, and that if you submit a third party’s details to us you have that third party’s permission to do so.

2. Who we share your personal data with

We may share personal data about you:

  1. with third parties who are directly involved in dealing with any request or enquiry made by you;
  2. with our partners and/or other third parties we have engaged on a project;
  3. where such disclosure is required by law;
  4. with third parties who are providing us with professional advice and/or services, such as IT services, hosting and maintenance service providers;
  5. where the disclosure is in connection with any criminal investigation, legal proceedings or prospective legal proceedings where permitted by law;
  6. where the disclosure is in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
  7. where we are required to enforce our terms of use; or
  8. where we have stated or informed you (e.g. in this policy, on our website, in our correspondence with you or a notice specific to a project).

We require all third parties with whom we share your data to respect the security of your personal data and to treat it in accordance with the law. We only permit our third-party processors to process your personal data for specified purposes and in accordance with our instructions. We will not pass on your personal data to any third party for the purpose of marketing unless we have obtained your consent to do so.

We also use social media channels to promote our work and provide more information about our organisation. Personal data processed by such social media channels are governed by their privacy notices where they may act as controllers. These privacy notices may be subject to revision from time to time. Please read the respective notices carefully before sharing any personal data. We do not take responsibility for any comments or engagement on our social media channels made by third parties.

3. How do you stop communications being sent to you?

We will only send you our newsletter and/or other similar communication to you if you have opted in to receive them. If you have opted in to receive our newsletter and/or any other similar communication from us, you can ask that it is no longer sent to you by emailing us at info@proiura.org or clicking on the appropriate link in the footer of any of our emails. It may take some time to remove you from our lists.

4. Where do we transfer and store your data?

We maintain organisational, technical, and physical protection systems to protect your personal data against accidental, or unlawful destruction, loss, alteration, access, disclosure, and use. However, since the submission of information on the Internet is never entirely secure, we cannot guarantee the security of the information you submit over the Internet, and such submission of information is done at your own risk.

Third parties based outside the EEA may be involved in providing services to us, including some of our IT service providers, and/or in initiatives, resources or projects you have signed up to and, where that is the case, their processing of your personal data will involve a transfer of data outside the EEA. These countries may have data protection laws that differ from the laws of your country, and in some cases, may not be as protective. Whenever we transfer your personal data out of the EEA we will, subject to the below, ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  1. The transfer is to a third party located in a country that has been deemed to provide an adequate level of protection for personal data by the European Commission.
  2. The transfer is subject to use of a contract approved by the European Commission which gives personal data the same protection it has in Europe.

In the absence of an adequacy decision in respect of the relevant country, or appropriate safeguards as detailed above, we will not transfer your personal data outside of the EEA unless we have a lawful basis for doing so (for example, because you have explicitly consented to the proposed transfer).

5. What are your rights?

You may have the right:

  1. to access certain personal data that we keep about you and obtain a copy;
  2. to update or correct the inaccuracy of this information;
  3. to challenge the use we make of your personal data;
  4. block or delete your personal data from our database;
  5. oppose the processing of your personal data;
  6. to ask us to restrict the processing of your personal data; and/or
  7. to request the transferability of your personal data.
  8. to receive an explanation about any automated decision making and/or profiling, and to challenge those decisions where appropriate

If we have collected and processed your personal data with your consent, you may withdraw your consent at any time. The withdrawal of your consent will not affect the legality of any processing that we have performed prior to your withdrawal, nor will it affect the processing of your personal data on a legal basis other than consent.

In accordance with applicable data protection legislation, we follow security procedures when we process your personal data. We may therefore request proof of your identity before disclosing certain information to you or acting on any requests pursuant to this section 5. Please contact us at the address below if you have any reason to believe that information we hold about you is inaccurate.

If you have any concerns with regard to the way in which we process your personal data, you also have the right to lodge a complaint with the Belgian Data Protection Authority (DPA). Data subjects covered by EU law may also be entitled to lodge complaints with their local data protection authority. We would, however, appreciate the chance to deal with your concerns before you approach the data protection authority so please contact us in the first instance at info@proiura.org and/or at Rue du Wisconsin 4, Bte 23 5000 Namur, Belgium, and we will investigate the matter.

6. How long do we retain your personal data?

We only retain your personal data for as long as we need it for the purpose for which it was collected. Whilst taking in to consideration our legal obligations, including as set out in administrative, civil and fiscal regulations, and rights, such as defending a claim, we will on an ongoing basis: review the length of time we retain your personal data; consider the purpose or purposes for which we hold your personal data for in deciding whether (and for how long) to retain it; securely delete your personal data if it is no longer needed for such purpose or purposes; and update, archive or securely delete your personal data if it goes out of date. Information on how long we retain certain data is set out below. Alternatively, please contact us at info@proiura.org for further information. If you have opted-in to receive our newsletter and/or similar communication, you can opt out at any time. If you have signed up to one of our initiatives, resources or projects, the length of time that we retain your personal data will depend on the relevant initiative, resource or projects.

7. What about third party websites that you can access via our website?

Our website contains links to other websites which are outside our control and are not covered by this privacy policy and/or cookies policy. If you access other websites using the links provided, the operators of those websites may collect personal data from you which will be used in accordance with their respective privacy policies which you should read. We are not liable for the practices of such third party website operators in respect of your personal data. You acknowledge that any information that you post using our social media facilities will be viewable by anybody who visits those websites and that such information is also subject to the relevant provider’s privacy policy. You are advised to consult each such privacy policy to see how they will use your data.

Last updated June 2025