Our Privacy & Data Protection Policy
Hello fellow traveler,
Because not everyone likes to read privacy statements, this paragraph gives you the gist in a few words. This document is a standard privacy statement as can be found anywhere on the web. The only ENCOD specific adjustments are available on this page.
On the GA of 2017 this document was thought about and agreed upon. One thing we thought that was of great importance to note here is that we intend to use Google’s tools such as ‘Drive’ and ‘Gmail’ to hold our administration and do ENCOD’s work. This involves transferring the data that you gave to use to contact you to their servers. We do our utmost to protect your privacy but we cannot be responsible under every unforeseen circumstance of this transferring.
Another thing we agreed upon was that we would not have an online member administration, that is, the whole of your personal data combined with that of other members, put online in one place. This, we agreed, we will do offline, in a secured database, with one main editor: the Treasurer. Two other persons of the board of ENCOD will receive a copy every month for security reasons.
So, to be clear:
We use third party services to facilitate your communication with us. This service might store your communication on their servers.
That’s it! From here on down, it’s yada yada yada, enjoy!
Table of contents
Personal information we collect Members
Data you submit about third parties Information we collect via technology
Use of information we collect
Your choices regarding personal information Disclosing information to third parties
Links to outside websites Regarding minors
“Account” means an account on the websites of ENCOD.
“Anonymous Information” means information not associated with or linked to your Personal Information; Anonymous Information does not permit the identification of individuals.
“ED Requests” means a request for an equivalency determination.
“Personal Information” means your contact information, including, but not limited to, your name, mailing address, telephone number, email address and any other non-public information that is associated with your contact information.
“Services” means the services we offer through the Websites
“Law” means the law of Belgium.
Personal information we collect
We collect the following Personal Information that you voluntarily submit to us:
● When we create an Account, we collect your name, the username and password that you choose, the primary email address you provide to us, and any other information you choose to affiliate with your Account;
● When we enter any information, including Personal Information, into any posting or comments within the Services, we will collect such information;
● When you respond to one of our surveys, we will collect any information contained in such survey responses;
● When you leave us feedback or request support, we will collect any information that is contained in your feedback or support request; and
● When you contact us by sending us an email, we will collect your email address and any information contained in the email you send us.
In addition to their name, title, and email address, organisational members registered with ENCOD are also required to provide us with their organisation’s name, and contact information. We retain this information so that we can track member requests to completion, facilitate customer service requests and inform clients of important changes to our program.
From time to time, ENCOD receives Personal Information about you via offline sources like telephone or fax. We may use this in combination with information collected online in order to improve the Services.
Data you submit about third parties
Information we collect via technology
When you access any part of our Websites, our web server software automatically logs information provided by your network connection and web browser software, including the Internet Protocol (IP) address of your network connection and the type of web browser and operating system that you are using. Our web server may also log the URL of the file that you are requesting, the current date and time, and the URL of the last web page requested by your web browser.
We may utilise cookies on our Websites to store your login information (if any) and your personal preferences for the Services. We may use both session cookies (which expire once you close your browser) and persistent cookies (which stay on your computer until you delete them).
You have the option of disabling or not accepting cookies by changing the preferences in your web browser. If you opt to disable cookies, you will still be able to access our Websites, but you may not be able to use certain features of the websites, including placing ED Requests.
Use of information we collect
In general, we use Personal Information you submit to us to provide the Services to you, respond to requests you make, improve the Services, and offer you additional information, opportunities, and functionality. We may also use your Personal Information to provide you with updates about the Services. None of the Personal Information we collect will be shared with third parties without your express authorisation.
We may create Anonymous Information records from Personal Information by excluding information that makes the Personal Information personally identifiable to you. We may use this Anonymous Information to learn more about how visitors use our Websites, to analyse trends, to administer the site, to track visitor movement, and to gather general demographic information for reporting purposes.
Your choices regarding your personal information
ENCOD regularly sends newsletters and promotional communications to (a) let you know about new features or changes to our Services, (b) offer you opportunities to participate in special promotions, events, and surveys, and (c) notify you about services offered by outside partner organisations. These emails will originate from ENCOD or its affiliates. You may choose to opt-out from receiving such communications by following the unsubscribe instructions provided in the communication or by editing your communication preferences in your Account.
Note that in some cases, you may request that we delete your Personal Information, but we may be required (by law or otherwise) to keep this information and not delete it (or to keep this information for a certain time, in which case we will comply with your request only after we have fulfilled such requirements). When we delete information that we have collected from or about you, it will be deleted from our active databases but may remain in our archives.
How to change your information
If you would like to change any of your Personal Information in your ENCOD Account, you can use the ”My account” link from your ENCOD homepage or you can send a request to change, correct, or remove information to: firstname.lastname@example.org
If you believe that any of the information contained in an organisation record on ENCOD is incorrect, you should contact ENCOD via email at: email@example.com.
Disclosing information to third parties
Links to external websites
The document is written under the jurisdiction of the laws of Belgium, in force from time to time, and shall include (without prejudice to generality of the foregoing) all
criminal law, laws relating to intellectual property and all laws, rules and/or regulations relating to the publication or transmission of information or data in electronic form. References to ”Law” shall be construed accordingly;
Contact us using the website form: ENCOD
or send us an Email: firstname.lastname@example.org
Version: 1 Adopted GA 2017 - date: June 2017