We value your privacy and pay special attention to the security of personal data. For these reasons, this Privacy Policy is a transparent and easily understandable way to inform you about the collection, use, nature, and scope of

processing your personal data, as well as the ways in which you can exercise your right to privacy.  As the legal basis governing data and the conditions for the processing of your data, we apply the General Data Protection Regulation (GDPR) and the e-Privacy Regulation (hereinafter the ”law”). 

1. Data Manager 

ESMIG Aisbl, with headquarters in Brussels, Boulevard Auguste Reyers 80, (hereinafter ”ESMIG Aisbl) or (”We”). This Privacy Policy applies to

• all persons who access www.esmig.eu (”website”)
• persons who send us an inquiry via the website
• persons with whome we have or will potentially have transactions (”clients”)
• persons applying for a job with us (”candidates”)
• persons who sign up for our newsletter

2. Personal data we collect 

2.1 Personal data we collect from you. 

Depending on how you use our website, the data we may collect about you may be as follows: 

a) Personal data that you voluntarily share with us: 

• data you choose to share with us in your inquiry on our contact form or otherwise
• data you choose to share with us by subscribing to our Newsletter
• data you choose to share with us during the job application process at ESMIG Aisbl 

If you contact us directly through the contact page or send an inquiry to secretariat@esmig.eu or any email available on the website or share data with us during a telephone conversation or through social media, we may receive data about your name, email address, home or business address, your title or employer name, the content of messages or attachments you provide to us or any other data you choose to share with us. 

If you contact us via website during the job application process, we will ask you to send your CV and cover letter. When applying for a job with us, we can ask you questions about your professional life that may be significant for your future position. ESMIG Aisbl uses your personal data to match your skills, experience, and education with the specific positions we offer. This data is passed on to the persons within ESMIG Aisbl who decide on the employment process or to the persons involved in the employment process, who then make the decision to invite you for an interview. ESMIG Aisbl will collect additional data from you if invited to an interview (or equivalent), as well as in subsequent stages of the process.

When you sign up for our newsletter, you need to share your email address with us. You may choose to share other personal data with us, such as your name or the organisation you work for, but this is not necessary.

b) Personal data that we collect automatically

When you visit our website, ESMIG Aisbl may automatically collect certain personal data from your device.

Specifically, the data we collect may automatically include data such as IP address, device type, unique device identification number, browser type and broader geographic location (e.g., state or city level location). We may also collect data about how your device behaves on our website, including the pages you have accessed and the links you have clicked on.

Gathering this data allows us to better understand the visitors who come to our website, where they come from and what content on the website interests them.

2.2. Personal data we collect about you from third parties

Sometimes, we may receive your personal data without you giving us such data directly. If you are a candidate for employment at ESMIG Aisbl, we can get data about you: 

• from employment agencies (e.g., when the employment agency contacts us to identify you as a potential candidate) 
• through publicly available online resources (e.g., from your current employers website or from social media such as LinkedIn
• by written or oral recommendation, for example by a recommendation from a former employee/employer or from a person you have referred to as a reference person. 

Display of Processing

How does ESMIG keep my personal data?

ESMIG Aisbl is dedicated to protecting and respecting your personal data. We do not share your personal data with third parties unless: 

• we have your consent to do so
• we are obliged by law to share certain data, which includes your personal data, with e.g., public authorities: in that case, we are not obliged to ask for your additional consent to share your personal data.

In addition, ESMIG Aisbl hires external data processors to take certain data processing actions. ESMIG Aisbl has established very strict procedures and measures aimed at detailed analysis, assessment and verification of all processors before establishing a business relationship with them. In that sense, we collect documentation, certificates, and references of the processor in order to be sure that the processor will carry out the task for which they were hired in an adequate, appropriate and efficient way. 

Sharing your personal data

We use appropriate administrative, technical, organisational, and other measures to ensure an appropriate level of protection of your personal data that we collect and process. When assessing whether the applied measures are adequate and whether the level of protection is adequate, we take into account the nature of the personal data we collect and the nature of the processing we perform, risks when processing personal data, costs of implementing protective measures and other relevant circumstances.

Some security measures we apply include access control, classification of data (and handling them), protection of integrity and confidentiality, data backup, firewall technology, data encryption and other appropriate measures. Our team members are trained and possess the appropriate knowledge and understand the importance of confidentiality protecting your personal data. Below are the processors with whom we share data about you:

How long do we keep your data?

We do not keep your personal data longer than the time necessary to realise the purpose for which they were collected, or no longer than the time for which we have your consent. For example, if you unsubscribe from our newsletter, your data will be automatically deleted. If you have submitted a job application, together with a cover letter or CV, we will delete your personal data within 3 months of receiving your application, unless you become a member of our team.

Your rights

As the person whose personal data we collect, you have the following rights:

• the right to be infomed about the collection and processing of your personal data,
• the right to access the data we have collected about you
• the right to correct personal data, in case of incompleteness or inaccuracy.
• the right to forget, ie. the right to request that the personal data that we hold about you be deleted, 
• the right to revoke the consent for the processing of personal data, when the consent is the baes for the processing, 
• the right to oppose the processing of persona data, 
• the right to object to the processing of your personal data for a specific purpose, 
• the right to lodge a complaint with the Commissioner for Data of Public Importance and Personal Data Protection, if you do not receive a replay or a not satisfied with the reply within 30 days of your request to exercise your right.

To exercise your rights, please contact us at secretariat@esmig.eu. Should you wish to report a complaint or if you feel that ESMIG has not addressed your concern in a satisfactory manner, you may contact the Belgian Data Protection Authority at dpo@apd-gba.be or by post at Rue de la Presse 35, 1000 Brussels. 

Changes to our Privacy Policy 

We reserve the right to update this Privacy Policy from time to time, to monitor changes in legislation and technical innovations. All changes take effect at the time of publication on the website. We will ask for your consent for all material changes to this Privacy Policy if and where required by applicable data protection laws. If you do not agree with our Privacy Policy, please stop using the website immediately and unsubscribe from our newsletter. 

Contact us

In case you want to exercise any of your rights as a person whose personal data we have collected, or in case of any other issues related to our Privacy Policy, please contact us at secretariat@esmig.eu.

14.03.2025