Privacy Policy

EUFASA AISBL Master Privacy Notice

Last updated: September 2026

A. INTRODUCTION

This Privacy Notice explains how the European Union Foreign Affairs Spouses Association (EUFASA) AISBL (“EUFASA”, “we”, “us”) collects, uses, shares and protects personal data when you visit our website, register for membership, participate in our activities, or contact us. We are committed to processing your personal data lawfully, fairly, and transparently, in accordance with the General Data Protection Regulation (GDPR) and applicable EU and national data protection laws.

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@EUFASA.org.

B. WHO ARE WE?

European Union Foreign Affairs Spouses Association (EUFASA) AISBL
Boulevard Bischoffsheim 39-4
1000 Brussels, Belgium
Email: info@eufasa.org

C. WHAT INFORMATION DO WE COLLECT?

We process the following categories of personal data, depending on how you interact with us:

1.Information provided by you:

 

a. Members
• Identification details of representatives (name, contact information)
• Membership records
• Communication preferences
• Payment information
• Username and password (for member login)
• Website

 

b. EUFASA Delegates and other Volunteers
• Identification details (name, contact information)
• Availability, skills, role assignments
• Records of participation in activities

 

c. Event Participants
• Registration details
• Attendance records

 

d. Research and Survey Participants
• Contact details required to administer the research
• Demographic and background information
• Professional or organisational information
• Comments, views and experiences

 

e. Website or Social Media Visitors / General Public
• Contact form submissions
• Technical data (IP address, device type, browsing behaviour)
• Cookies and similar technologies (see separate Cookies Policy)

 

2. Information collected automatically
• IP address
• Cookies and similar tracking technologies
• Usage data (pages visited, interactions, browser type, device information)

 

3. Information from third‑party services
• Google Analytics usage data
• Google Fonts usage data

 

D. HOW DO WE PROCESS YOUR INFORMATION AND ON WHICH LEGAL BASIS DO WE RELY ON FOR THE PROCESSING?

We process your personal information for a range of purposes, depending on how you interact with us. We only process personal information when we consider it necessary and when we have a valid legal basis under applicable law—such as your consent, compliance with legal obligations, the provision of services or performance of a contract, the protection of your rights, or the pursuit of our legitimate organisational interests.

1. Members

 

 a. Membership Management
To administer membership within EUFASA, including maintaining membership records, providing member services, and facilitating secure communication about activities, meetings and organisational updates
Legal basis: Contract (Art. 6(1)(b)) and Legitimate interests (Art. 6(1)(f))

 

b. Internal Governance and Record‑Keeping
To maintain organisational records, minutes, decisions, and archivesLegal basis: Legal obligation (Art. 6(1)(c)) and Legitimate interests (Art. 6(1)(f))

 

c. Protection of Legal Rights and Legitimate Interests
To establish, exercise, or defend legal claims and respond to lawful requests
Legal basis: Legitimate interests (Art. 6(1)(f))

 

d. Compliance with Legal Obligations
To meet EU and national legal requirements.
Legal basis: Legal obligation (Art. 6(1)(c))

 

2. EUFASA Delegates and other volunteers
To coordinate and administer Delegate roles and other volunteer activities, including participation in Board of Directors operations, Working Groups, and wider organisational collaboration within EUFASA, to ensure safety and operational planning, and to meet our organisational governance and legal obligations.
Legal basis: Legal obligation (Art. 6(1)(c)) and Legitimate interests (Art. 6(1)(f))

 

3. Event participants
To plan and manage events such as the EUFASA Annual Conference, meetings, workshops, and other in-person or online sessions.
Legal basis: Contract (Art. 6(1)(b)) and Legitimate interests (Art. 6(1)(f))

 

4.Research and survey participants
To conduct research, surveys, consultations, interviews and other research, including to:
• understand experiences, needs, views and trends relevant to EUFASA’s work;
• perform statistical and qualitative analysis;
• inform EUFASA’s activities, policy positions, advocacy and organisational planning; and
• prepare and publish research reports, presentations and other materials.

We collect only the personal data necessary for each project. Wherever possible, data is anonymised; otherwise, appropriate safeguards such as pseudonymisation, restricted access and data minimisation are applied. Research findings disclosed to third parties or published by EUFASA contain only aggregated quantitative data or anonymised qualitative information and do not identify individual participants.

Legal basis: Depending on the research activity, consent (Art. 6(1)(a)) and legitimate interests (Art. 6(1)(f)). Where we rely on consent, participants may withdraw it at any time, without affecting processing carried out before withdrawal. Where special-category data is processed, we will identify an applicable condition under Article 9 and provide any additional project-specific information required.

 

5. Website and Social Media Visitors/ General public

a. Use of website and social media tools
To enable access to and navigation of our website and our social media tools, and ensure proper functionality of online services
Legal basis: Legitimate interests (Art. 6(1)(f))

 

b. Responding to Enquiries
To respond to contact form submissions and communications
Legal basis: Contract (Art. 6(1)(b)) or Legitimate interests (Art. 6(1)(f))

 

c. Technical and Security Administration
To ensure the security, integrity, and proper functioning of our website, IT systems, and digital platforms
Legal basis: Legitimate interests (Art. 6(1)(f))

 

d. Website Analytics and Performance
To analyse website usage and improve performance (e.g., Google Analytics)
Legal basis: Consent (Art. 6(1)(a))

 

e. Displaying External Content
To display external content such as Google Fonts and ensure consistent website rendering
Legal basis: Legitimate interests (Art. 6(1)(f))

 

E. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We only share personal data when necessary and with appropriate safeguards. This may include:

  • Service providers (website hosting providers, IT and security service providers, email and communication service providers, analytics providers (Google Analytics), external technical support partners, payment processors)
  • Event venues or partners (only essential registration details)
  • Public authorities when legally required

We do not sell personal data. All processors operate under GDPR‑compliant contracts.

F. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

Some of our Member Associations are located outside the EU/EEA. The same applies to some of our service providers (e.g., Google). Where data is transferred internationally, we ensure appropriate safeguards, such as:

  • EU Standard Contractual Clauses (SCCs)
  • Adequacy decisions
  • Additional technical and organisational measures

G. HOW LONG DO WE KEEP YOUR INFORMATION?

We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law:

  • Membership records and account data: duration of membership and archived for governance purposes
  • Delegation and volunteer records: duration of involvement and archived for governance continuity
  • Event registrations: up to 12 months after the event
  • Website analytics: as per cookie policy retention periods
  • Contact form data: retained for up to 12 months
  • Analytics data: retained according to Google’s retention settings
  • Technical logs: retained for security and maintenance purposes

H. HOW DO WE KEEP YOUR INFORMATION SAFE?

We implement appropriate technical and organisational measures to protect personal data, including:

  • Secure storage and restricted access
  • Encryption and password protection
  • Regular review of data‑handling practices

I. AUTOMATED DECISION‑MAKING

EUFASA does not use automated decision‑making or profiling that produces legal or significant effects.

J. YOUR RIGHTS UNDER GDPR

You have the right to:

  • Access your personal data
  • Request correction or deletion
  • Restrict or object to processing
  • Withdraw consent at any time (where applicable)
  • Request data portability
  • Lodge a complaint with your national data‑protection authority  (e.g. Belgian Data Protection Authority at APD/GBA)

To exercise any of these rights, contact us at info@EUFASA.org.

K. HOW DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

We may use cookies to operate our website, improve performance, and analyse usage. You can manage your cookie preferences at any time.

 Types of cookies

  • Strictly necessary cookies
  • Functional cookies
  • Analytics cookies (Google Analytics)
  • Third‑party cookies (Google Fonts)

Non‑essential cookies are only activated with your explicit consent.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

L. CHANGES TO THIS NOTICE

We may update this Privacy Notice from time to time. The “Last updated” date at the top indicates the most recent revision.

M. CONTACT

For questions, requests, or to exercise your rights, contact: info@eufasa.org