Privacy & cookies

Brussels Jazz Orchestra asbl (hereafter abbreviated "BJO") attaches great importance to the protection of your personal data. We do everything we can to guarantee your privacy and therefore handle personal data with care.

In this statement, we explain what data we keep, why we keep it, and what you can do if you do not agree with the way we handle your personal data. BKO complies in all cases with applicable laws and regulations, including the General Data Protection Regulation (Regulation EU 2016/679) and the Law of July 30, 2018 on the protection of natural persons with regard to the processing of personal data.

Controller

As BJO, we are responsible for processing your personal data. If after reading through our privacy statement you have any questions about it or wish to contact us, you can do so using the contact information below:

Brussels Jazz Orchestra ASBL
Flagey Square 18
1050 Brussels
Company number : 0457 650 750
RPR : Dutch-speaking Enterprise Court Brussels.
info@brusselsjazzorchestra.com

To whom is this privacy statement addressed?

This privacy statement covers all services provided by us and, in general, all activities we conduct.

This privacy statement applies to the processing of data of the following categories of individuals:

• Customers (current, former and future) and/or business partners;
• Suppliers, artistic contractors and partners with whom we work;
• Visitors and users of our website
• Prospects, interested parties (including fans and participants), useful contacts within our industry, networking contacts and expert contacts;

How do we collect personal data?

There are a number of situations in which we collect and then use your personal data:

Data you provide directly to us yourself

We collect personal data that you yourself communicate to us in various ways, including.

• Visit to our website.
• Completing the newsletter completion form on our website https://www.brusselsjazzorchestra.com/
• When you contact us by email, social media, phone or letter.
• When we make an offer or enter into an agreement with you.
• When you have (contacted) us by other means

Data you provide to us indirectly

It is also possible that during activities, workshops and/or events photos are taken or videos are recorded. You always have the option of informing the photographer that you do not wish to be photographed.

Data we collect automatically

We automatically collect data through cookies when you use, access or interact with our websites. For more information about our use of cookies, please see our cookie statement.

Data we collect through publicly available information

This may include information found on public professional websites, professional social networks or social media, or information that was published in articles or newspapers. Professionally used e-mail addresses that we find in a public source, such as the contact page on an organization's website, may be used to provide information about our activities (only if there is a clear connection or potential cooperation between the organization and BJO's operation).
It is possible at any time to ask us to stop receiving these types of emails.

What personal data do we collect from you and why?

When you visit our website we collect:

• technical information about the means of connection (the IP address, operating system, ISPs used and other similar information)
• data concerning the behavior and habits of visitors when using the website (including browsing habits), by means of non-emergency cookies (a small text file stored on your device).
• The data you communicate on web forms (including for newsletter).

We use this information to:

• To make the website function correctly on your computer and protect it from unauthorized use (legitimate interest of ensuring the proper functioning of our organization).
• Improve your website experience (we ask for your prior consent to set non-emergency cookies)

Since we rely on the use of cookies to process the above data, please refer to our cookie statement for further explanation.

When we perform an assignment, prepare a quotation or enter into a contract with you, we collect :

• Contact identification information :
• Professional contact information (professional phone number, professional e-mail address)
• The organization for which the contacts work and position within that organization
• Financial details and payment information

We use this information to:

• enable performance of the contract, with the legal basis being performance of contract
• Process payments (execution of agreement)
• General customer management including billing and accounting processing (execution of agreement);
• Supplier management including accounting processing (contract execution)

When you use our web shop and sales

We sell our products through personal contact, by mail, phone or through our webshop.
By ordering on our webshop, we will use your personal data for the operation of 'the shopping cart', for orders, deliveries and invoices, the administration of the customer database and marketing. We cooperate with third parties for this purpose (e.g. for delivery, mail, online payment).
Furthermore, we may use your mail to gauge customer satisfaction and/or inform you about similar products or services. You can always unsubscribe if you no longer wish to receive this information.

When you subscribe to the newsletter we collect :

• Identification data : name and first name
• contact information : email address

We use this data to publish and distribute a newsletter, with the legal basis being consent.

When you communicate with us, via phone, email, social media, conversation or any other channel you prefer, we may collect:

• obviously the content of your message but also its technical details, such as date and time and to whom it is addressed.
• the identity information you provide us, such as your name, (e-mail) address, phone number, job title, ...
• Any other information you communicate to us.

We use this information to:

• communicate with you. We invoke our legitimate interest in responding to your questions or comments.

From prospects, interested parties, useful contacts within our industry, networking contacts and expert contacts we can collect:

• identifying information: surname and first name;
• contact information: mailing address (street, number, zip code, city, country), e-mail address, phone number(s);
• company contact information: name, mailing address, professional e-mail address, company phone number, position within the organization.

We collect this personal data in order to:

• build or continue and maintain a professional relationship with you or your organization. To do so, we invoke our legitimate interest to build and maintain our network.

Finally, all personal data collected by us are also processed for the following purposes:

• We may use your data to inform you about our products, services and activities. This processing is based on legitimate interest or your explicit prior consent to the extent required.
• We also use your data to analyze and improve the use and general operation of our services and for statistical purposes (legitimate interest). • Management of disputes and legal proceedings, the collection or transfer of debt and the protection of our rights in general (legitimate interest); • Combat possible fraud and abuse (legitimate interest).
• To fulfill a legal obligation or to respond to a request from competent authorities such as police forces, judicial authorities, data protection authority, etc.
• To inform a third party in the context of a possible merger or acquisition with or by that third party. For this we invoke our legitimate interest to undertake such transactions.

We assume that these purposes are within your expectations when you use BJO's services.

When the processing of personal data is based on consent, you always have the right to withdraw the consent given. To do so, you can contact us using the contact details at the top of this statement or unsubscribe via the link provided in certain of our emails.

Where we rely on the legal processing ground of our legitimate interests, you always have the right to object to the processing of your data (such as direct marketing).

With whom do we share your personal data?

With third parties - processors

We may provide
the data you provide to us to external service providers that we rely on to carry out the purposes described above.

For example, we use external service providers for:

• Providing IT infrastructure (including IT network, servers, etc.);
• Storing and processing digital data (and files) in the Cloud;
• Taking care of the internet environment and managing our website;
• Providing and distributing newsletters and invitations;
• Selling products and services through our web shop;
• Taking care of the (financial) administration and social secretariat;
• Legal advice and support in complying with laws and/or regulations

These external service providers are only granted access to certain data and information within the scope of their assignment. In other words, they only act on our behalf and on our behalf, and are therefore never allowed to use your data for their own purposes. For this purpose, we have concluded a so-called "processing agreement" with these parties.

To third parties - recipients

We share personal data with the following external parties:

• Government and authorities: We disclose your data to government and authorities if required and permitted by law (including tax administrations, social security agencies, subsidizing authorities, police, etc.).

We naturally make the necessary agreements with these parties to guarantee the security and confidentiality of your personal data and to ensure that they are used only for the purpose for which they were collected, and only for as long as necessary within the cooperation.

BJO does not sell personal information to outside organizations, nor will we share your personal information with other organizations for their own marketing communications.

If we use a supplier located outside the European Economic Area, we provide the necessary measures to ensure the security of the transfer and the lawful processing of your data in these third countries.

How long do we keep your personal data?

BJO does not retain your personal data longer than necessary to fulfill the purpose for which it was processed. However, retention periods may vary by purpose.

Conditions for retention or storage established by specific legislation (including accounting and tax laws) are always observed by us.

BJO undertakes not to keep the data for longer than a maximum of 10 years after last contact/use (or the termination of the relationship or cooperation), except with regard to personal data which specific legislation requires us to keep longer or in case of longer contractual liability or in case of an ongoing dispute for which the personal data are still necessary.

As noted below, you have the right to ask us to remove your personal data from our databases. Where processing is based on your consent, we will retain your personal data until you withdraw your consent.

How do we protect your personal data?

We take appropriate technical and organizational measures to protect your personal data from unlawful processing or use, including:

• All persons who may learn of your data on behalf of BJO are bound to secrecy.
• Our employees are aware and informed of the importance of protecting personal data.
• We maintain a username and password policy on all of our systems;
• Employees are granted access to your data to the extent they need that information to properly perform their duties
• We make backups of personal data to restore it in case of physical or technical incidents;

If an incident does occur involving your data, in the circumstances provided by law, you will be personally notified.

What are your rights and how can you exercise them ?

As we collect and process your personal data, you have a number of rights.

You have the right to access and obtain a copy of the personal data relating to you. In this way, you can find out what information we hold about you.

You have the right to correct and supplement if your data is incorrect, no longer correct or incomplete.

You have the right to data erasure (deletion) of personal data received from you that are no longer strictly necessary for the purposes for which they were processed. However, we are not always required to delete your data when you request it. We are only required to do so in the cases specified by law.

You have the right to restriction of data processing. If you object to the processing of certain data, you can ask for this processing to stop. In this case, we will continue to retain your data, but will restrict its use. In this way, the processing is temporarily stopped until, for example, there is certainty about its accuracy. We only have to do this in the cases stipulated by law.

You have the right to object to the processing of your data based on our legitimate interests. This should be based on reasons specific to your situation. In this case, we must stop processing unless we provide compelling legitimate grounds to continue processing. However, regardless of the legal basis on which we rely, you may object at any time, without giving any reason, to the use of your data for direct marketing purposes (e.g. informative mass mailings, sending of newsletters), after which we are obliged to stop processing for these purposes. You will be given the opportunity to unsubscribe with each informational email.

You have the right to data portability to obtain a copy of personal data from us, in a structured, common and machine-readable format. This relates only to the personal data you have provided to us.

For those cases where we have requested your consent to collect and process your personal data, you always have the right to withdraw your consent.

You may contact us at the address at the top of this privacy statement to exercise your rights, accompanied by a justification for your request. If we have reasonable doubts about your identity, we may ask you for additional proof of your identity.

Our processing of your personal data does not include profiling and you will therefore not be subject to fully automated decisions either.

Where can you go with complaints?

We make every effort to handle your personal data in a careful, legitimate manner and in accordance with applicable regulations.

If you have a complaint about the processing of your personal data or about the exercise of your rights, we ask that you contact us directly about this at the address at the top of this privacy statement.

If you feel that your rights have been violated and you do not find a hearing for your concerns within our organization, you are always free to file a complaint with the privacy protection supervisory authority:

Data Protection Authority (GBA).
Press Street 35, 1000 Brussels
https://www.gegevensbeschermingsautoriteit.be/
contact@apd-gba.be

When was this privacy statement last modified?

We reserve the right to modify this statement from time to time. If the changes are substantial, we will notify you via our website or by email.

The last change occurred on April 4, 2023