Privacy Statement Summary
This privacy statement explains what information we gather about you, what we use that information for and who we give that information to. It also sets out your rights in relation to your information and who you can contact for more information or queries.
Who this privacy statement applies to and what it covers?
This privacy statement applies to DELOITTE UNIVERSITY EMEA CVBA, 4431 Loncin (Ans), avenue Alfred Deponthière 46 (“Deloitte”, “we”, “us” or “our”).
We are committed to protecting your privacy and handling your information in an open and transparent manner.
This privacy statement sets out how we will collect, handle, store and protect information about you when you use our “Registration Tool”.
When we refer to the Registration Tool in this policy we mean Certain Platform®, an online registration tool provided by Certain. More information can be found at https://www.certain.com/
This privacy statement also contains information about when we share your personal data with other members of the Deloitte Network and other third parties (for example, our service providers).
In this privacy statement, your information is sometimes called “personal data” or “personal information”. We may also sometimes collectively refer to handling, collecting, protecting and storing your personal information as “processing” such personal information.
What information do we collect?
When using the Registration Tool, we will collect or obtain personal data about you.
The personal data that we collect or obtain may include: your name; e-mail address; telephone number and travel information.
The personal data we collect may also include so called ‘sensitive’ or ‘special categories’ of personal data, such as details about your dietary requirements (for example, where Deloitte provides you with lunch) or work related professional information (for example, a biography).
How we use information about you?
We will use your personal data to be able to register you for a specific course or event. As part of this, we may also use your personal data in the course of correspondence relating to the registration. Such correspondence may be with you, other members of the Deloitte Network, our service providers or competent authorities.
We may also use your personal data for the purposes of, or in connection with:
- applicable legal or regulatory requirements
- requests and communications from competent authorities
- administrative purposes
- financial accounting, invoicing and risk analysis purposes
- protecting our rights.
The legal grounds we use for processing personal information
We are required by law to set out in this privacy statement the legal grounds on which we rely in order to process your personal data.
As a result, we use your personal data for the purposes outlined above because : (a) of the legal and regulatory obligations that we are subject to, such as keeping records for regulatory purposes or providing information to a public body or law enforcement agency or (b) the information is required in order to be able to register you (c) of our legitimate interests in the effective delivery of our services to you ; (d) of our legitimate interests in the effective and lawful operation of our business so long as such interests are not outweighed by your interests;
To the extent that we process any sensitive personal data relating to you for any of the purposes outlined above, we will do so because you have given us your explicit consent to process that data.
Where we are legally required to obtain your explicit consent to provide you with certain marketing materials, we will only provide you with such marketing materials where we have obtained such consent from you.
If you do not want to continue receiving any marketing materials from us, you can click on the unsubscribe function in any such communication.
Who we disclose your information to?
In connection with one or more of the purposes outlined in the “How we use information about you?” section above, we may disclose details about you to: other members of the Deloitte Network; third parties that provide services to us and/or the Deloitte Network; competent authorities (including courts and authorities regulating us or another member of the Deloitte Network); your employer and/or their advisers; your advisers; organizations that help us reduce the incidence of fraud and other third parties that reasonably require access to personal data relating to you for one or more of the purposes outlined in the “How we use information about you?” section above.
Third parties may have access to your personal data in order to provide you with services related to the learning programs you are attending. Such third parties are the companies in charge of the ground transport, the hotel you are staying at, or facilitators operating the learning programs.
Please note that some of the recipients of your personal data referenced above may be based in countries outside of the European Union whose laws may not provide the same level of data protection. In such cases, we will ensure that there are adequate safeguards in place to protect your personal data that comply with our legal obligations. Where the recipient is not a member of the Deloitte Network, the adequate safeguard might be a data transfer agreement with the recipient based on standard contractual clauses approved by the European Commission for transfers of personal data to third countries.
Further details of the transfers described above and the adequate safeguards used by Deloitte in respect of such transfers are also available from us by contacting email@example.com.
We may also need to disclose your personal data if required to do so by law, a regulator or during legal proceedings.
We may share non-personal, de-identified and aggregated information with third parties for several purposes, including data analytics, research, submissions, thought leadership and promotional purposes.
Protection of your personal information
We use a range of physical, electronic and managerial measures to ensure that we keep your personal data secure, accurate and up to date. These measures include:
- education and training to relevant staff to ensure they are aware of our privacy obligations when handling personal data
- administrative and technical controls to restrict access to personal data on a ‘need to know’ basis
- technological security measures, including fire walls, encryption and anti-virus software
- physical security measures, such as staff security passes to access our premises.
Although we use appropriate security measures once we have received your personal data, the transmission of data over the internet (including by e-mail) is never completely secure. We endeavor to protect personal data, but we cannot guarantee the security of data transmitted to us or by us.
How long we keep your information for?
We will hold your personal data on our systems for the longest of the following periods: (i) as long as is necessary for the relevant activity or services; (ii) any retention period that is required by law; or (iii) the end of the period in which litigation or investigations might arise.
Besides the retention periods mentioned above, we may keep your name and your email address for a 3-year period as from your latest access to your register account created on Certain Platform ® in order to manage a survey related to the learning program provided to you.
You have various rights in relation to your personal data. In particular, you have a right to:
- obtain confirmation that we are processing your personal data and request a copy of the personal data we hold about you
- ask that we update the personal data we hold about you, or correct such personal data that you think is incorrect or incomplete
- ask that we delete personal data that we hold about you, or restrict the way in which we use such personal data
- withdraw consent to our processing of your personal data (to the extent such processing is based on consent)
- receive a copy of the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and to transmit such personal data to another party (to the extent the processing is based on consent or a contract)
- object to our processing of your personal data.
To exercise any of your rights, or if you have any other questions about our use of your personal data, please email firstname.lastname@example.org or write to us at the address below:
Privacy Office, Gateway building, Luchthaven nationaal 1 J, B-1930 Zaventem, Belgium
You may also use these contact details if you wish to make a complaint to us relating to your privacy.
Right to complain
If you are unhappy with the way we have handled your personal data or any privacy query or request that you have raised with us, you have a right to complain to the EU Data Protection Authority (“DPA”) in your jurisdiction. If you would like to be directed to the appropriate DPA, please contact us as indicated above.