Privacy Policy

Pracsis privacy policy 2025

Pracsis SRL is a company specialised in public relations and communication strategy. The company is established under Belgian law, registered under the number 0454.596.240 and with its registered office at Place Communale d’Auderghem 8, 1160 Brussels, Belgium.

Any personal data collected and processed by Pracsis, whether online or offline, in connection with its services concerning EU residents—in its offices in Belgium, Vietnam, or elsewhere—is processed in conformity with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons regarding the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (General Data Protection Regulation–GDPR). For the full text of the regulation, visit: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.L_.2016.119.01.0001.01.ENG

SCOPE

This privacy policy applies to the content we collect and use for webpages, mobile applications, online services, and electronic communications that we own, operate, and control. It also covers any personal data we may collect or process offline, including at events, in publications, during candidate recruitment, and in the management of our accounting department.

Our partners and subcontractors are subject to the same obligations under the GDPR. Pracsis takes measures to ensure that they comply with these requirements.

1. What types of personal data do we collect?

As a public relations and communication company specialised in the organization of events, publications and web development—and as a private company receiving job applications and working with partners, subcontractors and suppliers—we collect and process the following personal data (in full or in part): title, first name, last name, function, organization, e-mail address, telephone and mobile phone numbers, nationality, and country of residence.

For events we organise, participants, speakers, internal or external staff, and clients may be photographed, filmed, or recorded, including via web streaming. As part of the event registration process, attendees are informed that the event may be recorded and published afterward. By registering, they must explicitly consent to this as part of the event’s terms.

When organising events, we may collect additional personal data, including dates of birth and ID numbers. Other information, such as travel arrangements, dietary preferences, special assistance needs, and license plate numbers, may also be gathered.   

For travel arrangements, we require copies of passports or ID cards that include a photograph, first and last name, place and date of birth, nationality, and passport number.

Bank account details are sometimes collected for accounting purposes.

In some cases, we also collect individuals’ Twitter and LinkedIn profiles—an optional choice on some registration forms—for networking reasons.

When publishing articles or preparing event agendas and brochures, we may collect professional or personal data, such as CVs and biographies of speakers, moderators, and editors. CVs are also collected from potential partners or subcontractors for tendering purposes. For job recruitment, we typically receive CVs containing personal data like private e-mail and postal addresses, phone numbers, and personal interests.

When operating websites, whether for clients or our own company, we frequently use analytic tools (see point 7 - Cookies) that collect data like IP addresses, geographic location, pages accessed, number of visits, browser type, and connection source.

2. For what purposes do we collect personal data?

The primary purpose of processing personal data is for the organization and management of participant registration for events that we organize on behalf of our clients. The data are used for compiling participant lists, preparing registration letters and event badges, granting access to venues, managing contact lists, informing people about future activities related to the events they registered for, and for networking reasons. We collect travel details, dietary preferences, and special assistance requirements to ensure appropriate support before, during and after events. In some cases, ID numbers and dates of birth are required for security clearance at certain venues. Personal data may also be collected, with consent, to send newsletters and news alerts.

For communication purposes, events are photographed and video recorded, including web streaming, to reach a wider global audience while reducing our carbon footprint. Twitter and LinkedIn profiles are optionally collected on registration forms to facilitate networking. Bank account details and billing information are collected by our accounting department for invoicing or reimbursement.

The biographies and CVs that we sometimes collect help inform attendees about the expertise and background of speakers and moderators. For recruitment purposes, we process job candidates’ personal data to assess their suitability for roles within the company. We also process personal data from actual or potential partners, subcontractors, and suppliers for communication, invoicing, correspondence, procurement, tendering, and hiring.

We use analytics tools on the websites that we operate to measure our audience engagement and improve our services (see point 7 - Cookies).

3. Legal grounds

Pracsis collects only the personal data necessary to carry out the processing outlined above. Under applicable legislation, we are permitted to process personal data as long as we have a legal basis to do so. We are also required to inform you of these legal grounds. As a result, when processing your personal data, we rely on one of the following:  

• Performance of a contract: When processing is necessary to perform our obligations under a contract or the intention to enter into a contract.

• Legal obligation: When processing is required to comply with legal obligations, such as maintaining tax records or providing information to public authorities or law enforcement.

• Legitimate interests: When processing is necessary for the legitimate operation of our business, provided it does not override your rights and interests.

• Your consent: When we request your explicit permission to process specific personal data. You may withdraw your consent at any time by contacting Pracsis at gdpr@pracsis.be

More precisely, we process data based on unambiguous, free and informed consent:

• Unambiguous consent: Processing of personal data is necessary to achieve the purposes outlined above (see Point 2) and applies to a clearly defined processing operation.

• Free consent: You provide consent voluntarily and have the right to refuse it.

• Informed consent: We inform you who will process your data, what data will be processed, how and for what purposes it will be used, how long it will be retained, whether it will be shared with third parties, and your right to withdraw consent at any time.

We do not retain personal data longer than necessary for the purposes set out above. Data is retained for no more than three years after its last use. However, job application documents are kept for a maximum of two years after the application deadline.

4. Who has access to your information and to whom is it disclosed?

The following entities have access to your personal data:

• Our clients, mainly EU institutions.

• Venue managers, including security services

• Pracsis staff responsible for processing data electronically for event registration letters and badges, sending newsletters and news alerts, and analyzing website statistics to measure performance.

• Partners and subcontractors involved in service delivery.

• HR and accounting departments, outsourced salary and occupational medicine services.

All parties listed above are bound by a legal contract or agreement that includes a specific confidentiality clause and/or are subject to the GD

International transfer of personal data

If we transfer or grant access to your personal data to partners or subcontractors located outside the European Economic Area (EEA) we ensure that:

a) the recipient is in a country deemed by the European Commission to provide an adequate level of data protection; or

b) appropriate safeguards have been implemented in accordance with the GDPR, such as:

• the signature of standard contractual clauses adopted by the European Commission for data transfer to processors in third countries (2010/87/EU);

• the use of approved binding corporate rules; or

• the application of an approved code of conduct.

5. How do we protect and safeguard your information?

We use reasonable organizational, technical and administrative measures to safeguard the personal information under our control. Data collected online or offline by PRACSIS are stored on a secured dedicated server or physically secured in our offices.

To prevent unauthorized remote access to personal data, PRACSIS maintains dedicated firewall protection at the external network boundary and employs commercial anti-virus solutions that include integrated antimalware, firewall, antivirus, and anti-ransomware protection at the individual laptop/desktop level. Web access to data is secured via HTTPS with certificates and encryption protocols. Server access is protected through a secure and encrypted VPN, with administrator access further restricted through password protection and two-factor authentication. Data are also regularly and securely backed up.

PRACSIS ensures that all devices used for storing and processing personal data are continuously updated. Access to personal data is strictly limited to authorised PRACSIS staff and is password-protected.

For information on international data transfers to countries outside the EEA, please see point 4.

6. Your rights

Individuals have the right to access their personal data, request corrections to any inaccurate or incomplete information, or request the deletion of their data.

All requests, complaints, or queries may be addressed to Pracsis via email at gdpr@pracsis.be  We will review and respond to all submissions in a timely manner.

If you are not satisfied with how we handle your personal data, you also have the right to file a complaint with the Belgian Data Protection Authority:
https://www.autoriteprotectiondonnees.be/citoyen

Rue de la Presse 35, 1000 Brussels

Tel :  +32 (0)2 274 48 00

fax : +32 (0)2 274 48 35

email : contact@apd-gba.be

7. Cookies

A cookie is a small text file stored by your browser on your computer, smartphone, or tablet when you visit a website. Cookies help websites function efficiently and improve user experience.

Users can manage and control their cookies at any time through their browser settings, including the option to delete them after leaving a website. Disabling cookies may still allow access to some content of the Pracsis website, but certain features may not function optimally.

Types of cookies

There are different types of cookies, some essential for a website’s proper functioning and others designed to improve or simplify the user’s experience.

Strictly necessary cookies are essential for the functioning of most modern websites. These cookies do not collect any information about the user that could be used for marketing purposes, and are exempt from the requirement for consent, in accordance with article 29 of the Law on Electronic Communications dated 13 June 2005.

Functional cookies allow us to save user connection details, secure the user’s connection to this website and provide real-time support. These cookies do not collect any information about the user that could be used for marketing purposes. And are also exempt from the requirement for consent.

Authentication cookies allow users to sign in and access secure content. These cookies do not collect any information about the user for marketing purposes and are also exempt from the requirement for consent.

Performance cookies help us understand how users navigate on this website so we can adapt and improve the user experience when needed. These cookies do not allow us to identify users, and all data collected is processed anonymously. These cookies do not collect any information that can be used for marketing purposes and are stored based on the user’s consent.

Targeting / third party cookies may be used in advertising campaigns, some of which involve third parties that sometimes store cookies to evaluate campaign performance, display targeted ads based on user interests, or limit the number of times an ad is shown. For example, links to social networks or videos hosted on YouTube may result in third-party cookies being stored. These cookies are also stored with the user’s consent.

If a user refuses this type of cookie, only the pages and services that do not require them will be accessible. Parts of this website that include third-party content—and therefore third-party cookies—will no longer be available and users will be informed of this.

A distinction should also be made between session cookies and persistent cookies:

Session cookies are automatically deleted from your computer or browser memory when you log out or close your browser.

Persistent cookies remain stored on your device or browser memory for a limited time (ranging from minutes to years) after logging out or closing the browser.

The table below shows details on the cookies used by this website, including third-party cookies.

Squarespace (Pracsis website)

Google Analytics

Euconf.eu

8. Contact information

If you have any questions or requests concerning the information that you have submitted, or if you would you like us to delete your data, please contact us at: gdpr@pracsis.be