The ‘Privacy’ note outlines the policy of the Federal Planning Bureau with regard to the protection of private life with respect to the processing of personal data of the internet users who visit our websites and the citizens whose data is used as input for the studies and activities required for the execution of the tasks of the Federal Planning Bureau.
- Contact details of the Data controller : Mr Philippe Donnay, Commissioner, Federal Planning Bureau, 47-49 Kunstlaan/Avenue des Arts, 1000 Brussels. Email: firstname.lastname@example.org Phone: 02/507.73.11.
- Contact details of the Data Protection Officer (DPO): Data Protection Officer, Federal Planning Bureau, 47-49 Kunstlaan/Avenue des Arts, 1000 Brussels. Email : email@example.com. Phone: 02/507.73.11.
- Every citizen has the right to lodge a complaint before the Data protection authority (previously the Commission for the protection of privacy) which is the supervisory authority regarding privacy.
- The processing of personal data by the Federal Planning Bureau is based on the GDPR (Regulation EU 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data) and the Law of 30 July 2018 on the protection of individuals with regard to the processing of personal data.
Basic principles of the processing of personal data
The Federal Planning Bureau complies with the basic principles of the processing of personal data:
- Data are processed lawfully, fairly and in a transparent manner
- Data are processed for specific purposes, including scientific or statistical research; the processing of data is explicit and legitimate
- Data are adequate, relevant and limited to what is necessary
- Data are accurate and, where necessary, kept up to date
- Data are kept for no longer than is necessary
- Data are stored, processed and transmitted so as to ensure their security (availability, integrity, confidentiality and traceability)
Processing of personal data collected by the Federal Planning Bureau
The IP address of the equipment used to login to our websites or send us an email is recorded automatically. Other information on the device you use and your web browsing behaviour is also registered (country, language, operator, OEM, access time, requested page, and referring Web site address). These records are part of the normal operation and of the logging of the servers (including web and mail) and of the firewalls, for example to enable our servers to give you the content of the requested pages.
The logging of the servers is used to monitor the smooth operation of the servers (technical diagnostics), to detect abnormal or unlawful activity on our websites or to provide statistics on the visits to our webpages.
Cookies, web beacons and other tracking technologies
Three cookies are recorded by the Federal Planning Bureau: a session cookie (PHPSESSID, optional), an opt-in cookie for acceptation of cookies (displayCookieConsent) and a language preference cookie (lang).
A banner will be displayed to invite you to opt in or opt out. If you opt out, you can still visit our website, but the server will not record your previous configuration choices (such as the language preference).
If you opt in, please check your browser to have details on the cookies installed. Your browser also provides the tools to delete the cookies installed. You can also set your browser so as to be informed when cookies are created or to prevent their creation (some services requiring cookies will then no longer be available).
Cookies do not contain any information making it possible to contact you by phone, email or post.
Link to third-party websites and applications
To allow you to interact with other websites for which you have an account (such as LinkedIn and other social media websites), we can provide links or integrate third-party applications enabling you to log on to them, post content to them, or join communities of our websites on them.
We can also provide you with general links to third-party websites or applications.
The use of these links and applications is subject to the privacy policies of the visited websites. It is up to you to become familiar with these policies.
Statistics on visits to the websites of the Federal Planning Bureau (audience analysis) are produced by a third-party web analytics named “Google Analytics”.
The Federal Planning Bureau is not responsible for the practices of third-party websites, in particular those relating to the cookies placed by these websites such as “Google Analytics”, LinkedIn, Twitter, etc.
The Federal Planning Bureau proposes company pages on the social networks LinkedIn and Twitter. Personal data such as cookies may be collected by these social networks when the Internet user interacts in some ways (a “share” or a “like” for example). The Federal Planning Bureau doesn’t outsource any personal data processing - such as profiling for example - to these social networks.
When exchanging emails with the Federal Planning Bureau or its staff, third-party email addresses may, according to the configurations, be recorded by the individual email clients program of your contact persons. These email addresses are only used for the exchange of professional emails between the parties involved in the email exchanges.
- Purposes: This data processing is aimed at 1) recording and controlling all visitors accessing the premises of the Federal Planning Bureau (access control), and 2) generating anonymous statistical data on the means of transport used by our visitors.
- Description of the processing: Before allowing any visitor (including a relative of a Federal Planning Bureau staff member) to access the premises of the Federal Planning Bureau, the receptionist will check if the staff member is expecting a visit. The receptionist records the visitor’s personal data and the entry and exit times in the visitors register.
- Data collected: The data processed, including personal data, can include the following items:
- Personal data (surname, first name, company or organisation, entry time) of the visitor accessing the premises of the Federal Planning Bureau;
- Personal data (surname, first name) of the staff member expecting a visit;
- Means of transport used by our visitors.
- Recipient of data: Staff members of the Federal Planning Bureau.
- Rights of data subjects: Registered persons have the right to access their personal data, to correct any inaccurate or incomplete personal data, as well as to request the removal of their personal data.
- Lawfulness and transparency of data processing activities:
- Data processing activities are based on the consent of the data subject as regards the (optional) recording of the means of transport;
- The data controller uses appropriate technical and organisational measures to ensure an adequate security level of the premises. Access control is one of the measures that are necessary to ensure the security, in the broadest sense, of goods, data and staff members of the FPB;
- The visitors register book contains the information required by the GDPR.
- Email distribution list
The only personal data on our distribution list is your email address.
The registration page in the email distribution list available on the website of the Federal Planning Bureau contains:
- A brief explanation of how your email address registered in the “Distribution List” is processed,
- One or more tick boxes to validate your consent to receive by email the corresponding categories of information,
- Some information about your rights regarding the use of your email address by the Federal Planning Bureau and how to exercise them.
These data are used only by the Federal Planning Bureau in order to give you by email, according to the categories that you selected during the registration process, information concerning, for example, the major changes to our website, the production of new publications, our job offers or the organisation of symposiums or seminars.
- Addressing machine: (E)mail distribution list
The addressing machine of the Federal Planning Bureau contains all or part of the following personal information: title, name, first name, postal address, institution, function, phone number(s) and email addresses.
The addressing machine aims at sending you by (e)mail the type of document you want for the themes selected.
Your personal data are recorded when you voluntarily register with the addressing machine by mail sent to the Federal Planning Bureau, by email sent to firstname.lastname@example.org or by direct contact. A form to fill in and return will be sent to you after the first contact in order to confirm your contact details and to specify which type of publications you wish to receive, which themes you wish to follow, how your personal data will be used, and how to exercise your rights under the GDPR.
Professional contact details can also be collected on public information websites of various institutions, in particular the strategic bodies of federal and regional governments as well as the media.
A mailing to the institutions is organised in accordance with article 128 of the Act of 21 December 1994 establishing social and diverse provisions (in chapter 4 “The Federal Planning Bureau”), stating that “in performing its duties, the Federal Planning Bureau coordinates and harmonises statistical and forecast information collected, developed or used. The Federal Planning Bureau makes it available to administrations and public bodies, as determined by the King”.
The different data sources “Email distribution list” and “addressing machine” can be linked together, in particular in order to avoid double entries.
- Distribution lists: data retention period, data transmission and access rights to data
The data of the email distribution list and the addressing machine are not disclosed to third parties in Europe or abroad. These data are stored during the lifetime of the websites of the Federal Planning Bureau as long as you do not request your withdrawal.
Upon simple request by email to email@example.com, you can exercise your rights to consult, correct, receive a copy in CSV format and delete (right to be forgotten) your data. You will be informed by email of the outcome of your request. This last paragraph will be repeated in each mailing in the form of a clickable link to this note.
Contact list “partners and suppliers”
The Federal Planning Bureau stores partners and suppliers contact details in a purchase order database for administrative purposes.
These data are not disclosed to third parties either in Europe or abroad.
These data are regularly updated by the Federal Planning Bureau.
Video surveillance data are recorded on the premises of the Federal Planning Bureau as follows:
- Purpose: Use of surveillance cameras in an enclosed location that is not accessible to the public. Origin of the pictures: Federal Planning Bureau, 47 – 49 Kunstlaan/Avenue des Arts in 1000 Brussels, floors 1 to 7 and level -3B. Place of data processing: Federal Planning Bureau, 47-49 Kunstlaan/Avenue des Arts, in 1000 Brussels. Purpose: surveillance and monitoring. Legal basis: Act of 21 March 2007 on the installation and use of surveillance cameras and Royal Decree of 8 May 2018.
- Categories of data subjects: personnel, guests, visitors, technical and administrative staff of the owner, intruders.
- Categories of data recipients: justice and police services and the filmed person.
- Picture retention period: 8 days in the registration system, a maximum of one month for the images that are extracted from the system and that cannot serve as evidence for an act that could have judicial consequences.
- Information and rights of data subjects: pictograms on the premises.
- The surveillance cameras are reported to the police services.
Processing of citizens’ personal data collected for scientific and statistical studies
In performing its legal duties, the Federal Planning Bureau is led to process personal data of citizens or samples of citizens for the purpose of scientific and statistical studies.
The Federal Planning Bureau itself does not collect citizens’ personal data (primary collection). It collects them through subsequent processing and performs subsequent data processing of a scientific and statistical nature in a manner deemed compatible with the primary purpose of the data collection (cf GDPR Art. 5, b).
Such processing falls under article 89 of the GDPR “Safeguards and derogations relating to processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes” and under Title 4 of the Law of 30 July 2018 on the protection of individuals with regard to the processing of personal data.
The Federal Planning Bureau does not process data falling under Titles 2 (data on criminal offences) and 3 (security) of the Law on the protection of individuals with regard to the processing of personal data.
The Federal Planning Bureau only provides and publishes aggregate and anonymous global data. The Federal Planning Bureau does not provide to third parties, export outside Belgium or publish the personal data of citizens who can be identified directly or indirectly.
The Federal Planning Bureau is not a source of authentic individual data that can be used by a public service for its own tasks specific to the exercise of public authority.
The processing of personal data by the Federal Planning Bureau does not require direct identification of the data subjects. Data are pseudonymised and, in general, partly aggregated at the source in such a way that the Federal Planning Bureau does not know the direct identifiers of the citizens concerned (such as name, first name, national register number, address, etc.); these data are replaced at the source by a code - or pseudonym - of which the decoding mechanisms, data or keys are not known by the Federal Planning Bureau (cf art. 201 and 202 of the Law on the protection of individuals with regard to the processing of personal data). Exception: the direct identification data of self-employed persons can be known when the name and address of the enterprise in the Crossroads
Bank for Enterprises match the direct identifiers of the self-employed person.
The processing of personal data by the Federal Planning Bureau on pseudonymised data is carried out for statistical and scientific purposes only and can in principle have no perceptible impact on the private life of the individual concerned.
Right of data subjects
The Federal Planning Bureau is not able to identify the “data subject” in the databases used in its scientific and statistical studies.
The rights of access, rectification or erasure and the right to object could only be applied by the Federal Planning Bureau if the data subject provides additional information making it possible to identify him/her, in such a case the pseudonym identifying the data subject in the databases.
The Federal Planning Bureau is not in a position to provide the citizen with additional information on this pseudonym.
Moreover, any change or erasure of citizens’ data would have an adverse impact on the scientific or statistical work of the Federal Planning Bureau:
- The elaboration and the calibration of statistical models and tools as well as their feeding and functioning do not allow considering any interaction at the level of individual data without seriously impeding the functioning of the tools, and therefore the processing.
- The rectification or erasure of some individual data would have an insignificant impact on model results (results are aggregated, global and anonymous), in such a way that the scientific interest of using the substantial technical and financial resources required to this end is not justified.
Information to data subjects
The Federal Planning Bureau is not in a position to identify the data subjects in its scientific or statistical studies databases and therefore cannot provide them information individually.
General information on the processing activities for scientific and statistical studies and their purposes is provided on the website of the Federal Planning Bureau (see Index of the record of processing activities below).
Similarly, in the event of a security breach (GDPR, art. 4, paragraph 12) requiring a “communication of a personal data breach to the data subject” (GDPR, art. 34), a general communiqué will be published as soon as possible on the website of the Federal Planning Bureau (see Communication of a personal data breach below) and the Data protection authority will be notified in accordance with the regulatory provisions (GDPR, art. 33).
Index of the record of processing activities
Communication of a personal data breach
The information of the Federal Planning Bureau that is made available on our websites under the headings ‘News’, ‘Themes’, ‘Indicators’, ‘Publications’ and ‘Data’ can be downloaded free of charge, copied and printed for your personal use. It can also be published and disseminated for nonprofit activities, provided that the source is acknowledged. This information may not be traded without the prior written consent of the Federal Planning Bureau. For information or data coming from other sources than the Federal Planning Bureau, you should verify copyright compliance with the source before a potential reuse. Images (layout, design and illustration) may under no circumstances be copied or reused.
Notification of changes
A general communiqué will be published on the website of the Federal Planning Bureau for any change in the personal data use policy.
For any question regarding privacy protection by the Federal Planning Bureau, please contact the Data protection officer whose contact details are given above.