Privacy policy
As an independent venue for the creation, production and exhibition of contemporary arts, WIELS’s aim is to foster reflection and the exchange of views on art and society on an inclusive and ethical basis.
The present Privacy Policy governs how we process your personal data. We process your personal data in compliance with the applicable laws and regulations in the area of personal data and personal privacy protection, including the European GDPR – General Data Protection Regulation (EU) 2016/679. The purpose of the present Policy is to inform you of the processing of your data and of your rights.
As part of this endeavour, we place a premium on respecting your personal privacy and ensuring the security of your data. This section provides detailed information about the way we collect your personal information, when we collect such information, how we use this information and how we protect your information. You will also find full details of your personal privacy rights and on how to contact us.
A "personal data" (hereinafter abbreviated as ‘PD’) means all information relating to you and by which you may be directly or indirectly identified. For instance, this could be your login, your name, your date of birth, your postal address or your e-mail address.
PD may also include the data of how you use our website, which are automatically collected whenever you log into our site. We store this information regarding your use of our site using tracing technology, such as a cookie in order to improve our communications and our service delivery.
ABOUT WIELS
WIELS asbl (not-for-profit organization) is an institution that serves the functions of presenting, producing and providing education in the area of contemporary arts at one and the same location. As such, the centre organizes temporary activities (exhibitions, conferences, workshops, etc.) without building a collection of our own in order to perform our mission (LINK TO MISSION PAGE) at the heart of the capital of Europe.
Given its international dimension, its specific goals and the remarkable architecture of the building it occupies, WIELS is a unique contemporary arts institution in the capital of Europe.
The Data Controller in charge of the processing of personal data is:
WIELS A.S.B.L.
BCE 0478 422 608
Avenue Van Volxem, 354
1190 Forest
+ 32 (0)2 340 00 53
If you have questions or specific requests regarding the management of your PD by WIELS and WIELS’s Privacy Policy, please e-mail us at privacy@wiels.org.
Which PD categories do we process?
Your identity details: surname, first name, postal address, telephone number(s), e-mail address(es), recorded images, etc.
Browsing data: IP address, date and time of access, domain type with which you connect to the Internet, your preferences, etc.
Location data or other communication data.
Occupational data, data relating to your studies and education: job title/post, the name of your employer, curriculum vitae (particularly in respect of internships and job applications)
So-called sensitive data: we do not process or store data regarding your sexual orientation, your religious or political beliefs, your health or your cultural origin.
Payment and billing data: these data are kept on record to enable us to process your orders and in order to comply with our statutory accounting obligations.
Which sources do we derive data from?
You are our main direct source for the collection of PD when you sign up for one of our newsletters, when you purchase tickets or register for one of our events. It is always best if you provide us with the correct and up-to-date details.
Some of your PD – such as the pages you have visited, the dates and times when you accessed our website or your location data – are automatically collected, via the servers used (when you visit pages on our website) and by way of ‘cookies’ left on our site.
For further details regarding ‘cookies’, how they are used and the exact data they gather, please see our Cookie Policy page.
We may also receive your PD through our partners or third parties that have a legal basis for transacting such transfers.
Why do we process your personal data?
Ticket purchases, registrations for event or booking guided tours
We mainly collect your PD to establish and perform the contractual relationship that is formed when you order tickets to events that take place at WIELS (for example, to administer your bookings and to keep you informed about the event for which you purchased tickets).
Access management
We may ask you for your student card, proof of residence, membership card or other supporting documents when you report to reception. This enables us to make sure the right rate is applied when you purchase your admission ticket.
Signing up to one or several newsletters
We collect your PD when you sign up for one or several of our newsletters. You can administer your registration using our online form (wiels.newsletter.prb)
Market research
We may organize satisfaction surveys or market research studies from time to time. You are free to take part or not.
Direct marketing
The data may be used for direct marketing purposes with a view to similar events as part of WIELS’s offering. You are free to object to such direct marketing at any time and to request that WIELS takes your name off this list. To this end, at the bottom of each mail that is sent to you, you will find a link enabling you to opt out from all e-mails. By taking your name off this list, you are also unsubscribing from all newsletters for which you have signed up.
Brochure mail-outs
As a season ticket holder, you may be sent several brochures by post.
Profiling
WIELS combines the data supplied by you and the data deriving from the way you use our website to deliver an optimum browsing experience and to keep you informed by e-mail of our offering tailored to your specific interests and tastes.
Shoots
Some of our events may be shot to be broadcast in real time (live-streaming) or afterwards. On such occasions, you may be filmed and/or be included in photos.
Disclosure to third parties
Your PD may be provided to the organizer of the event for which you purchased a ticket or booked a seat, for the sole purpose of ensuring the smooth running of the said event.
In this context, your PD are also used to confirm, correct or cross-link the data that are already held in the data base.
We may share your PD with our outside suppliers in as much as this is necessary to enable them to deliver their services. In such cases, we concluded contracts with the said suppliers to ensure due compliance with the GDPR.
Checking the legality of the transactions
PD may be processed to avoid or to detect offences such as the unlawful resale of tickets, infringements of intellectual property rights, e-payment fraud or other offences.
Processing of job applications
If you apply for a job with WIELS, your PD are processed as part of the selection procedure.
Complaints or lost items
Your PD may be used to enable us to bring a response to any complaints you may report to us, seeking compensation or otherwise. When your complaint relates to an event organized by an outside organizer (‘Hosted Event’), we shall pass on your complaint to the said organizer for him to deal with. The same applies when you lose one of your personal belongings during one of your visits to WIELS.
Improving our services
Your PD enable us to optimize our services (for example, to adjust and improve the contents of our website or the browsing experience on our site), to improve the efficiency of our marketing or advertising campaigns and to compile statistics.
The processing of your personal data for any other purposes other than those set out above requires your express prior consent, particularly for advertising campaigns of third parties, the mail-out of a new newsletter which you have not signed up for yet.
Legal basis
The legal bases of our processing are:
The processing is necessary for the performance of a contract you are a party to or to put in place measures at your request prior to concluding a contract (art. 6, §1, b) of the GDPR);
The processing is necessary in order to comply with a statutory obligation that is incumbent on WIELS (art. 6, §1, (c) of the GDPR);
The processing is necessary to defend the legitimate interests pursued by WIELS or by a third party, except where these interests override your interests or the fundamental rights and freedoms which require the protection of personal data, in particular where the processing relates to the data of a child (article 6, §1, f) of the GDPR).
In some cases, the legal basis of our processing is your informed consent (article 6, §1, a). In such cases, you have the right to withdraw your consent at any time, albeit without this withdrawal being allowed to affect the lawfulness of the processing performed prior to the said withdrawal.
Our outside sub-contractors and service providers
We call on the services of outside service providers to perform certain duties and to ensure the delivery of our services.
In particular this may relate to the supplier of our ticketing system.
We demand that our sub-contractors impose the same level of protection as we do ourselves, and we demand that they use your PD only for the purposes specified by us.
In addition, they are required to put in police appropriate security measures to guard against the unauthorized or unlawful processing of your PD and against the accidental loss, destruction or damage of your PD.
These requirements are guaranteed under the terms of the contracts we conclude with our sub-contractors and suppliers, who are authorized to process your PD only for the purposes permitted, in application of the required discretion and security.
Do we disclose your PD?
With our clients (‘Hosted Events’)
When you purchase a ticket to an event organized by (an) outside producer(s) at our venue, we disclose only the PD necessary to carry out your order (information regarding possible changes of location, time, artist, etc.).
We demand that these outside organizers store your PD only for the duration necessary for the organization of their event. Once this time period has lapsed, your PD are erased, anonymized or kept on record solely for statistical purposes, without any further exploitation of your data in any shape or form.
At the time of your ticket purchase, we also disclose your PD to the organizer of the event concerned. To be able to process these packages, the organizer must have your data and the details of your order.
In other cases, your express consent is required at all times.
The ‘Hosted Events’ are listed under the eponymous tab on our website.
How do we protect your PD?
We undertake to make every effort to protect your PD, in compliance with the law and the state of the art.
As such, we have put in place appropriate technical and organizational measures to protect your PD. These measures are designed to provide a level of security that is commensurate with the risks involved in the processing operations of your PD.
Our IT infrastructure is protected by various technologies, such as firewalls, but also by mail filtering systems. Several of the technologies put in place enable us to back up data. In addition, data exchanges between the various interfaces are protected by way of encryption technology.
Your transactions are also protected by way of encryption technology.
To prevent unauthorized access to or changes being made to the data, the members of staff of WIELS, its partners or sub-contractors process your PD in compliance with the present Personal Privacy Charter.
Please be aware that we are unable to guarantee or be held liable for the security of your PD whilst they are being transmitted across the Internet.
Please be aware of the specific risks that exist due to the specificities of the Internet, networks and the fact that information regarding your PD may be picked and / or transferred, particularly to countries that do not provide adequate levels of protection.
How long do we keep your PD on record?
Personal data are kept on record for no longer than is necessary for WIELS to organize its activities and deliver its services. In some cases, we are bound by a legal data retention period.
If your user account is left inactive for longer than 5 years, we will get in touch with you to inform you thereof and to ask for your permission to terminate your account.
Once the data retention period has expired, the data are erased or, where this is not technically feasible, they are anonymized and kept on record solely for statistical purposes.
What about the PD of your children?
As parents, you are responsible for the way your child(ren) use(s) its/their PD and its/their access to WIELS’s online/offline services.
Digital majority is set at 13 years of age. As such, we only process the data of minors under the age of 13 for whom we have obtained express parental consent beforehand.
What are your rights?
You have right of access to, right of rectification of your data (where data are inaccurate) and the right to have your registration data erased.
You have the right to object, citing serious and legitimate grounds, to having your registration data subjected to any kind of processing.
You have the right to object, at any time, to your PD being used for direct marketing purposes.
You may exercise your right of access, rectification, erasure and objection with WIELS by sending us a request to this end by e-mail at privacy@wiels.org.
We shall examine your request and get back to you within one month counting from the reception date of your request.
As needed, this length of time may be extended by two months, in consideration of the complexity and the number of requests received.
Moreover, WIELS may be required to check your identity upon receiving your request, to prevent any kind of abuse or identity theft. This verification may involve you sending in additional information such as a copy of your identity card.
In addition, you can disable the registration of your user data in the settings of your browser.
What recourse do I have with which supervisory authority?
If you disagree with a decision taken or you would like to express any other kind of grievance in respect of the processing of your PD, you can enter a complaint free of charge with the supervisory authority:
DATA PROTECTION AUTHORITY
Rue de la Presse, 35, 1000 Brussels
Telephone: +32 (0)2 274 48 00
Fax: +32 (0)2 274 48 35
E-mail: commission@privacycommission.be
Website: www.privacycommission.be
Amendments to the present Charter
The present Privacy Policy is reviewed on a regular basis. We reserve the right to amend this Policy at any time to take into account changes in our activities and statutory requirements. To keep you informed of these changes, we will post updates on our website. Please consult the date of the ‘Latest update’ at the top of this Privacy Policy to see when it was last revised.
Last updated on 5/5/2020.