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ENCJ Privacy Policy and Personal Data Protection

The European Network of Councils for the Judiciary (ENCJ) is committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to office@encj.eu . The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
 

Who are we?

The ENCJ gathers the Councils for the Judiciary, or similar autonomous bodies in the European Union. We are classed under the GDPR regulations as a data controller. That means we decide how your personal data we receive is processed and for what purposes. The ENCJ is a registered international not-for-profit association, in accordance with Belgian Law (registration number 0894.930.512).

Use of www.encj.eu
The ENCJ website uses Google Analytics to help analyse how users use the site. Google Analytics uses ‘cookies’, which are text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google. This information is then used to evaluate visitors use of the website and to compile statistical reports on website activity.

ENCJ will never (and will not allow any third party) to use the statistical analytics tool to track or to collect any personally identifiable information of visitors to our site. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. We will not associate any data gathered from this site with any personally identifying information from any source.

How do we collect information from you?

We obtain information about you when you use our website, for example, when you register for an activity or contact us about reports or with questions.

 We also receive and process personal information provided by ENCJ Member Institutions and Observers for the normal functioning of the Association.   

What type of information is collected from you?

• The personal information we collect might include your name, office-address, email address, position, in exceptional cases a phone number and dietary requirements. The information is stored as long as is needed for the normal operation of the association.

• For invited speakers to ENCJ events we might collect data such as details on the bankaccount to process an expense claim for travel and subsistence costs.

• In case of website use (www.encj.eu) we might collect your IP address, and information regarding what pages are accessed and when. See the paragraph on website use.

How is your information used?

We may use your information to send you communications which you have requested and that may be of interest to you. These may include reports of activities and information about future events and activities.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you may hold with us.

What is our legal basis for processing your personal data?

Our lawful basis for processing your general personal data under article 6 of GDPR is as follows;

Consent of the data subject - We will directly ask for your consent to process data;

• When you are registered as a contact person by your national institution that is a member or observer to ENCJ .
• When you register for an ENCJ event
   

Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract - We will collect and use your personal data in the following circumstances;

• To guarantee the accurate execution of payment orders.  

Who do we share your personal data with?

• The ENCJ requires access to personal information such as name, address, phone and email details in order to fulfil duties related to the normal functioning of the Association. The ENCJ staff has access to the information. Information may also be shared within the membership of the ENCJ.

• During obligated financial audits, your personal data may be processed by duly authorised auditors.

• We will not sell or rent your information to third parties.

• We will not share your information with third parties for marketing purposes.

• Third Party Service Providers working on our behalf: In limited cases, where arranging transportation, accommodation, catering or other services that require it, ENC will share your personal data to facilitate the needed services associated with attending ENCJ events. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service.

• Please be reassured that we will not release your information to third parties beyond the ENCJ and it’s member associations for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Your choices

You have a choice about whether or not you wish to receive information from us. If you no  longer want to receive direct communications from us you can inform us directly on office@encj.euor through your national institution that is a member to ENCJ.

How you can access and update your information

The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: office@encj.eu or write to us at: ENCJ Office, Rue de la Croix de Fer 67, 1000, Brussels.

 You have the right to ask for a copy of the information the ENCJ holds about you.

 Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

 Profiling

No profiling takes place.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

How to make a complaint?
To exercise all relevant rights, queries or complaints please in the first instance contact the ENCJ Office via email at: office@encj.eu or write to us at: ENCJ Office, Rue de la Croix de Fer 76, 1000 Brussels.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Commission for the Protection of Privacy (https://www.privacycommission.be/en/contact-us) of Belgium.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
 

 Review of this Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

This Policy was last updated in May 2018.