Privacy Policy for proxy holders

1.            Data Controller

In compliance with data protection regulations, Marcalliance AISBL (Regus Brussels EU Commission, Rond-Point Schuman 6, box 5, 1040 Brussels, Belgium) hereby inform the above named proxy holder that their personal data, as well as those that may be collected during the attendance of the General Assembly meeting, will be processed by Marcalliance as Data Controller.

2.     Purposes and legal bases

The proxy holder’s personal data will be processed for the following purposes:

• managing and documenting their attendance at the Marcalliance General Assembly meeting so that you can vote in the name and on behalf of the above mentioned Marcalliance’s member firm. Additionally, once the proxy holder has attended the meeting Marcalliance will process their personal data for drafting and distributing the minutes of the meeting to Marcalliance members and bodies, facilitating corporate decision making and fulfilling any related legal, regulatory or service purposes, in accordance with Marcalliance’s Articles of Associations and Operating Agreement. The legal basis for the processing shall be proxy holder’s consent, as well as the compliance with legal obligations to which Marcalliance is subject. Failure to provide the requested data would imply that Marcalliance would not be able to fulfill the aforementioned purposes.

• carrying out a satisfaction survey after the General Assembly meeting based on Marcalliance’s legitimate interest of improving the conditions of future meetings.

• the General Assembly meeting may be totally or partially photographed, recorded or broadcasted. If the proxy holder gives us his/her consent to do so Marcalliance shall process their personal data related to their image, voice and/or video footage that may be taken during the meeting where the proxy holder has voluntarily posed, for the purposes of promoting Marcalliance brand and activities. If the proxy holder does not give Marcalliance his/her consent to the use and dissemination of their image and/or voice by Marcalliance, the proxy holder should refrain from participating in any photo or audiovisual shoots/filming that may take place during the General Assembly event. The proxy holder shall be solely responsible for taking the necessary measures to ensure that he/she do not appear in the shoot/filming. Marcalliance, as the organiser of the General Assembly event, shall not be held liable for the use or dissemination of the proxy holder image and/or voice should the proxy holder voluntarily decides to appear or pose in the photo or audiovisual session. 

• If the proxy holder’s image and/or voice appears incidentally in photographs and/or videos of the event, these may be used by Marcalliance to be published, used, reproduced or distributed by Marcalliance on all forms of on and offline marketing, including but not limited to Marcalliance’s website and digital and social media, as well as Marcalliance’s brochures, presentations and/or magazines for promotional purposes of Marcalliance brand and activities. The legal basis of data processing is Marcalliance’s legitimate interest of supporting and enhancing its brand.

3.    Data recipients and international transfers

Proxy holder’s data may be transferred to Marcalliance’s member firms and bodies to carry out the purposes above mentioned. Due to the global nature of Marcalliance activities, some of Marcalliance’s member firms may be located in countries outside the European Economic Area (EEA). When Marcalliance transfers data outside the EEA, it will only transfer such personal data (i) to a country which the European Commission considers to have adequate data protections laws; or (ii) where Marcalliance has put in place an appropriate data transfer mechanism, such as EU Standard Contractual Clauses, to ensure that proxy holder’s personal data are adequately protected.

4.   Disclosures to third parties and public authorities

Additionally, Marcalliance may also disclose proxy holder’s personal data to federal, regional or local authorities or regulators when it is required by law or for the purposes of or in connection with any legal proceedings, including for the purpose of establishing, exercising or defending Marcalliance rights. Other recipients of personal data may be Marcalliance’s service providers, for instance, for the provision of legal services, e-voting platforms, cloud and hosting services, IT security and support services, software development services and/or financial management and administration services. When Marcalliance discloses personal data to third parties who provide services on Marcalliance behalf, it ensures that those service providers use personal data as data processors in accordance with Marcalliance instructions only. Beyond this, personal data will not be transferred to other third parties unless it is necessary to comply with legal obligations.

5.      Storage and erasure of your personal data

Personal data will be stored for the longest of the following periods: (i) for the period necessary to achieve the purposes above mentioned; (ii) any retention period that may be required by law; (iii) for the period of prescription of possible responsibilities that may derive form the relationship between proxy holder and Marcalliance or from the processing of  data; (iv) if applicable, until proxy holder withdraws his/her consent to the processing of his/her personal data or submit a request for erasure their personal data.

6.      Your rights

Proxy holder above named may exercise their rights of access, rectification, erasure, restriction of processing, object or data portability, as well as withdraw the consent given, by contacting: privacy@marcalliance.com. The revocation of their consent is effective for the future. The legality of the processing of proxy holder’s personal data up to the time of revocation remains unaffected. Marcalliance may ask proxy holders to provide a copy of their National Identity Card or equivalent document providing their identity, if necessary. Additionally, if proxy holder believes that Marcalliance processing of personal data concerning him/her is in breach of the data protection regulations and Marcalliance is unable to resolve the issue, proxy holder may take the matter to the Autorité de protection des données (Belgian Data Protection Authority). Further details can be found via their website at https://www.dataprotectionauthority.be/citizen