Privacy Policy

1. Introduction

This Privacy and Cookie Policy explains how personal data is collected, used, stored and protected in connection with the Step-In RCIA programme and its website (the “Website”). We are committed to ensuring that personal data is processed in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

2. Data Controller

The data controller responsible for the processing of personal data is: Fr. Joe Antony Email: contact@stepin2faith.be

3. Scope

This Policy applies to all personal data collected when you:

• access or browse the Website;
• contact us by any means;
• register for or participate in the Step-In programme.

For the purposes of this Policy, “you” or “user” refers to any such individual.

4. Categories of Personal Data

4.1 Data provided by you We may collect and process the following categories of personal data:

• identification data (e.g. name);
• contact data (e.g. email address, phone number, postal address);
• personal information relevant to participation (e.g. age, occupation);
• information relating to religious status or beliefs;
• any other information you voluntarily provide.

We also retain records of correspondence where you contact us. Special category data Information relating to religious beliefs constitutes a special category of personal data under Article 9 GDPR. Such data is processed:

• only with your explicit consent; and
• strictly to the extent necessary for organising and administering the Step-In programme.

4.2 Data collected automatically When you access the Website, certain technical data may be collected automatically, including:

• IP address;
• browser and device information;
• pages visited and navigation patterns;
• date and time of access.

This data is used in aggregated form where possible. 4.3 Provision of Personal Data The provision of personal data is voluntary. However, certain information is necessary in order to register for and participate in the Step-In programme. Without providing such data, participation in the programme may not be possible.

5. Purposes of Processing

Personal data is processed for the following purposes:

• organisation and administration of the Step-In programme;
• communication with participants and responding to enquiries;
• management, maintenance and improvement of the Website;
• ensuring security and preventing misuse;
• limited statistical and analytical purposes (in aggregated form).

We do not use personal data for unsolicited marketing. We do not use your personal data for automated decision-making or profiling.

6. Legal Bases for Processing

Processing is carried out on the following legal grounds:

• Consent (Article 6(1)(a) and Article 9(2)(a) GDPR): for submission of forms and processing of sensitive data;
• Performance of a service (Article 6(1)(b) GDPR): where processing is necessary to organise and manage participation in the programme;
• Legitimate interests (Article 6(1)(f) GDPR): for ensuring the proper functioning, security and improvement of the Website.

7. Disclosure of Personal Data

Personal data is not sold or commercially shared. Data may be disclosed only where necessary:

• to comply with legal obligations or binding requests from authorities;
• to protect rights, safety or property;
• to ensure the proper functioning and security of the Website.

No systematic transfer of personal data to third parties takes place. Personal data may be processed by trusted service providers acting on our behalf, such as website hosting providers or IT service providers. These parties process data solely on our instructions and are bound by appropriate contractual and confidentiality obligations in accordance with applicable data protection law.

8. Data Security

Appropriate technical and organisational measures are implemented to safeguard personal data, including:

• secure HTTPS encryption;
• access controls and password protection;
• restricted access to personal data;
• secure storage systems.

The Website is hosted within Belgium. While reasonable efforts are made to protect data, absolute security cannot be guaranteed. Access to personal data is limited to persons who have a need to know in connection with the purposes described in this Policy.

9. Data Retention

Personal data is retained only for as long as necessary for the purposes for which it is processed:

• registration data: duration of the programme and up to 2 years thereafter;
• contact enquiries: up to 1 year;

Longer retention may apply where required by law. Data may be retained in anonymised form for statistical purposes.

10. Your Rights

Under the GDPR, you have the following rights:

• right of access;
• right to rectification;
• right to erasure;
• right to restriction of processing;
• right to object to processing;
• right to data portability.

Where the processing of personal data is based on your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing carried out prior to the withdrawal. To exercise your rights, please contact: joe.antony@dominicanen.org Requests will be handled within one month, subject to verification of identity. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit)

11. Communications

We will only contact you:

• in response to your enquiry; or
• in relation to your participation in the Step-In programme.

You may request to stop receiving communications at any time.

12. External Links

The Website may contain links to third-party websites. We are not responsible for their content or data protection practices. Users are encouraged to consult the privacy policies of such websites.

13. Children

The Website and programme are not intended for individuals under the age of 13. We do not knowingly collect personal data from children.

14. Changes to this Policy

This Policy may be updated from time to time. Any updates will be published on the Website with an updated revision date.

15. Contact

For any questions regarding this Policy or the processing of personal data: contact@stepin2faith.be