THE EUROPEAN FUEL MANUFACTURERS ASSOCIATION PRIVACY
NOTICE
The European Fuel Manufacturers Association AISBL, acting through its
Concawe and FuelsEurope divisions ("We",
"us", "our"), is committed to complying with EU Privacy
Law. This privacy notice (this "Notice")
describes how We process the Personal Data of certain categories of Data
Subjects that are not associated to us.
In carrying out our activities, We process Personal Data relating to
representatives of industry associations, consultants, contractors, REACH
Licensees, suppliers, individuals registering for our publications, conferences
and other events, officials of the European institutions and EU agencies, EU
Member State officials, journalists and other stakeholders ("You") in the EU policy areas that
We are involved in.
We are a data controller. This means that We are responsible for
deciding how We collect and use (process) Personal Data about You. We are
required under GDPR to notify You of the information contained in this Notice.
1. What Personal
Data do We hold about You?
Depending on who You are, We collect different Personal Data from You,
for specified purposes and based on a specific legal ground.
|
Policy
makers: EU and |
Name,
organization, job |
Conducting |
Legitimate
interests |
|
Member State
officials, members of comitology |
title, email
address, telephone number (fixed |
FuelsEurope’s advocacy activities in |
– We
believe that, as an EU association |
|
committees,
PermReps, |
and/mobile);
if You are a |
the policy
fields We are |
active in the
field of |
|
EU agency
officials, |
MEP,
political group and |
involved in,
including |
petroleum
refining |
|
MEPs and MEP |
committee and |
sending You
our |
industry, We
have |
|
assistants
and policy stakeholders, including |
Directorate General in the case of Commission |
position
papers, emailing You with |
the legitimate interest to conduct |
|
journalists,
industry |
officials. |
questions,
sharing |
our advocacy |
|
associations
and NGOs involved in the policy areas that the association is active in. |
industry's perspective on a policy issue, inviting You to an event; if
you are a |
activities. |
|
|
MEP, in
addition to the above, sending You voting recommendations. |
|||
|
ECHA
officials, Petco |
Name,
organization, job |
Conducting
Concawe’s |
Legitimate
interests |
|
members and
competent |
title,
professional email |
scientific
work in |
- We have the |
|
Member State |
address, and
professional |
relation to
petroleum |
legitimate
interest in |
|
authorities
for REACH; |
telephone number. |
products and |
providing the |
|
officials of
EU |
environmental
science |
science to
ensure |
|
|
Commission
(DG |
related to
petroleum |
science based
policy |
|
|
GROW, DG
ENVI, DG |
products and
other |
making and |
|
|
R&I, JRC)
and its |
hydrocarbon |
implementation
of |
|
|
agencies,
members of technical committees at |
technologies
and Concawe’s role as |
policies. |
|
|
EU and
national level involved in scientific |
SIEF
facilitator under REACH and to invite |
||
|
and
environmental matters affecting petroleum products and their uses;
universities and members of scientific committees of UNESCO and OECD and
refining industry stakeholders. |
You to our
events. |
||
|
Third party
contractors/service providers, suppliers, universities, laboratories or consultants
for research and consultancy services contracts and REACH Licensees. |
Name,
organization, job title, email address, telephone number; bank account
details. |
Preparing,
executing and terminating a contract We have with You. Prior to conclusion of the contract – during
the contract initiation phase – Personal Data is
processed to prepare bids or purchase orders or to fulfill other requests
that relate to the contract. |
Performance
of a contract |
|
Individuals
attending conferences and events. |
Name, job
title, email address and telephone number and bios in the case of speakers at
conferences. |
To manage registration, invoicing, participation in events, to send
You follow-up emails with regard to the events You attended, to invite You to
future events and conferences, to share the list of attendees with other
participants. |
Consent |
|
Subscribers
to |
Name, email,
company, business address, job title, department, mobile/fixed professional
telephone and fax number. |
To inform You about our activities, to send You
our newsletters, reports and scientific publications |
Consent |
2.
Change of purpose
We will only use your Personal Data for the purposes for which We
collected it, unless We reasonably consider that We need to use it for another
reason and that reason is compatible with the original purpose. If We need to
use your Personal Data for an unrelated purpose, We will notify You and We will
explain the legal basis which allows us to do so.
3. Which third-parties
process your Personal Data? Do We share, disclose or transfer Personal Data
We share your
Personal Data with IT service providers and accounting service.
Any such third party service provider engaged by us is expected to
comply with the requirements of the GDPR and this Notice.
In order to send You our newsletter and reports, We also share your
Personal Data with MailChimp
(https://mailchimp.com/), a third party providing email marketing services. MailChimp is located
in the United States. Your Personal Data are transferred to, stored and
processed in the United States and may be shared there. We have taken steps
with MailChimp to ensure that the transfer of your Personal Data to MailChimp
complies with EU Privacy Law. MailChimp participates in and has certified its
compliance with the EU-U.S. Privacy Shield Framework. We have also signed a
Data Processing Agreement incorporating Standard Contractual Clauses with
MailChimp. If You would like to receive a copy of the agreement, You can
contact us at privacy@fuelmanufacturers.eu
We do not use other third-parties to process your Personal Data or
otherwise transfer Personal Data outside of the EEA and/or disclose your
Personal Data to other recipients than those identified in this Notice. If we
were to do so, We will comply with EU Privacy Law.
4.
Data security
Your Personal Data are treated as confidential. We never pass on your
contact details to third parties for commercial purposes. In order to safeguard
your Personal Data from unauthorized access, collection use, disclosure
copying, modification, disposal or similar risks, We have put in place
appropriate administrative, physical and technical measures such as antivirus
protection and encryption to secure all storage and transmission of Personal
Data by us, and disclosing Personal Data both internally and to our authorized
third party service providers and agents only on a need-to-know basis. You
should be aware, however, that no method of transmission over the Internet or
method of electronic storage is completely secure. While security cannot be
guaranteed, We strive to protect the security of your information and are
constantly reviewing and enhancing our information security measures.
5. How long will
We retain your Personal Data?
We store your Personal Data as long as it is necessary to perform the
contract We have with You or as long as You don't withdraw your consent or
don't object to the Processing.
We undertake, absent of any Processing activities within a period of 24
months, to delete the Personal Data We hold on You. However, We may retain your
Personal Data under EU or national laws. We may retain electronic copies of
files containing Personal Data created pursuant to automatic archiving or
back-up procedures which cannot reasonably be deleted. In these cases, We shall
ensure that the Personal Data are not further actively processed.
6.
"Cookies" and
Internet tags
We process information about visits to our websites, the web pages
visited, the date and time that you view our website and what you clicked on,
your IP address, the geographical location from which you accessed our website
based on your IP address,
information about your computer or device (device and browser type).
Such information includes Personal Data. We use this information for internal
purposes to compile aggregate statistical data about users' browsing actions
and patterns and to estimate our audience size and usage patterns. We obtain
information by installing technical "cookies" to capture session
data.
7. Your rights in
connection with Personal Data
Under certain
circumstances, under EU Privacy Law, You have the right to:
(a)
Request access to your Personal Data. This enables You to receive
a copy of the Personal Data We hold about You and to check that We are lawfully
Processing it.
(b)
Request correction of the Personal Data that We hold about You. This
enables You to have any incomplete or inaccurate information We hold about You
corrected.
(c)
Request erasure of your Personal Data. This
enables You to ask us to delete or remove Personal Data where there is no good
reason for us continuing to process it. You also have the right to ask us to
delete or remove your Personal Data where You have exercised your right to
object to Processing (see below).
(d)
Request the restriction of
Processing of your Personal Data. This enables You to ask us to suspend the
Processing of Personal Data about You, for example if You want us to establish
its accuracy or the reason for Processing it.
(e)
Request the transfer of your Personal Data to another party (right to
data portability).
When You provided your consent to the collection, Processing and
transfer of your Personal Data for a specific purpose, You have the right to
withdraw your consent for that specific Processing at any time.
When We process your Personal Data based on our legitimate interest (or
those of a third party), You have the right to object to such Processing.
To withdraw your consent or object to the Processing and to exercise any
of your rights as Data Subject, make queries or complaints, please contact our
Legal Advisor at +32 2 566 91 22 or our Finances' Manager at +32 2 566 91 18.
You can also contact us via email at privacy@fuelmanufacturers.eu. If You are dissatisfied with any aspect of our
handling of your Personal Data, You have the right to make a complaint at any
time to the relevant Supervisory Authority.
8.
Changes to Notice
We may revise this Notice from time to time and any revisions will be
made available to You via our websites.
9.
Our contact details
European Fuel
Manufacturers Association AISBL
FuelsEurope /
Concawe
Av. des Nerviens 85, - 6th floor, 1040 Brussels, Belgium
Tel. +32 2 566
91 00
Email: privacy@fuelmanufacturers.eu
10. Glossary
In this Notice:
"EU Privacy Law" means the General Data
Protection Regulation 2016/679
("GDPR") and the Belgian national privacy
laws, as amended from time to time.
"Data Subject" means an identified
or identifiable individual.
"Personal Data"
means any information relating to an identified or identifiable natural person.
"Processing" means
any operation performed on Personal Data, manually or by automated means, such
as collection, recording, organization, storage, adaptation or alteration,
retrieval, consultation, use, disclosure by transmission, dissemination or
otherwise making available, alignment or combination, restriction, erasure or
destruction.
"Supervisory
Authority" means the Belgian Data Protection Authority or the relevant
data protection authority of the data subjects' habitual residence or place of
work.
Last update: October 2025