Privacy Policy – Women in Logistics VZW

1. General

 

This Privacy Policy explains how WIL – Women in Logistics VZW (“we”, “our”, “us”) collects, uses, and protects your personal data when you visit our website www.women-in-logistics.eu or interact with our organization.

We are committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR) and Belgian data protection laws.

 

Data controller:
WIL – Women in Logistics VZW
Belliardstraat 40
1040 Etterbeek, Belgium
CBE: BE1023149763
Email: info@women-in-logistics.eu

 

2. What personal data do we collect?

 

We may collect the following categories of personal data:

  • Identification details: name, email address, phone number, postal address.

  • Professional information: job title, company/organization, industry.

  • Website usage data: IP address, browser type, device information, pages visited (via cookies – see our Cookie Policy).

  • Membership and event participation data: registration details, payment information (IBAN), attendance records.

 

3. Why do we process your data?

 

We process your personal data only for legitimate purposes, such as:

  • Managing memberships and maintaining our member database.

  • Organizing and promoting events, workshops, and activities.

  • Communicating with members, partners, and stakeholders.

  • Sending newsletters or updates (with your consent).

  • Complying with legal obligations (e.g., accounting, tax).

  • Improving our Website and Services through analytics.

 

4. Legal grounds for processing

 

We process your personal data on the following legal bases:

  • Contractual necessity: to provide membership benefits and services.

  • Legal obligation: to comply with Belgian and EU regulations.

  • Legitimate interest: to improve our activities, promote networking, and strengthen the logistics community.

  • Consent: for newsletters, marketing, or optional event-related data. You can withdraw your consent at any time.

 

5. With whom do we share your data?

 

We only share personal data when necessary and with trusted third parties, such as:

  • Zoho CRM – We use Zoho CRM as our membership and relationship management tool. Personal data (such as name, contact details, membership status) is stored securely in Zoho’s systems. Zoho is GDPR-compliant and provides appropriate safeguards for international data transfers. For more information, see Zoho’s privacy policy.

  • Service providers (e.g., IT hosting, email delivery, event platforms, payment processors).

  • Public authorities when required by law.

  • Partners and sponsors, but only with your prior consent.

We never sell your data to third parties.

 

6. How long do we keep your data?

 

We keep your personal data only as long as necessary to achieve the purposes described above, unless a longer retention period is required by law.

  • Membership data (stored in Zoho CRM): retained during your active membership and up to 5 years afterward.

  • Event participation data: up to 3 years after the event.

  • Newsletter subscriptions: until you unsubscribe.

  • Financial data: as long as legally required (usually 7 years).

 

7. Your rights

 

Under GDPR, you have the following rights:

  • Right of access – to know what data we hold about you.

  • Right to rectification – to correct inaccurate data.

  • Right to erasure – to request deletion of your data (“right to be forgotten”).

  • Right to restrict processing – to limit how we use your data.

  • Right to data portability – to receive your data in a structured format.

  • Right to object – to processing based on legitimate interests or for marketing purposes.

  • Right to withdraw consent – when processing is based on your consent.

You can exercise your rights by contacting us at info@women-in-logistics.eu.

If you are not satisfied with our response, you can lodge a complaint with the Belgian Data Protection Authority via www.dataprotectionauthority.be.

 

8. Security

 

We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, misuse, or alteration. Data stored in Zoho CRM and other service providers is protected through encryption, access controls, and GDPR-compliant safeguards.

 

9. Updates to this Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our Website.