A Privacy Policy Notice is a mandatory document for organizations operating in Belgium that process personal data. It serves as a crucial compliance tool under both the EU General Data Protection Regulation (GDPR) and the Belgian Data Protection Act of 2018. This document must be provided to data subjects in a clear, concise, and easily accessible format, detailing how their personal data is collected, processed, stored, and protected. The notice should be updated regularly to reflect any changes in data processing activities or regulatory requirements. It's particularly important in the Belgian context, where organizations must comply with both EU-wide regulations and specific national requirements, including those set by the Belgian Data Protection Authority. The document is essential for demonstrating transparency and accountability in data protection practices.
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1. Introduction: Overview of the policy's purpose and scope, including the identity and contact details of the data controller
2. Definitions: Key terms used throughout the policy, ensuring alignment with GDPR terminology
3. Types of Personal Data Collected: Comprehensive list of personal data categories collected and processed
4. Legal Basis for Processing: Explanation of the legal grounds under GDPR Article 6 for processing personal data
5. Purposes of Processing: Detailed description of how and why personal data is used
6. Data Subject Rights: Explanation of individual rights under GDPR and how to exercise them
7. Data Retention: Information about how long personal data is kept and criteria for determining retention periods
8. Data Security: Overview of security measures protecting personal data
9. International Data Transfers: Information about any transfers of data outside the EEA and safeguards in place
10. Contact Information: Details for the Data Protection Officer (if applicable) and how to contact the organization for privacy matters
11. Updates to This Policy: Information about how changes to the policy will be communicated
1. Cookie Policy: Detailed information about cookie usage - required if the organization operates websites using cookies
2. Children's Privacy: Special provisions for processing children's data - required if services are offered to children
3. Specific Processing Activities: Detailed sections about specific types of processing (e.g., marketing, automated decision-making) - include if relevant to operations
4. Employee Data Processing: Specific provisions for employee data - required if the policy covers employee data
5. CCTV and Surveillance: Information about surveillance systems - required if organization uses such systems
6. Special Categories of Data: Specific provisions for processing sensitive data - required if organization processes such data
1. Cookie List: Detailed technical information about all cookies used, including their purposes and duration
2. Data Processing Activities Register Summary: Overview of main data processing activities in tabular format
3. Technical and Organizational Measures: Detailed description of security measures implemented to protect personal data
4. Approved Third-Party Processors: List of authorized data processors and their roles
5. Data Retention Schedule: Detailed retention periods for different categories of personal data
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