Privacy Policy

Silence@Work - Stilte Werkt! VZW

 Registered non-profit association (VZW) in Belgium

Who are we?

 

The VZW “SilenceAtWork” was founded in (date) 2018 on januari 18th. .This non-profit association provides opportunities for people from all religious and cultural backgrounds to explore their own spirituality and learn skills of reflection which will help develop inner calm, clear thinking and personal well-being.

The VZW is registered in Belgium : 069 060 6445 registration number

The Office is based in: Bruge, Begijnhof 26 

Scope

The scope of this Privacy Notice concerns all data subjects whose personal data is processed in line with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR). Personal data relates to a living individual (data subjects) who can be identified from that data.

Responsibilities

The VZW Silence@Work VZW as Data Controller is responsible for ensuring compliance with the General Data Protection Regulations and the Data Protection Act 2018.

The VZW appreciates that your data privacy and any personal data you share is important to you. We respect and value individuals and their data privacy and we also have special protections in place for children and vulnerable adults.

What is Personal Data?

Under Data Protection Regulations, personal data can be defined as follows:

“Any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person” 

Purposes for which we process personal data

The personal data we collect and process may be used for one or more of the following purposes:

• Organisation and administration of events: to organise, administer and facilitate events and activities, including seminars, workshops and online events.
   
• Event-related communications: to communicate with you about events or activities in which you have registered or expressed an interest, including sending practical information, updates and invitations by email or other appropriate means.
   
• Management of volunteers: to administer and manage our relationship with volunteers and to coordinate their participation in the activities of Silence@Work.
   
• Promotion and communication: to promote the activities, projects and events of Silence@Work, including through our website, social media and other communication channels, where permitted by applicable law.
   
• Events organised with partner organisations: to organise and promote events and activities carried out in collaboration with partner organisations.
   
• Legal and regulatory compliance: to comply with legal and regulatory obligations applicable to Silence@Work VZW and to respond to lawful requests from competent authorities.
   
• Administration, security and IT management: to administer and secure our information systems and personal data, including data storage, backups, access management, business continuity and other appropriate technical and organisational security measures.
   
• Management and improvement of our activities: where appropriate and permitted by law, to understand participation in our activities and improve our events, services and communications.

Our legal bases for processing personal data

We process personal data only where we have a valid legal basis under applicable data protection law. Depending on the purpose and circumstances of the processing, this may be one or more of the following:

• Consent: You, as the data subject, have given us your freely given, specific, informed and unambiguous consent to process your personal data for one or more specific purposes. Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
   
• Contract: The processing is necessary for the performance of a contract to which you are a party, or in order to take steps at your request before entering into a contract.
   
• Legal obligation: The processing is necessary for us to comply with a legal obligation to which Silence@Work VZW is subject.
   
• Vital interests: The processing is necessary to protect the vital interests of you or another natural person, for example where it is necessary to protect someone's life.
   
• Public interest or official authority: The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us, where the task has a sufficient basis in European Union or Belgian law.
   
• Legitimate interests: The processing is necessary for the purposes of our legitimate interests, or those of a third party, except where those interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Where we rely on this legal basis, we assess the relevant interests, the necessity of the processing and the impact on the rights and freedoms of the data subject.

Categories of personal data

Personal Information

We may collect and process the following categories of personal data, depending on your relationship with Silence@Work VZW and your interactions with us:

• Identification and contact details, such as your name, email address, telephone number, business or organisation name, and business address.

Special categories and sensitive data

We do not request health data, political opinions, religious beliefs, trade union membership, biometric data or other special categories of personal data, unless a specific function clearly requires it and there is a valid legal exception (e.g. explicit consent). 

Disclosure of personal data

Silence@Work VZW does not generally share personal data with third parties for their own purposes. However, personal data may be disclosed where this is necessary to comply with a legal or regulatory obligation applicable to the VZW. This may include, for example, providing relevant information to competent public authorities, financial or tax authorities, or other parties where required in connection with payments, reimbursements or other financial obligations relating to volunteers or other individuals acting on behalf of the VZW. Any such disclosure will be limited to the personal data that is necessary for the relevant purpose and will be carried out in accordance with applicable data protection law.

Your Rights as a Data Subject

Under the GDPR, you have certain rights in relation to the personal data that Silence@Work VZW holds about you. These rights apply depending on the circumstances and the legal basis on which we process your personal data.

• Right of access: You have the right to ask whether we process personal data about you and, where applicable, to request a copy of your personal data and information about how we use it.
   
• Right to rectification: You have the right to ask us to correct personal data that is inaccurate or incomplete.
   
• Right to erasure (“right to be forgotten”): You have the right to ask us to erase your personal data. This right is not absolute and does not apply where we are legally required or otherwise entitled to retain the data.
   
• Right to restriction of processing: You have the right to ask us to restrict the processing of your personal data. This means that, while the restriction applies, we may retain your data but generally not otherwise process it.
   
• Right to data portability: You have the right to receive personal data that you have provided to us in a structured, commonly used and machine-readable format and to request that it be transferred to another organisation, where technically feasible. This right applies only where the relevant conditions under the GDPR are met.
   
• Right to object: You have the right to object to certain processing of your personal data where the GDPR provides this right. In particular, you have an absolute right to object to the processing of your personal data for direct marketing purposes.
   
• Right relating to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or similarly significantly affects you.
   
• Right to withdraw consent: Where we process your personal data on the basis of your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
   
• Right to lodge a complaint: If you believe that your personal data has been processed in breach of applicable data protection law, you have the right to lodge a complaint with the competent data protection supervisory authority. In Belgium, this is the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données).

You are generally not required to pay a fee to exercise your data protection rights. We will respond to your request without undue delay and, in any event, within one month of receiving your request. Where necessary, this period may be extended by up to a further two months, taking into account the complexity and number of requests. If we extend the response period, we will inform you of the extension and the reasons for the delay within the first month.

To exercise any of these rights, please contact us at marketing@silenceatwork.be  We may need to request additional information from you to verify your identity and protect your personal data from unauthorised disclosure.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our activities, the way we process personal data, or applicable legal or regulatory requirements.

The latest version of this Privacy Notice will be published on our website and will include the date on which it was last updated.

Where a change materially affects the processing of your personal data or your rights, we will provide appropriate notice before the change takes effect, in accordance with applicable data protection law. Where appropriate, we may notify you directly, for example by email.

We encourage you to review this Privacy Notice periodically to stay informed about how Silence@Work VZW processes personal data.

Updated 24 September 2026