Privacy Policy

CNRCSA PRIVACY POLICY

Contact details

Confederation of NATO Retired Civilian Staff Associations (CNRCSA)

Address: NATO Staff Centre, NATO HQ, Boulevard Leopold III, 1110 Brussels

Tel: +32 2 707 2688

1. What is the aim of our Privacy Charter?

Every person (“User”) visiting or using our Internet site at cnrcsa.nato.int  (“the Site”) discloses a certain amount of personal data. This information makes it possible for the CNRCSA and its associations to identify inpidual users (“natural persons”), whether they actually do so or not. Once one or more of these pieces of information link directly or indirectly to you as an inpidual, you can be identified.

We collect and process your personal data in accordance with the relevant legislation. For the purposes of this Privacy Charter, “the Privacy Act (Belgium)” means the Act of 8 December 1992 on the protection of privacy in relation to the processing of personal data. “The Regulation” means Regulation EU 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation), known as the GDPR.

By using the Site, Users state that they are aware of this Privacy Charter and explicitly agree to the collection and processing of their personal data in the manner set out below. The CNRCSA and its associations reserve the right to amend this Privacy Policy at any time. Users will always receive clear information about any material amendment, However, we advise you to consult this text regularly.

2. Who processes your personal data?

2.1. The controller

CNRCSA is responsible for the processing of your personal data and for deciding, alone or jointly with others, which personal data will be collected, the purposes for which they will be processed and the technical and organisational measures relating to the processing of your personal data.

2.2. The processor(s)

CNRCSA may opt to use one or more processors. A processor is a legal or natural person who processes your personal data on behalf of the controller, for example the associations of the CNRCSA. Processors must ensure the security and confidentiality of your data; they always act on instructions from the CNRCSA.

3. What is the basis for processing my data?

In accordance with the GDPR, the legal basis for the CNRCSA to process your data derives from:

  • Your consent, given when you become a member of one of the associations of the CNRCSA;
  • The associations' and the CNRCSA’s specific operational requirements, including provision of information to their members [UdMO1] about its activities and use of its services
  • The need to ensure the sound operational and financial management of the CNRCSA and its associations and maintain its list of members;

4. What personal data do we collect and process?

We collect your data when you sign up to become a member of one of the CNRCSA’s associations. This is data that you provide voluntarily, essentially by completing the membership form. We do not collect any other data without your agreement.

The processing of your data is kept to the strict minimum necessary for the CNRCSA and its associations to carry out their work. Here are the types of data we process:

  • Surname (family name), forename and contact details
  • User ID and password
  • Pension ID[UdMO2] 
  • The institution to which you were last attached and your job description
  • Email address
  • Telephone number
  • Date of birth
  • Gender
  • Nationality
  • Connection details (IP address and location etc.)

The CNRCSA may use cookies to recognise users and offer them a personalised user experience, remember their preferences (choice of language or « user account »), and detect and correct any errors on the Site. For more information on how we use cookies, you can consult our policy statement at [https://cnrcsa.nato.int/cookies/].

5. Why do we collect your data?

The sole purpose of collecting personal data is to enable the CNRCSA and its associations to optimise the services it offers to its members.

The data is processed for the following purposes only:

  • to allow members to access the Site, and to have access to the information and use the services offered on the Site;
  • to communicate with members in the most appropriate way with regard to their membership, with news and information of relevance to them;

With the aim of improving the services offered by the CNRCSA and its associations, certain data may be collected for statistical purposes when you visit our Site, specifically your IP address, the region, date and time of your visit and the pages you consulted. By visiting the Site you explicitly agree to the collection of these data for statistical purposes.

6. Who sees your personal data?

Your personal data will be used solely for the CNRCSA and its associations internal purposes. This means they will never be given or sold to a third party without your explicit prior consent.

The CNRCSA and its associations have taken every possible technical and organisational measure to prevent a breach of your data. Access to databases containing personal data is restricted to duly authorised persons who have a legitimate need to access this information.

7. How long will your data be stored?

Your data will be stored for as long as is necessary for the specified purposes.

It will be removed from our database as soon as it is no longer needed for the specified purposes, if you give up your membership or if you have duly exercised your right of erasure.

8. What are your rights?

8.1 Fair and lawful processing

Your personal data will always be processed in accordance with the legitimate purposes described in point 5.  It will be collected and processed in such a way as to ensure that it is adequate, relevant and not excessive, and will be held for no longer than is necessary to achieve the specified purposes.

8.2 Right of access

You have the right to obtain information on the processing of your data, the purposes for which it is being processed, the categories of data concerned, the criteria used to determine how long the data will be stored, and the rights you can exercise over your data.

8.3 Right to rectification

Inaccurate or incomplete personal data can be corrected. It is up to the User in the first instance to correct the data on-line or by making a written request to that effect.

8.4 Right to erasure (right to be forgotten)

You also have the right to have your personal data erased, in the following cases:

  • Your personal data is no longer necessary in relation to the purposes for which it was collected;
  •  You withdraw your consent to the processing and there is no other legal basis for the processing;
  •  You have validly exercised your right to object;
  • Your data has been unlawfully processed;
  • Your data has to be erased for compliance with a legal obligation.

8.5 Right to restriction of processing

In some cases you have the right to request that the processing of your data be restricted, for instance where you contest the accuracy of the data or the data is needed for the purposes of legal proceedings.

8.6 Right to object

You also have the right at any time to object to the processing of your personal data.  The CNRCSA and its associations will then stop processing the data unless it can show compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

8.7 Right to data portability

You have the right to receive all the personal data you have provided to us in a structured, commonly used and machine-readable format, and have the right to transmit this data to another person, or have it transmitted, unless this is not technically feasible.

9. How can I exercise my rights?

In order to exercise your rights you should send us a request in writing and proof of identity, either by registered post addressed to: CNRCSA, NATO Staff Centre, NATO HQ, Boulevard Leopold III, 1110 Brussels, or by email to This email address is being protected from spambots. You need JavaScript enabled to view it..  We will reply as soon as possible, and in any case within a month of receiving the request.

10. Making a complaint

If you are not satisfied with the CNRCSA and its associations’ processing of your data, you have the right to lodge a complaint with the Data Protection Authority (http://www.privacycommission.be).