Disclaimer and privacy policy

MSF Belgium Privacy Notice

About this Policy

At MSF Belgium we make sure we protect the information you give us.

References to “we” or “us” are to MSF Belgium (Charity Registration Number: 421.446.093).

We collect information that helps us make informed decisions, fundraise more efficiently and give you the best possible experience on our Belgian website and from our communications in conformity with the General Data Protection Regulation 2016/679.

This privacy policy sets out how MSF Belgium collects, uses and stores personal data, including via its website.

When do you collect information about me?

We collect information:

• when you give it to us directly
• when you give it to us indirectly
• when you give it to us via social media
• when you use our websites or as

DIRECTLY

You may give us personal information when you: donate, sign up for one of our events, communicate with us, request a speaker, sign up for email newsletters and leave a comment on our social media accounts.

INDIRECTLY

We may get your personal information via a fundraising organisation or platform (eg iRaiser or iGive) if you’ve told them that you’re supporting MSF Belgium and with your consent. Please check their privacy policies when you give them your information.

SOCIAL MEDIA

We may get information about you from your social media accounts or services. Facebook and Twitter are examples. We can do this if you’ve set your account settings to give us permission. Please check your settings and their privacy policies for more details.

In some cases we hold publicly available information from social media channels (such as social media handles or number of followers) on our social customer relationship management system ‘Prezly’. This provides us with an overview of who drives the conversation on topics that relate to our work. Should we want to reach out to a particular social media handle we would do so using the contact information they have provided publicly.

OUR WEBSITES AND APPS

We use “cookies” help us improve the performance of our Belgian website and campaigns.

Cookies are small text files that websites send to your computer (or phone or tablet). They save and store information about how you use the website.

We use them to give you a tailored experience on our website. They make using our sites faster and easier. For example, a cookie helps the site ‘remember’ which kind of the device you use as you navigate through the site (iPhone, laptops,..).

Our website also uses web third-party cookies that allow us to track conversions and activity on our website as well as generate advertisements that appear on Facebook, for example, and other search engines like Google for you and other potential users. Such third party cookies may collect or receive information through your use of our websites to provide advertisements and allow it to create lookalike audiences. We don't collect personal information via these cookies.

Paramètres des cookies

What information do you collect?

If you contact us for any reason we'll usually collect your:

• name
• email
• phone number
• Address
• Gender
• Preferences based on the content visited.
• language

When you donate we may also ask for:

• Your bank or credit card details (which are stored under legal obligations).
• date of birth through our face-to-face fundraising to check you’re over 18.
• Donations you have made
• The date and source of the donation

When you sign up for a survey or fundraise for us we may also ask:

• what your interests are eg medical interests or countries we work in
• which age bracket you’re in
• what social media channels you use
• information of health status for sport events in support of MSF
• information about your educational background

If you sign up for our Access campaign website your data will be collected by our Geneva office. Please read their policy to find out more about how they look after your data.

How do we use your information

We use your data to:

• deal with your enquiries and requests
• process and acknowledge your donations
• keep a record of your engagement with us
• send you updates, marketing and fundraising communications
• understand how we can improve our services and information
• analyse and improve our fundraising activity

We won’t sell your details to any third parties or other charities.

How we use your data depends on why you’re providing it:

ONLINE FORMS AND EMAILS

We’ll use your personal information to respond to your questions, requests or register you for events.

SURVEYS

We use surveys to understand who visits our websites and how they use it, helping us to create better content for you and make our websites easier to use.

We may ask for your email address if you’re happy to be involved in future surveys or testing. We’ll only use this to ask you to help us with these types of requests.

DONATIONS

We use your information to process and keep a record of your donation. We also use it to claim Gift Aid if you've selected this option.

DIRECT MARKETING

We use direct marketing to let you know what MSF is doing and how your support makes a difference. We may use it for emergency fundraising or to ask for other support. We'll always respect your preferences and endeavour to send you information that you’ll find interesting, in the format you prefer.

We'll send you direct marketing by post, e-mail, SMS and phone unless you indicate that you don't want to hear from us this way. We send these communications on the basis of it being within our legitimate interests to do so or if you've consented to receive this.

The types of marketing that you can expect to receive from MSF include:

• Our MSF Magazine
• Email updates
• Emergency appeals
• Event invites

Our email direct marketing has ways to opt out or update your preferences in the footer of each email. You can opt out at any time.

If you don’t want to hear from us, that’s fine. Just let us know on +32 2 474 74 74 or at dpo@brussels.msf.org

SOCIAL MEDIA

We may use publicly available information from your profile to target you with specific posts that may interest you.

We’ll never ask for personal or sensitive information on social media. We may repost or share your posts on social media if it relates to MSF and our work.

We may respond to questions, queries or comments left on our social media channels. We may use information found on your profile to help us answer these.

Check your social media accounts if you want to change the information you make public.

Our websites use sharing buttons which share our web pages to social media platforms. Use these buttons at your own discretion.

Social media platforms may track these shares through your accounts.

Who has access to my data?

TRAINED STAFF

Your information is only accessible by trained staff, volunteers and contractors. We regularly review who has access to your information.

We do comprehensive checks on any contractors before we work with them. We always put a contract in place that sets out how they manage the personal data they collect or have access to.

DATA PROCESSORS

We use other companies to help us manage and store personal data and to carry out certain activities on our behalf. Our main data processors are listed below, but we may enlist the services of others from time to time:

• Black Tiger – our donation processing partner
• IRaiser our online donation tool
• IGiver our peer-to-peer platform
• Mailchimp our newsletter tool
• Ingenico, Atos / Worldline that allows online payment
• SocialBakers our Social Media analytics tool
• Google analytics our website usage analytics tool
• Facebook
• Twitter
• Instagram
• Hubspot
• Prezly
• Mollie
• Streamlabs
• Stripe
• Paypal
• FamousGrey, our partner voor prepaiddonations.be

We’ll only disclose your personal data to third parties, with your consent, when we have to do so by law, for example to authorities.

How do we keep your information safe?

We use appropriate technical and organizational measures and precautions in order to protect your personal data and to prevent the loss, misuse or alteration of your personal data.

We have lots of technical measures, eg we encrypt our online forms and routinely monitor our network and we use industry standard SSL certificates .

While we make sure to keep your data safe, no data transmission over the Internet is 100% secure. We can't guarantee the security of any information you send us and you do so at your own risk.

How long do we keep your information?

We keep your information for no longer than it’s necessary for the purposes for which the personal data are processed

If you request to receive no further contact from us, we'll keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future.

Our legal basis for processing personal data

Organisations need a lawful basis to collect and use personal data under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal data). Four of these are relevant to the types of processing that MSF carries out.

This includes information that is processed on the basis of:

• A person’s consent (eg to send you direct marketing by e-mail or SMS);
• Processing that is necessary for compliance with a legal obligation (eg to process a gift aid declaration); and
• Our legitimate interests (please see below for more information).

Personal data may be legally collected and used if it's necessary for a legitimate interest of the organisation using the data, as long as its use is fair and doesn't adversely impact the rights of the individual concerned.

Our legitimate interests include:

• Charity Governance; including delivery of our charitable purposes, statutory and financial reporting and other regulatory compliance purposes;
• Administration and operational management; including responding to solicited enquires, providing information and services, research, events management, the administration of volunteers and employment and recruitment requirements.
• Fundraising and Campaigning; including administering campaigns and donations, and sending direct marketing, thank you letters by post and fiscal deduction attest.

If you'd like to change our use of your personal data in this manner, please get in touch with us using the details below.

How can I change my information and can I access it?

Contact us at dpo@brussels.msf.org if you'd like to:

• Update your personal information
• Change your personal information
• Change your contact preferences

When do you update this notice?

We change this Privacy Notice when we need to. If we make any significant changes in the way we treat your personal information we’ll make this clear on our websites

This privacy notice was prepared to be as comprehensive as possible, but it doesn't include an exhaustive list of every aspect our collection and use of personal information. However, we'd be happy to provide any further information or explanation about our practices.

If you’ve any questions, comments or suggestions, please let us know by contacting us.

MSF Belgium Privacy Notice to job applicants (HQ positions)

DOCTORS WITHOUT BORDERS ASBL/VZW (“MSF”), with registered offices at 1050 Brussels, rue de l’arbre bénit, 46, Belgium and registered with the Crossroads Bank for Enterprises under the number 0421.446.093, acting as data controller, processes and uses personal data pertaining to individuals applying to jobs in MSF Headquarters (hereinafter collectively referred to as “Applicants”), in compliance with applicable data protection laws, including the European Regulation 2016/679 of 27 April 2016 called the General Data Protection Regulation (“GDPR”).

This privacy notice sets out:

·       why and how is MSF collecting personal information about Applicants

·       which data is MSF collecting about Applicants

·       how MSF protects Applicants Data and

·       for how long this information is retained.

1.     Why is MSF collecting Applicants Data

MSF collects data from Applicants, electronically or non-electronically, and all information that help to make informed decisions for the selection of Headquarter staff and for attracting the right competencies needed in Brussels office. Besides, MSF seeks to give the applicant the best possible experience when using its Belgian website or when communicating with MSF.

2.     Our legal basis for processing Applicants Data

Organisations need a lawful basis to collect and use personal data under data protection law. Applicant Data is processed by MSF on one or more of the following legal ground:

·       Necessary for the performance of a contract or prior to entering into contract

·       In the framework of the legitimate interests of MSF, such as, but not limited to, a careful and reliable administration and operational management, recruitment and related Human Resources activities, as long as its use is fair and doesn't adversely impact the rights of the individual concerned.

3.     How does MSF collect Applicants Data

When an Applicant applies for a job by sending an email to MSF his/her application, the initial information comes from the Applicant concerned. The data collected is then included and stored in the MSF servers, the purpose of which is to manage MSF selection processes.

MSF may also receive or generate data about the Applicant from referee(s), when carrying out background checks or when searching for potential candidates from third party sources such as job sites.

Finally, MSF uses third-party cookies to improve the performance of its websites, to track conversions and activity, and to give a tailored experience to the one using them. Such cookies may collect or receive information to provide advertisements and to create lookalike audiences.

Note that MSF does not collect personal information via these cookies.

4.     Categories of personal data processed as Applicant Data

During the application and selection procedures, MSF only asks for details for assessing the Applicant's suitability for the job he or she applies for. For the abovementioned purposes, Applicant Data processed by MSF may include the following categories:

·       personal identification data, such as the name and address;

·       electronic identification data, such as email address and mobile phone number;

·       personal details, including date and place of birth, languages spoken, nationality, gender and civil status, immigration status;

·       specific job application data such as CV, education details and diploma, career related data, including training, professional experience, certification, etc.;

·       result of the personality and language test carried out during the recruitment procedure;

·       affiliation / participation in professional organizations;

·       publications;

·       data related to publicly accessible social network;

5.     How is MSF using Applicant Data

MSF uses Applicant Data to:

·       process applications for employment at MSF

·       perform survey, analysis and statistic

·       deal with your enquiries and requests

·       keep a record of one's engagement with MSF

·       understand how MSF can improve its services information and activities and adapt HR marketing initiatives

MSF does not sell personal data to any third parties or other charities.

6.     Who has access to Applicant Data

For the abovementioned purposes, Applicant Data may be disclosed to, and possibly processed by MSF’s personnel who have a need-to-know about the Applicant Data at stake, all bound by a confidentiality agreement. We regularly review who has access to your information.

MSF does comprehensive checks on any contractors before working with them. MSF always puts a contract in place that sets out how they manage the personal data they collect or have access to.

MSF only discloses personal data to third parties, with the consent of the concerned individual, when MSF has to do so by law, for example to authorities.

7.     How is Applicant Data Protected

MSF uses all reasonably possible technical and organisational measures and precautions in order to protect personal data and to prevent the loss, misuse or alteration of personal data, such as online forms encryption, routine monitor of the network and industry standard SSL certificates.

8.     How long does MSF retain Applicant Data

MSF retains information for no longer than it’s necessary for the purposes for which the personal data are processed. A job applicant’s personal data will be retained for a maximum of 4 weeks after the end of the job application procedure. During this lapse of time, If MSF wishes to retain certain personal data of a rejected Applicant, the latter is fully informed, thus leaving the Applicant the possibility to opt out from this new treatment.

MSF may maintain a list of rejected Applicants with a limited number of data that cannot exceed what is strictly necessary and/or justified for keeping a record of the application (e.g. name, date, post applied for)

9.     What are the Applicant’s rights and who to contact

Applicants have the right at any time to contact MSF to:

·       access their data;

·       rectify their data that are inaccurate and/or incomplete;

·       have their data erased under certain circumstances;

·       restrict or object to the processing of their data;

·       receive the data, which they have provided, in a structured, commonly used and machine readable;

·       format and transmit them to another controller if they want so, when based on their consent and/or the performance of the contract;

·       receive more information about the safeguards in case of international data transfers; and

·       lodge a complaint with the Belgian Data Protection Authority or another EU supervisory authority if they think that MSF has not acted in line with the applicable data protection laws (rue de la Presse, 35, 1000 Bruxelles, – tél. +32 2 274 48 00 – email: contact@apd-gba.be).[1]

The contact person at MSF for further information about these rights is: dpo@brussels.msf.org

10.  Changes to this notice

MSF may amend this privacy notice from time to time as needed, notably to comply with changes in any applicable laws, regulations or requirements introduced by data protection authorities.

Any significant changes in the way MSF treats personal information will appear on our websites.

10. Changes to this notice

MSF may amend this privacy notice from time to time as needed, notably to comply with changes in any applicable laws, regulations or requirements introduced by data protection authorities.

Any significant changes in the way MSF treats personal information will appear on our websites.

Discharge

Médecins Sans Frontières cannot be held liable for any errors, omissions or for the results that may be obtained from the use of this information. Médecins Sans Frontières is only bound by an obligation of means regarding the information it makes available to persons visiting its website. 

Furthermore, the use of hypertext links may lead visitors on our site to other servers, on which Médecins Sans Frontières has no control. MSF does not guarantee permanent access to its site, the absence of errors or the proper functioning of the website. 

COPYRIGHT

The website, including text, layout, graphics, presentation, logos, software and other elements of this website, is protected by intellectual property rights of Médecins Sans Frontières or others, such as the rights of copyright, related rights, database rights and trademark rights. 

Any reproduction, diffusion, sale, distribution, publication, adaptation, translation, processing or use, even partial, of this website is prohibited without prior written consent of MSF.