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Break The Ice

Privacy Policy

Last update: 10 October 2024

Welcome to Break The Ice Connect and Break The Ice Forum.

Because we value your privacy, Break The Ice is committed to protecting your privacy and ensuring the security of your personal data.

The Controller of your Personal Data is Break The Ice SRL, a company having its registered office in Belgium at B-1950 Kraainem, Mechelsesteenweg 455/2 and registered with the Crossroads Bank for Enterprises under number 0717.674.294.  

For any questions regarding the processing of your Personal Data, please send us an email at hello@breaktheiceforum.com.

This Privacy Policy contains the following information:

1. Scope

This Privacy Policy outlines how we collect, use, store, and disclose your information when you use our services, including participation in the Break The Ice Forum and on the Break The Ice Connect platform.

Therefore, this Policy describes how we process information relating to identified or identifiable natural persons (Personal Data) and your rights, i.e., when taking part to the Break The Ice Forum and using the Break The. Ice Connect Platform.

This Policy was last updated on the above date. It may be adapted from time to time so please check it regularly. Any significant changes to this Privacy Policy will be notified to you or clearly mentioned on the home page of the Websites.

Concepts such as “processing”, “controller”, “processor”, “data subject”, “personal data”, etc. have the meaning given in the General Data Protection Regulation (GDPR) (Regulation 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). The GDPR is available here: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32016R0679

2. Purposes of the processing

Your Personnal Data are only processed for the following purposes:

  • Service Provision: To provide, maintain, and improve our platform and services.

  • Personalization: To tailor content and experiences to your preferences.

  • Communication: To contact you with information about your account, updates, newsletters, to keep you posted about the development of the activities of Break The Ice, and other relevant information.

  • Event Management: This includes session planning, accommodations, and travel logistics for your participation in the Break The Ice Forum.

  • Business Information Sharing: To compile and share information about you and your business with other participants and stakeholders to facilitate networking and business opportunities before, durin, and after the event, and not limited to the event itself. For instance, will share the information disclosed on the website with suppliers and buyers who are participating in the Break The Ice Connect Platform and Forum. This sharing of information is intended to facilitate networking, business opportunities, and other interactions between participants.

  • Security: To protect our platform, prevent fraud, and ensure the security of our services.

  • Legal Claims: To allow us establishing, exercising or defending legal claims.

With a view to allow us providing our services, you have to share certain Personal Data with us, which are necessary to the performance of these services:

  • As attendees, the Personal Data allowing us to process your registration to our Break The Ice Forum events;

  • As users, the Personal Data with a view to manage our contractual relationship with you, i.e. mainly informing you about the services provided by the Break The Ice Platform;

  • As a supplier, we need certain Personal Data with a view to manage our contractual relationship with you, i.e. mainly to engage with the Break The Ice Forum or the Connect platform.

3. Legal Basis for Processing Personal Data

We process your personal data on the following legal bases:

  • Contractual Necessity: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract. We only collect those data which are necessary to perform such activities.

  • Legitimate Interests: Where processing is necessary for our legitimate interests. This is i.a. the case when we process your Personal Data with a view to communicate with you or inform you about our services similar to those for which we already worked together. Under these circumstances, our legitimate interest is to carry on and develop our business. This instance includes “direct marketing”, i.e. using your email address to send you communications regarding opportunities you might be interested in, because already have been working together (either as a candidate or a client). You always have the opportunity to oppose to such communications (see article 6).

  • Consent: Where you have provided your consent for specific processing activities, for instance when you subscribe to our newsletter without working for us as an attendee, user, supplier or buyer, or when we send you information on other topics than those for which we already worked together. Once you gave your consent, you can withdraw it any time.

  • Legal Obligation: Where we are required to process your personal data to comply

    with a legal obligation.

4. Categories of data collected by Break The Ice

4.1. Personal Information

When you register or use our services, we (may) process Personal Data. These data include inter alia:

  • Contact Information: Name, email address, phone number, and mailing address.

  • Professional Details: Job title, company name, industry sector, and business interests.

  • Account Information: Username, password, and other credentials used to access the platform.

  • Event Participation: Information related to your participation in the Forum, such as session attendance, travel details, and accommodation preferences.

  • Any additional information provided by you on a voluntary basis.

4.2. Usage Data

We collect data on how you interact with our platform and services, including:

  • Log Data: IP address, browser type, browser version, pages visited, time spent on pages, and other diagnostic data.

  • Device Information: Type of device, operating system, and mobile network information.

4.3. Cookies and Tracking Technologies

There are different types of cookies that we (may) collect on our websites.

We may use functional and analytical cookies, beacons, tags, and scripts to:

  • Enhance User Experience: Customize your experience on our platform.

  • Track Usage: Monitor and analyze usage patterns and trends.

  • Marketing and Advertising: Deliver relevant advertising and marketing communications based on your interests.

We also use cookies that you won’t be able to refuse as they are strictly required for the website to function. Those are the mandatory and performance cookies.

To find out more about cookies, visit our Cookie Policy here.

5. Recipients of the Personal Data and transfer to other countries

For the purposes described in Article 3, we (may) transfer your Personal Data to third parties (the « recipients »). This includes third-party service providers who assist us in operating our platform and providing services, such as:

  • Event Management Companies: For organizing and managing the Forum.

  • Payment Processors: For handling payments and financial transactions.

  • Marketing Partners: For delivering newsletters, surveys, and promotional materials.

  • ICT infrastructure: For the hosting of the website and the technical management of the website.

Your Personal Data shall never be shared with business partners for commercial purposes, unless with your consent.

6. Duration of the storage of the Personal Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. This includes retaining your data to comply with legal obligations, resolve disputes, and enforce our agreements.

7. Your rights with respect to your Personal Data

As a data subject under GDPR, you have several rights concerning your Personal Data. If you wish to exercise any of these rights, please contact us at the details provided in this Privacy Policy.

7.1. Right of Access

You have the right to obtain from EARS confirmation as to whether your Personal Data concerning are being processed and, where that is the case, access to the personal data and information regarding their processing.

7.2. Right to Rectification

You can request that we correct any inaccuracies in your personal data.

7.3. Right to Erasure

You can request that we delete your personal data.

7.4. Right to Restrict Processing

You have the right to obtain restriction of processing. In such case, we will only be allowed to store your data to the exclusion of any other processing.

7.5. Right to Data Portability

You can request that we provide your personal data in a structured, commonly used, and machine-readable format, or transmit it to another controller.

7.6. Right to Object

You have the right to object to processing of Personal Data concerning you. When your Personal Data are processed for direct marketing purposes, you can object their processing at all times.

7.7. Right to Withdraw Consent

Where you have provided consent for data processing, you have the right to withdraw your consent at any time, , without such withdrawal affecting the lawfulness of processing based on consent before its withdrawal.

7.8. Right to lodge a complaint with the Data Protection Authority.

You have the right to lodge a complaint with the Data Protection Authority, at the conditions and within the limits set by the GDPR and any other legislation applicable to the processing of Personal Data.

AutoritĂ© de protection des donnĂ©es 
Rue de la Presse, 35, 1000 Bruxelles 
Tel: +32 (0)2 274 48 00 
Email: contact@apd-gba.be