EFQM Privacy Policy

As a fully independent organisation, EFQM (EFQM, we, us) is committed to meeting customer needs at the highest quality level in the most efficient way. We owe our success to our culture, our reputation and the trust placed in us by our customers. This is also shown in our updates, newsflashes and events.

In order to send you these updates and newsflashes and to invite you for events regarding matters of your particular interest (the Mailings), we process your personal data in our client relation management (CRM) systems. In this Privacy Policy we set out what personal data we collect and use, for what purposes and to whom your personal data may be disclosed by us in the context of these Mailings. Further, this Privacy Policy includes important information regarding your rights with respect to the processing of your personal data. Therefore, we encourage you to read this Privacy Policy very carefully. This Privacy Policy forms part of our broader privacy statement.

From time to time, we may need to change this Privacy Policy. The most recent version of this Privacy Policy is available on our website. In case of important changes of our Privacy Policy, we will inform you on these changes.

Whose personal data do we collect?

In the context of our Mailings, we collect your personal data because you are our client or other valued contact.

How do we collect your personal data and why?

We may collect information about you: 

  • directly from you, such as the information you provided to us when you opted-in for our Mailings; 
  • from other sources, such as your (former) employer or colleagues; 
  • from publicly available sources such as LinkedIn or the corporate website of the organization you are working for; and 
  • by means of cookies (that are placed when you opt-in for our Mailings and in any of our Mailings). For more information on the cookies we use in this respect, please see below.

We have two legal basis for processing your personal data with respect to our Mailings: your consent or our legitimate interest if you are our client. Our legitimate interest translates into our objective to communicate relevant developments and to invite our valued clients and contacts (and their partners) to events. We also aim to only send relevant Mailings, to personalize our Mailings, and to keep our database up to date. Furthermore, we use the information provided by you to better understand the recipients of our Mailings and to improve our Mailings and service offering. Below we have schematically set out what personal data we collect about you and for what purposes.

  • Name (initials)* - to correctly address our mailings
  • address (business & private) - to contact you
  • position or profession - to correctly address you and to customise our mailings
  • Title(s) - to correctly address you
  • Email address* - unique identifier in the EFQM Webshop and Knowledge Base & to contact you and send you our emailings
  • Telephone, mobile and fax numbers - to contact you
  • Gender - to correctly address you
  • Company or organisation - to reflect your company or organisation on your name badge and to link you to our business relations
  • Name of your partner - to invite your partner to our events (if appropriate)
  • Link to your LinkedIn page - to keep your personal data up-to-date
  • Your contact person at EFQM - to correctly address you and to customise our mailings
  • Areas of interest - to customise our mailings and include you on the correct maling lists
  • Marketing lists in which you are included based on your areas of interest - to customise our mailings
  • (previous) mailings you have been sent by us - to monitor the correctness of sent mailings and the use of the correct contact details and to analyse our mailings
  • dietary requirements - to adapt the menu that we may offer during our events and training
  • contact details of your secretary - to contact you
  • we may also register when we are informed that you are deceased - to keep the date we collect p-to-date and to ensure that you no longer receive undesired mailings
  • opt-in/opt-out for marketing materials - to correctly ergister and follow-up any opt-in or opt-out that you have indicated to us, in order to ensure our mailings are customised to your expressed wishes and the ensure that you no longer receive undesired mailings
  • opt-in/opt-out for other mailings - to correctly register and follow-up any opt-in or opt-out that you have indicated to us  In order to ensure our mailigs are customised to your expressed wishes and to ensure that you no longer receive undesired mailings
  • whether you have opened the mailing and/or clicked on any links included in the mailing - to analyse wheter our mailings are well-read and to improve our (future) mailings

We are required to process the personal data marked with an asterisk (*) in order to be able to send you the Mailings. Of course, you may refuse to give us certain of these personal data. Please keep in mind that this may result in us being unable to send you the Mailings or to correctly address you in these Mailings.

With whom do we share your personal data?

In the context of the purposes as listed above, we may share your personal data with third parties, such as parties that help us organise or host our events and researchers that help us analyse our Mailings.

We will ensure that, where relevant, contractual safeguards are implemented to ensure the protection of your personal data when disclosing your personal data to a third party. For example, we will enter into data processing agreements with relevant parties (providing for restrictions on the use of your personal data and obligations with respect to the protection and security of your personal data).

As a general rule, we do not share your personal data as set out above with other parties located in countries outside the European Union, which countries may offer a lower level of data protection than in Belgium. This may, however, be different in the event that we organise an event in a country outside the EU and, hence, the host of our event is located in such country.

In such case, it shall be ensured that adequate measures are taken to ensure adequate protection of your personal data in accordance with applicable data protection legislation. Generally, we will enter into the Standard Contractual Clauses (as approved by the European Commission) with the recipient of your personal data.

How long do we store your personal data?

We will store your personal data as listed above until the moment you have informed us that you no longer wish to receive our Mailings, we cease the sending of the relevant Mailings, or it appears that your email address is no longer in use (for example when we receive a filed delivery notification). Information relating to your partner or your dietary requirements will be deleted when the particular event has taken place and we no longer need that information.

What are your rights and how you can exercise them?

Please note that you can always unsubscribe from our Mailings or change your preferences by clicking the subscribe or unsubscribe link at the bottom of every Mailing. Further, you have the right to: 

  • information about and access to your personal data; 
  • rectify your personal data; 
  • erasure of your personal data (‘right to be forgotten’); 
  • restriction of processing of your personal data; 
  • object to the processing of your personal data; 
  • receive your personal data in a structured, commonly used and machine-readable format and to (have) transmit(ted) your personal data to another organisation.

To exercise your rights, please contact our Corporate Information Security Officer. You will find his contact details at the bottom of this Privacy Policy.

Finally, you have the right to lodge a complaint with the relevant Data Protection Authority, such as the Belgian Privacy Commission.

Use of cookies in Mailings

Our Mailings make use of tracking cookies by Click Dimensions to track visitor statistics. We use these statistics to continuously improve our Mailings, and thus offer you relevant content.

If you opt in to our Mailings, downloading images or clicking on a link in any of these Mailings will cause you to be personally identified. This means we can see whether you open our Mailing. If you wish to avoid this tracking, you can unsubscribe from our Mailings or customise the settings of your browser so that it refuses cookies.

Most web browsers automatically accept cookies, but you can usually customise the settings of your browser so that it refuses cookies. You must set your settings for each browser and on each computer you use. Click on the name of your browser to read how to customize your settings:

  • Internet Explorer
  • Mozilla Firefox
  • Apple Safari
  • Google Chrome


If you have any questions, comments or complaints in relation to this Privacy Policy or the processing of your personal data by us in the context of the Mailings, please feel free to contact your regular contact within our organization or our Corporate Information Security Officer via info@efqm.org or +3227753511.

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