Privacy policy

• Data Protection Notice for WFA members
• Data Protection Notice for non-WFA members

Scope of application

You are now connected to the official web site (“this site”) of the World Federation of Advertisers (“WFA”). WFA maintains this site to enable public visitors (“visitors”) and registered-users to access information about its activities and initiatives.

This privacy policy applies to all visitors and registered users entering this site (“you”), regardless of the physical location of the individual accessing user. By entering this site you are expressly accepting the conditions outlined below. Please note that this privacy policy may be changed and/or amended from time to time and that by re-entering this site you will accept those changed or amended clauses of the privacy policy at the time of re-entry. This privacy policy does not apply to external sites accessible from links offered on this site.

Collection, use and processing of personal data

WFA only collects personal data relating to registered users who voluntarily decided to enter such data and expressly gave their consent thereto. Visitors and registered users are not obliged to enter their personal data on this site. However, access to certain webpages of this site can be restricted to the visitors and registered users who have entered their personal data on this site.

The personal data of the visitors and registered users that WFA collects is:

1. Work email address
2. Title
3. Name and last name
4. Job title
5. Seniority
6. Function
7. Mobile phone number
8. Work phone number
9. Work address
10. LinkedIn URL

When logging in to the registered users’ area, thanks to a username and password, registered users will notably be allowed to:

1. Access, change and update their personal details previously supplied by them to WFA (name, organisation, title, email, address and phone/fax number);
2. Know the personal details of other contacts, from their own organisation only, that WFA interacts with (only name and title);
3. Indicate/change which WFA working groups they belong to;
4. Register for WFA’s working group meetings/events.

WFA is the data controller responsible for the processing of personal data described in this Privacy Policy. The above personal data will be used by WFA for: administrative management tasks (notably to keep its database up-to-date), for logistical purposes (to contact and communicate with visitors and registered users with respect to the working group meetings/events they have registered for), for servicing registered users and helping to keep registered users informed of its activities, and for its own tracking purposes (notably to analyse who logs in and who downloads/accesses parts of this site and documents).

WFA uses the above personal data that visitors and registered users voluntarily supplied to it only for the above specific processing purposes expressly agreed by them and will in no way process or transfer them beyond the limits of this privacy policy. In exceptional cases, should any further processing be required, WFA will only do so after having been given visitors’ and registered users’ explicit consent to process the data further.

Disclosure to third parties/transfer of personal data abroad

Your personal data might be disclosed with WFA’s contractual partners, who have access to your data in order to provide services to WFA (e.g. its online domain/website hosting supplier, its database software supplier). WFA does not disclose or share any personal data about you collected on this site with other entities (except in some exceptional cases and only with your previous explicit consent), without prejudice to any statutory obligation to do so by law, official or court orders.

Your personal data are not transferred to any non-EU country.

IP addresses and Cookies

IP addresses

When visiting this site, visitors’ and registered users’ IP addresses are automatically collected by WFA for system administration and statistical purposes in order to optimize the user experience of this site.

Depending on the circumstances, collected IP address data may allow conclusions to be drawn about users’ interaction with this site. However, WFA does not combine IP addresses with other information on the users and cannot relate IP addresses with the identity of the user. WFA solely use IP addresses as such and is not able to identify specific users by way of IP addresses.

Your IP address is logged when visiting our site, but our analytic software only uses this information to track how many visitors we have.

“Cookies”

Provided that you have accepted the use of cookies, WFA will use the “cookies” to facilitate the use of this site. Cookies are bits of text that are placed on your computer’s hard drive when you visit certain websites. WFA uses first-party cookies to retain registered users’ passwords so that the log-on process is simpler and hassle-free. The cookies that WFA uses are session/temporary cookies with short-term future expiration dates.

As part of Google Analytics, WFA also uses first-party cookies to monitor traffic to this site. The purpose of these cookies is to understand – at an anonymous, statistical level – who our site visitors are, what brings them to the site and what use they make of it. The longest cookie lifespan of these cookies is 2 years.

In addition, you can learn more about controlling the cookies that may be placed in the following web browsers or applications: Chrome, Firefox, Internet Explorer, Edge and Safari.

WFA does not use 3rd party cookies or non-HTTP Local Shared Objects (LSO) cookies such as Flash or Silverlight.

Confidentiality and security

WFA will store your data safely and, therefore, takes all precautionary measures to protect them against loss, abuse or changes. To try to prevent unauthorized access, maintain data accuracy and ensure the correct use of information, WFA has implemented appropriate physical, electronic and managerial procedures to safeguard and secure the information collected on this site. You can obtain more information concerning the confidentiality and security measures in place by contacting WFA at Membership@wfanet.org.

WFA’s employees or any of WFA’s contractual partners who have access to your data in order to provide services to WFA (e.g. its online domain/website hosting supplier, its database software supplier) are contractually obliged to keep such information in confidence and may not use these data for any other purpose than performing their contractual missions for WFA.

Your rights and ways to contact WFA

Stored data will be deleted by WFA as soon as WFA no longer requires it for the purposes concerned. In any event, your personal data will be stored for a maximum period of 3 years.

Conforming to the GDPR and the Belgian data protection legislation, you have the right to withdraw your consent to the processing of your personal data at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To the extent required by applicable law, you have the right to: i) have access to your personal data; ii) the right to have inaccurate data corrected or removed, iii) the right to object to the processing of your personal data; (iv) the right to restrict WFA’s use of your personal data; (v) the right to receive your personal data in a usable electronic format and transmit it to a third party (right to “data portability”); and (vi) the right to lodge a complaint with your local data protection authority.

In particular, WFA is committed to working with you to obtain a fair resolution of any complaint or concerns about privacy.  If, however, you believe that WFA has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority of the EU Member State where you reside or work or where you believe that your rights have been infringed.

In these cases, or if you have any other questions or wishes in connection with your personal data, please contact WFA by sending a letter/fax/e-mail or calling at:

World Federation of Advertisers (WFA)
166 Avenue Louise
1050 Brussels
Belgium
Tel: +32 (0) 2 502 57 40
Fax: +32 (0) 2 502 56 66

Email: info@wfanet.org

Data Protection Notice for WFA members

1. Notice statement

The World Federation of Advertisers (WFA) established 166 Avenue Louise, 1050 Brussels, Belgium (hereafter “WFA” or the “Company”) has prepared this data protection notice (the “Notice”) to describe its practices regarding the collection, use, storage, transfer and other processing of individually identifiable information about you (“Personal Data“).  The Company is the controller responsible for the processing of Personal Data described in this Notice.

2. What personal data we collect and how we use it

2.1 Legal basis

The processing of your Personal Data described in this Notice is necessary for the purposes of the following legitimate interests pursued by the Company entering into a contract with applicant WFA Member organisations and providing the services to which WFA Members Organisations are entitled.

WFA processes your Personal Data in your quality of contact person designated by one of our applicant WFA Member Organisations or one of our WFA Member Organisations.

2.2 What personal data we collect and use

The categories of Personal Data that the Company processes are:

• Personal details and contact information: this includes without limitation name, maiden name and surname, e-mail and telephone details, work address, job title, photograph and LinkedIn URL.

2.3 How we use personal data

Except where restricted by local law, the Company uses the Personal Data listed above for the following purposes.

In particular, the Company uses your Personal Data for complying with its contractual obligations related to:

• Entering into a contract with new WFA Member Organisations: WFA processes the Personal Data of applicant WFA Member Organisations’ contact persons for the purpose of entering into a contract with the respective applicant WFA Member Organisation;
• Communications: upon your WFA Member Organisation joining the WFA’s network and based on your job title, you will be added to different relevant working groups and their contact lists, as well as to the relevant WFA Newsletters. On the basis of this, WFA will be sending invitations to meetings, meeting minutes, requests to fill out surveys and communications related to WFA events and working groups, as well as WFA publications and the relevant WFA Newsletters (Global Newsletter and By Association Newsletter).
• Meeting attendance: Sharing attendee list with members, meeting host and/or sponsors. Sharing attendance and/or meeting photographs on social media channels such as LinkedIn.

3. How we store personal data and who can access it

The Company maintains an automated record of each Member’s Personal Data.  This automated record contains most of the data held in the Member’s file.  Additionally, the Company maintains Personal Data in various digital documents, namely event attendee lists and meeting score records.

The persons and entities that can have access to your Personal Data are:

• All WFA staff based in the offices in Brussels (Avenue Louise 166, 3rd floor), London (4th Floor c/o Hoxton Mix, 86-90 Paul Street, London EC2A 4NE, UK) and Singapore (5 Shenton Way, Level 10, UIC Building. 068808, Singapore).
• Suppliers and external professional services, such as IT systems services.

Where the Company engages a third party processor to process Personal Data on its behalf, such as those listed above, the Company will delegate such processing in writing, will choose a processor that provides sufficient guarantees with respect to technical and organisational security measures governing the relevant processing, and will obligate the processor to act on the Company’s behalf and under the Company’s instructions.  In addition, the Company will impose in writing appropriate data protection and information security requirements on such third party processors.

From time to time, the Company may also need to disclose Personal Data to other parties, such as any organisation with whom the Company co-organises an event. The Company may share Personal Data with these third parties when it is necessary for the purposes of the legitimate interests pursued by the Company as described in this Notice.

4. Security

The Company maintains appropriate technical and organisational measures to protect against unauthorised or unlawful processing of Personal Data and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage to Personal Data.  These measures are aimed at ensuring the on-going integrity and confidentiality of Personal Data.  The Company evaluates these measures on a regular basis to ensure the security of the processing.

5. Data retention

The Company will retain your Personal Data for the duration of the contract with the respective WFA Member Organisation in accordance with applicable legal requirements, and only for as long as necessary for the purposes described in this Notice or as long as required by law or to defend potential legal claims. If you wish to obtain additional information concerning the duration of the contract between WFA and your WFA Member Organisation please contact  membership@wfanet.org.

6. Your rights

To the extent required by applicable law, you have the right to: i) have access to your Personal Data; ii) the right to have inaccurate data corrected or removed, iii) the right to object to the processing of your Personal Data; (iv) the right to restrict the Company’s use of your Personal Data; (v) the right to receive your Personal Data in a usable electronic format and transmit it to a third party (right to “data portability”); and (vi) the right to lodge a complaint with their local data protection authority.

In particular, the Company is committed to working with you to obtain a fair resolution of any complaint or concerns about privacy.  If, however, you believe that the Company has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority of the EU Member State where you reside or work or where you believe that your rights have been infringed.

If you have any questions regarding this Notice or you want to exercise your rights please contact membership@wfanet.org.

7. Notice updates

In case of any material changes to the way in which the Company collects or uses Personal Data, the type of Personal Data it collects or any other aspect of this Notice, the Company will issue a revised Notice.

Data Protection Notice for non-WFA members

1. Notice statement

The World Federation of Advertisers (WFA) established 166 Avenue Louise, 1050 Brussels, Belgium (hereafter “WFA” or the “Company”) has prepared this data protection notice (the “Notice”) to describe its practices regarding the collection, use, storage, transfer and other processing of individually identifiable information about you (“Personal Data“).  The Company is the controller responsible for the processing of Personal Data described in this Notice.

2. What personal data we collect and how we use it

2.1 Legal basis

The processing of your Personal Data described in this Notice is based on your consent.

2.2 What personal data we collect and use

The categories of Personal Data that the Company processes are:

• Personal details and contact information: this includes without limitation name, maiden name and surname, e-mail and telephone details, work address, job title, photograph and LinkedIn URL.

2.3 How we use personal data

Except where restricted by local law, the Company uses the Personal Data listed above for the following purposes.

• Communications: Sending invitations and communications related to WFA events, as well as relevant WFA publications and WFA news (Global Newsletter).
• Meeting attendance: Sharing attendee list with members, meeting host and/or sponsors. Sharing attendance and/or meeting photographs on social media channels such as LinkedIn.

3. How we store personal data and who can access it

The Company maintains an automated record of your Personal Data.  Additionally, the Company maintains Personal Data in various digital documents, namely event attendee lists and meeting score records.

The persons and entities that can have access to your Personal Data are:

• All WFA staff based in the offices in Brussels (Avenue Louise 166, 3rd floor), London (4th Floor c/o Hoxton Mix, 86-90 Paul Street, London EC2A 4NE, UK) and Singapore (5 Shenton Way, Level 10, UIC Building. 068808, Singapore).
• Suppliers and external professional services, such as IT systems services.

Where the Company engages a third party processor to process Personal Data on its behalf, such as those listed above, the Company will delegate such processing in writing, will choose a processor that provides sufficient guarantees with respect to technical and organisational security measures governing the relevant processing, and will obligate the processor to act on the Company’s behalf and under the Company’s instructions.  In addition, the Company will impose in writing appropriate data protection and information security requirements on such third party processors.

From time to time, the Company may also need to disclose Personal Data to other parties, such as any organisation with whom the Company co-organises an event. The Company may share Personal Data with these third parties when it is necessary for the purposes of the legitimate interests pursued by the Company.

4. Security

The Company maintains appropriate technical and organisational measures to protect against unauthorised or unlawful processing of Personal Data and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage to Personal Data.  These measures are aimed at ensuring the on-going integrity and confidentiality of Personal Data.  The Company evaluates these measures on a regular basis to ensure the security of the processing.

5. Data retention

The Company will retain your Personal Data for 3 years, unless you withdraw your consent to the processing of your Personal Data earlier. The Association will retain your Personal Data in accordance with applicable legal requirements, and only for as long as necessary for the purposes described in this Notice or as long as required by law or to defend potential legal claims.

6. Your rights

You have the right to withdraw your consent to the processing of your Personal Data at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To the extent required by applicable law, you have the right to: i) have access to your Personal Data; ii) the right to have inaccurate data corrected or removed, iii) the right to object to the processing of your Personal Data; (iv) the right to restrict the Company’s use of your Personal Data; (v) the right to receive your Personal Data in a usable electronic format and transmit it to a third party (right to “data portability”); and (vi) the right to lodge a complaint with their local data protection authority.

In particular, the Company is committed to working with you to obtain a fair resolution of any complaint or concerns about privacy.  If, however, you believe that the Company has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority of the EU Member State where you reside or work or where you believe that your rights have been infringed.

If you have any questions regarding this Notice or you want to exercise your rights please contact membership@wfanet.org.

7. Notice updates

In case of any material changes to the way in which the Company collects or uses Personal Data, the type of Personal Data it collects or any other aspect of this Notice, the Company will issue a revised Notice.

Privacy policy – for website users

Scope of application

You are now connected to the official web site (“this site”) of the World Federation of Advertisers (“WFA”). WFA maintains this site to enable public visitors (“visitors”) and registered-users to access information about its activities and initiatives.

This privacy policy applies to all visitors and registered users entering this site (“you”), regardless of the physical location of the individual accessing user. By entering this site you are expressly accepting the conditions outlined below. Please note that this privacy policy may be changed and/or amended from time to time and that by re-entering this site you will accept those changed or amended clauses of the privacy policy at the time of re-entry. This privacy policy does not apply to external sites accessible from links offered on this site.

Collection, use and processing of personal data

WFA only collects personal data relating to registered users who voluntarily decided to enter such data and expressly gave their consent thereto. Visitors and registered users are not obliged to enter their personal data on this site. However, access to certain webpages of this site can be restricted to the visitors and registered users who have entered their personal data on this site.

The personal data of the visitors and registered users that WFA collects is:

1. Work email address
2. Title
3. Name and last name
4. Job title
5. Seniority
6. Function
7. Mobile phone number
8. Work phone number
9. Work address
10. LinkedIn URL

When logging in to the registered users’ area, thanks to a username and password, registered users will notably be allowed to:

1. Access, change and update their personal details previously supplied by them to WFA (name, organisation, title, email, address and phone/fax number);
2. Know the personal details of other contacts, from their own organisation only, that WFA interacts with (only name and title);
3. Indicate/change which WFA working groups they belong to;
4. Register for WFA’s working group meetings/events.

WFA is the data controller responsible for the processing of personal data described in this Privacy Policy. The above personal data will be used by WFA for: administrative management tasks (notably to keep its database up-to-date), for logistical purposes (to contact and communicate with visitors and registered users with respect to the working group meetings/events they have registered for), for servicing registered users and helping to keep registered users informed of its activities, and for its own tracking purposes (notably to analyse who logs in and who downloads/accesses parts of this site and documents).

WFA uses the above personal data that visitors and registered users voluntarily supplied to it only for the above specific processing purposes expressly agreed by them and will in no way process or transfer them beyond the limits of this privacy policy. In exceptional cases, should any further processing be required, WFA will only do so after having been given visitors’ and registered users’ explicit consent to process the data further.

Disclosure to third parties/transfer of personal data abroad

Your personal data might be disclosed with WFA’s contractual partners, who have access to your data in order to provide services to WFA (e.g. its online domain/website hosting supplier, its database software supplier). WFA does not disclose or share any personal data about you collected on this site with other entities (except in some exceptional cases and only with your previous explicit consent), without prejudice to any statutory obligation to do so by law, official or court orders.

Your personal data are not transferred to any non-EU country.

IP addresses and Cookies

IP addresses

When visiting this site, visitors’ and registered users’ IP addresses are automatically collected by WFA for system administration and statistical purposes in order to optimize the user experience of this site.

Depending on the circumstances, collected IP address data may allow conclusions to be drawn about users’ interaction with this site. However, WFA does not combine IP addresses with other information on the users and cannot relate IP addresses with the identity of the user. WFA solely use IP addresses as such and is not able to identify specific users by way of IP addresses.

Your IP address is logged when visiting our site, but our analytic software only uses this information to track how many visitors we have.

“Cookies”

Provided that you have accepted the use of cookies, WFA will use the “cookies” to facilitate the use of this site. Cookies are bits of text that are placed on your computer’s hard drive when you visit certain websites. WFA uses first-party cookies to retain registered users’ passwords so that the log-on process is simpler and hassle-free. The cookies that WFA uses are session/temporary cookies with short-term future expiration dates.

As part of Google Analytics, WFA also uses first-party cookies to monitor traffic to this site. The purpose of these cookies is to understand – at an anonymous, statistical level – who our site visitors are, what brings them to the site and what use they make of it. The longest cookie lifespan of these cookies is 2 years.

In addition, you can learn more about controlling the cookies that may be placed in the following web browsers or applications: Chrome, Firefox, Internet Explorer, Edge and Safari.

WFA does not use 3rd party cookies or non-HTTP Local Shared Objects (LSO) cookies such as Flash or Silverlight.

Confidentiality and security

WFA will store your data safely and, therefore, takes all precautionary measures to protect them against loss, abuse or changes. To try to prevent unauthorized access, maintain data accuracy and ensure the correct use of information, WFA has implemented appropriate physical, electronic and managerial procedures to safeguard and secure the information collected on this site. You can obtain more information concerning the confidentiality and security measures in place by contacting WFA at Membership@wfanet.org.

WFA’s employees or any of WFA’s contractual partners who have access to your data in order to provide services to WFA (e.g. its online domain/website hosting supplier, its database software supplier) are contractually obliged to keep such information in confidence and may not use these data for any other purpose than performing their contractual missions for WFA.

Your rights and ways to contact WFA

Stored data will be deleted by WFA as soon as WFA no longer requires it for the purposes concerned. In any event, your personal data will be stored for a maximum period of 3 years.

Conforming to the GDPR and the Belgian data protection legislation, you have the right to withdraw your consent to the processing of your personal data at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To the extent required by applicable law, you have the right to: i) have access to your personal data; ii) the right to have inaccurate data corrected or removed, iii) the right to object to the processing of your personal data; (iv) the right to restrict WFA’s use of your personal data; (v) the right to receive your personal data in a usable electronic format and transmit it to a third party (right to “data portability”); and (vi) the right to lodge a complaint with your local data protection authority.

In particular, WFA is committed to working with you to obtain a fair resolution of any complaint or concerns about privacy.  If, however, you believe that WFA has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority of the EU Member State where you reside or work or where you believe that your rights have been infringed.

In these cases, or if you have any other questions or wishes in connection with your personal data, please contact WFA by sending a letter/fax/e-mail or calling at:

World Federation of Advertisers (WFA)
166 Avenue Louise
1050 Brussels
Belgium
Tel: +32 (0) 2 502 57 40
Fax: +32 (0) 2 502 56 66

Email: info@wfanet.org