Privacy declaration

In order to be able to offer you a good service as a local government, we work a lot with personal data. On the basis of this privacy statement, we would like to provide you with more information about the way in which we handle the right to be forgotten gdpr we have.

This privacy statement applies to the processing of personal data by the city and OCMW Dendermonde. We believe it is important to handle your personal data with care, and we do this in accordance with European privacy legislation (the General Data Protection Regulation, abbreviated as AVG or GDPR) and the relevant federal and Flemish legislation.

Definitions

Personal data include all information with which someone can be identify. This can be direct, for example on the basis of a name, national register number or photo. Sometimes it is also possible to indirectly identify a person through a combination of different types of information, for example address, age and gender. All information that can be link to someone in this way fall under the heading of ‘personal data’.

In practice, processing includes any use of personal data, such as collecting, storing, modifying, consulting, disseminating or deleting it. The controller determine which personal data are process, which mean are use and for what purpose this is done. In most cases, the local government is the controller when processing personal data of its residents.

Processors are parties that process personal data on behalf of the controller. As an example, reference can be made here to software supplier that are call upon by the local government.

Principles

We only process the personal data that are necessary for the purpose pursue. We monitor the completeness and correctness of your personal data. In principle, we do not store your data longer than is necessary for the purpose for which it was collect. However, as a government agency, we are often legally oblige to keep your personal data for longer, partly on the basis of archive legislation. It is also possible that your personal data will be further process for scientific and historical research or statistical purpose.

The necessary measures are alway take to protect your personal data. If identification is not require for these purpose, your personal data will alway be pseudonymize or anonymize. We also take the necessary security measures to protect the personal data that we process in an appropriate manner. Your personal data is only accessible to the persons who need it for the performance of their task. Everyone who is involve in the processing of your personal data, both our own employee and external part, is also legally or contractually oblige to treat this confidentially.

Also read: right to be forgotten process

Purposes and processing grounds

Your personal data can reach us in various ways. For example, we can request data directly from you by means of a contact form or certain documents. Another possibility is that we request your personal data from government services that have it.

We only collect and use your personal data if we have established a clear and legitimate purpose for it. More specifically, we only process your data on the basis of the following processing grounds:

• to comply with a legal obligation, for example: keeping data of the inhabitants of the municipality in the population register, scaling the care need at the family care service, processing in the context of a permit application or in the context of the tax administration.
• for the fulfillment of a task of general interest or public authority, for example: to keep residents informed about activities in public spaces, to involve them in the policy of the municipal administration or in the context of non-mandatory allowances for people with disabilities. a certain social status, in order to realize a bicycle reward system through the schools.
• when you have given permission for this, for example: sending newsletters, handling reports or complaints, publishing targeted visual material or placing unnecessary cookies.
• for the execution of an agreement with you, for example: when you register for a cultural or sports activity organized by the local government, or when you borrow something from the technical implementation department.
• to combat a serious threat to your health, for example: cooperation with the emergency services in the event of a disaster or other life-threatening situation.

For the above purposes, and depending on the concrete processing, we may process ‘normal’ personal data. These include:

• social (security) data, for example: information about child benefits, employment, unemployment, pension, living wage, … 
• image and sound recordings, for example: photos, video recording, …

In exceptional cases, we also process ‘special’ personal data, which are more sensitive than ‘normal’ personal data. These personal data can only be process if there is a special legal basis for this. This concerns the following personal data:

• health data, for example: medical report, diagnosis information, treatment, care needs, information about a disability, diet, allergies, …
• political views, for example: political beliefs, membership of a political party, political positions held, voting preference, …
• philosophical or religious beliefs, for example: registration funeral ritual, …
• racial or ethnic data, for example: language skills, relevant information when creating an e-ID, …
• membership of a trade union (union), for example: in the context of the payment of unemployment benefits.

The local government also has the task of processing criminal data about convictions and sentences, in the context of providing extracts from the Criminal Register.

Also read: gdpr case studies