Privacy Policy — SDGForum.be

Last updated: October 2025

The SDG Forum values your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR – EU 2016/679).

This policy explains how we collect, use, store and protect your personal information when you visit our website sdgforum.be, register for the SDG Forum, or interact with us through related communication channels.

1. Data Controller

The Federal Institute for Sustainable Development (FISD)
Rue Ducale 4, 1000 Brussels, Belgium
Email: communication@ifdd.fed.be

FIDO acts as the data controller for all processing activities related to the SDG Forum.

2. What Personal Data We Collect

When you use our website or register for the SDG Forum, we may collect the following information:

  • Identification data: first name, last name, organisation, function
  • Contact data: email address, professional phone number (if applicable)
  • Event-related data: workshop preferences, attendance confirmation for the networking reception, preferred language, and mobility or accessibility requirements
  • Transport information: your chosen means of transport to the event (for sustainability reporting purposes)
  • Technical data: anonymised analytical cookies (see section 7)

We only collect data that is strictly necessary to organise the SDG Forum and communicate relevant information about your participation.

3. Purpose and Legal Basis of Processing

Your personal data is processed for the following purposes:

  1. Event registration and participation
    To manage your registration, confirm attendance, generate your event badge, and communicate practical information before and after the event.
    Legal basis: performance of a contract (Art. 6(1)(b) GDPR)
  2. Communication and updates
    To send you relevant information about the SDG Forum, including confirmation emails, programme details, logistical updates, and a post-event thank-you message.
    Legal basis: legitimate interest (Art. 6(1)(f) GDPR)
  3. Sustainability reporting
    To collect anonymised data on transport modes and catering choices in order to measure and improve the event’s environmental footprint.
    Legal basis: legitimate interest (Art. 6(1)(f) GDPR)
  4. Mailing consent for future editions
    If you explicitly opt in, your contact details may be used to inform you about future editions of the SDG Forum or similar sustainable development initiatives.
    Legal basis: consent (Art. 6(1)(a) GDPR)

4. Data Retention

All personal data collected for the SDG Forum is retained for a maximum of 60 days after the event, after which it is automatically deleted or anonymised, except where legal obligations require longer retention.

Aggregated and anonymised statistics may be kept for evaluation and reporting purposes.

5. Data Sharing

We do not sell or share your data with third parties for commercial purposes. However, your information may be shared with trusted partners directly involved in the organisation of the SDG Forum, solely for operational purposes, such as:

  • Sylvester (event coordination partner)
  • MIXX (registration and mailing platform provider)
  • The Working Group / Brandworks (website support)
  • Square Brussels Convention Centre (venue and on-site logistics)

All partners act under a data processing agreement (DPA) that guarantees GDPR compliance.

6. Your Rights

In accordance with the GDPR, you have the following rights regarding your personal data:

  • Right of access – to know what data we hold about you
  • Right to rectification – to correct inaccurate or incomplete data
  • Right to erasure – to request deletion of your data, within legal limits
  • Right to restrict processing – to limit how we use your data
  • Right to object – to oppose the use of your data for certain purposes
  • Right to data portability – to receive a copy of your data in a structured format

To exercise any of these rights, please contact us at communication@ifdd.fed.be.
We will respond to your request within one month.

7. Cookies and Analytics

The SDG Forum website uses only essential cookies for functionality and basic visitor analytics.

No personal or behavioural tracking cookies are used.

Cookies are stored for a limited time and can be managed through your browser settings.

8. Data Security

We take all necessary organisational and technical measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

Access to your data is strictly limited to authorised personnel and partners directly involved in event management.

9. External Links

The SDG Forum website may contain links to third-party websites (e.g., partners or sponsors).

We are not responsible for the privacy practices or content of these external sites.

10. Updates to This Policy

This Privacy Policy may be updated from time to time to reflect legal, technical or organisational changes.

The most recent version will always be available at www.sdgforum.be/privacy-policy.

Contact

For any questions or requests concerning your personal data:
Federal Institute for Sustainable Development (FISD)
Email: communication@ifdd.fed.be
Address: Rue Ducale 4, 1000 Brussels, Belgium