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Privacy Policy

This privacy policy explains in detail the types of personal data we may collect from you when you visit our website.

Personal data we process

The Confederation of European Probation (CEP) respects your privacy and ensures that the personal information you provide is treated confidentially. This Privacy Policy explains what personal data we collect, for what purposes, on which legal grounds, how we protect your data, and what your rights are.

Personal Data We Process CEP only processes the minimum amount of your personal data necessary to achieve the intended purposes. We request your explicit consent where required and have taken appropriate technical and organizational measures to ensure your personal data is secure. We do not share personal data with third parties unless necessary for the purposes described below or when legally required. We fully respect your rights regarding your personal data and will always inform you about them.

If you have any questions about this or if you wish to contact us, see our contact details at the end of the document.

Personal data we process:

  • First and last name
  • Gender
  • Address details – personal and organisational 
  • Phone number
  • Email address
  • Data of the emergency contact
  • IP address
  • Location data
  • Data about your activities on our website
  • Internet browser and device type

Please note: Although personal data cannot be actively submitted on our website through forms or comments (except via specific registration or application forms), we may automatically collect certain information such as IP addresses, browser details, and user activities through cookies and analytics tools. These are considered personal data under the GDPR.

We do not process any special or sensitive personal information.

Our website and/or services do not intend to collect data from visitors under the age of 16 without parental or guardian consent. However, we cannot verify the age of visitors. We encourage parents to be involved in their children’s online activities. If you believe that we have collected personal data from a minor without appropriate consent, please contact us at secr@cep-probation.org, and we will delete this information.

Data we collect

Purposes and Legal Grounds for Processing Personal Data CEP processes your personal data for the following purposes:

  1. Handling payments for events – Legal basis: Execution of a contract
  2. Registration and participation in CEP activities and events – Legal basis: Execution of a contract
  3. Sending newsletters, newsflashes, and event invitations – Legal basis: Consent
  4. Processing web forms (e.g., membership registration, bursary applications, general inquiries) – Legal basis: Execution of a contract or consent
  5. Website analytics and improvement – Legal basis: Legitimate interest (improving our website and user experience)

If you no longer wish to receive our newsletter, please use the unsubscribe option in the email or contact us at communication@cep-probation.org.

How long we retain personal data

CEP does not retain your personal data longer than strictly necessary. In general, personal data is retained for up to seven (7) years, particularly where required by law (e.g., tax and accounting regulations). Retention periods may vary depending on the type of data and applicable legal obligations. After this period, your personal data will be securely deleted or anonymized.

Sharing personal data with third parties

The Confederation of European Probation (CEP) only shares your personal data with third parties when necessary to:

  • Organize events (e.g., sharing accommodation lists with hotels, sharing travel details for transfers)
  • Comply with legal obligations
  • Support website hosting, newsletter distribution, surveys, and accounting (via processors)

We always enter into processor agreements with third parties that process your data on our behalf to ensure an adequate level of security and confidentiality.

Personal data is never shared for commercial purposes. Where applicable, data may be transferred to countries outside the EU/EEA. In such cases, we ensure appropriate safeguards (e.g., Standard Contractual Clauses) are in place.

Cookies or similar technologies we use

The Confederation of European Probation (CEP) uses only technical, functional, and analytical cookies that do not infringe on your privacy. Cookies are small text files stored on your device to ensure the proper technical functioning and user experience of our website. They help us remember your preferences and improve the website.

You can disable cookies via your browser settings and delete previously stored cookies.

Google Analytics We use Google Analytics cookies to collect anonymized data about website usage. This helps us improve the website. We do not attempt to identify individual visitors, nor do we combine this data with other personal information.

You can opt out of Google Analytics tracking via this link: https://tools.google.com/dlpage/gaoptout?hl=en

Social Media Cookies: Third-party cookies from social networks (Facebook, X, LinkedIn, YouTube) are only activated if you are logged into these services and actively interact with their content on our website.

For more information about cookies and how to manage them, visit www.aboutcookies.org or www.allaboutcookies.org.

Accessing, modifying or deleting data

You have the right to:

  • Access your personal data
  • Correct or delete your personal data
  • Withdraw your consent
  • Object to data processing
  • Request data portability (transfer of your data to yourself or another organization)

To exercise these rights, please send a detailed request to communication@cep-probation.org. To verify your identity, please include a copy of your ID with your request, where your photo, MRZ, passport number, and BSN are blacked out.

We will respond to your request within four (4) weeks.

You also have the right to file a complaint with the Dutch Data Protection Authority via: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons

How we secure personal data

The Confederation of European Probation takes the protection of your personal data seriously and implements appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modifications. Our systems are protected against cyberattacks, and our website uses SSL encryption.

If you suspect misuse of your personal data, please contact us immediately via communication@cep-probation.org.

In the event of a data breach, CEP will act in accordance with GDPR requirements. If necessary, we will notify the Dutch Data Protection Authority and the affected individuals

Questions and feedback

If you have any questions about this privacy statement, you can contact us:

Confederation of European Probation

Vivaldiplantsoen 100

NL-3533 JE Utrecht

The Netherlands

https://www.cep-probation.org

In case you have any questions about the way we collect your personal data and how we use it, please contact communication@cep-probation.org.

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