Data Protection Policy

This policy sets out the basis on which we will process any personal data we collect, in compliance with the EU General Data Protection Regulation (GDPR).

What is Personal Data?

Personal data means data (whether stored electronically or paper based) relating to a living individual who can be identified directly or indirectly from that data (or from that data and other information in our possession).

Processing is any activity that involves use of personal data. It includes obtaining, recording or holding the data, organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties.

What information do we collect about you and how?

In the course of our business, we may collect and process the personal data like first name and surname, organisation name, function, country, phone number, email and mail address that you provide. For CICOPA members who have a representative function within the organisation (board members and president) we also collect the date and place of birth, the home address, and a copy of their ID document to comply with the Belgian law for non for profit organisations.

The data we collect may include data we receive directly from you (for example, by completing forms or surveys, or by corresponding with us by mail, phone, email or by registering to a meeting or conference) and data we receive from other sources (for example, partner organisations). If we receive personal data from other sources, we will inform the individuals about our Data Protection Policy  as soon as possible.

We have contractual access to the database of the International Co-operative Alliance (ICA) and comply with the ICA privacy policy for the processing of these data. To know more about the Data protection policy of the ICA, visit their website or write to

We do not collect sensitive personal data[1] or personal data of child aged under 16 (article 8 of the GDPR).

How will we use the information about you and why?

CICOPA does not sell any contact data.

We will only process personal data for the specific purposes related to our activities, such as newsletters, press releases, policy papers, invitations to events, publications, campaigns, and they may be used to contact you for research, statistical information and networking within the co-operative movement and/or to comply with specific legal obligations related to the nature of our organisation or for any other purpose specifically permitted by the GDPR.

We may transfer personal data we hold to an organisation outside the European Economic Area (‘EEA’) or staff operating outside the EEA who work for us or for one of our suppliers provided that an adequate level of protection for the data subjects’ rights and freedoms applies. Those staff may be engaged in, among other things, the fulfillment of contracts with the data subject, the processing of payment details and the provision of support services.

We will notify those purposes to the individuals when we first collect the data or as soon as possible.

Your rights

We want to make sure that your personal information is accurate and up to date.

Where you have given us your consent you can withdraw it by following the unsubscribed instructions in any of the emails we send you or contact us and we will do it for you.

You also have the right to request a copy of the information that we hold about you, the right to object to our processing of your data, the right to request your information to be erased or restricted from further use, the right to correct, amend or update information you have given us.

To exercise any of these rights please write to Requests will be processed as soon as possible.


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Links to other websites

Our website contains links to other websites. This privacy policy only applies to the CICOPA website, so when you link to other websites, please read their own privacy policies.

We keep your information secure

CICOPA contact lists are secure and password protected.

Any access to and editing of personal information is limited to CICOPA staff. Contractors may be given access if necessary for them to do contracted work. Current contractors with access to the contact lists include mailchimp (the online platform we use to send and manage email), the IT provider and the accountancy service.

We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental or unlawful destruction, damage, loss, alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.

We will not keep personal data longer than is necessary for the purpose for which it was collected.

Changes to our privacy policy

We keep our privacy policy under regular review and will update this web-page as necessary.

How to contact us

Please contact us if you have any questions about this privacy policy or the information that we hold on you at, phone +32 25431033.

[1] Sensitive personal data includes personal data about a person’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, bio-metric, physical or mental health condition, sexual orientation or sexual life. It can also include data about criminal offences or convictions. Sensitive personal data can only be processed under strict conditions, including with the consent of the individual.