Privacy Policy

This Privacy Policy last up-dated: February 2025

Who are we?

The personal data you provide to us is processed by the Alumni Association of the Montefiore Institute (‘AIM’). AIM is a non-profit association established in Belgium, registered with the registering number 0408 732 066, settled at 4000 Liège, Rue des Hômes 1.

What personal data do we process?

AIM may process the following categories of personal data in its capacity as the data controller:

  • Your first name and last name;
  • Your contact details: postal address, email address, and phone number;
  • The name of the company you work for;
  • Additional information necessary for the desired registration (type of registration, possible participation in extracurricular activities, payment, etc.);
  • If you have previously participated in CIRED events, details of your participation over the last five years (year of participation, location, etc.).

Why and how do we process this data?

AIM, alternately with the Institution of Engineering and Technology (‘IET’) and with the assistance of the AISBL Congrès International des Réseaux Electriques de Distribution (‘AISBL CIRED’), organizes the International Conference on Electricity Distribution and workshops (the ‘CIRED events’).
The IET is a charity registered in England and Wales under the registering number 00909719, settled at Savoy Place, London , WC2R 0BL, UK.
The AISBL CIRED is a international non profit association registered in Belgium under the number 0777.410.755, settled at 1000 Brussels, Rue du Congrès 35, Belgium.
This conference organized by AIM, The IET with the assistance of the AISBL CIRED brings together nearly 3,000 experts and professionals from the electricity distribution sector every two years. Other CIRED events are organized on more specific subjects.

Your data is processed in this general framework for the purposes and on the legal bases outlined below.

  1. To allow your participation and the organization of CIRED events such as conferences, exhibitions, workshops and other related events.
    In this regard, when you register for an event organized by AIM, your data may be processed for the following purposes :

    • To ensure proper follow-up of your registration;
    • To ensure the smooth organization and security of the event you are attending;
    • To comply with our legal obligations, such as invoicing and accounting.
      In this case, this processing is justified by the performance of the contract you enter into by registering for the desired event or because it is necessary for compliance with our legal obligations.
  2. To keep you informed about our activities and those of our co-organizers. In this regard, your data may also be processed for the following purposes:
    1. To inform you about future CIRED events, invite you to them, or notify you of any changes or new developments related to these events or their organizers;
    2. To maintain a list of individuals who have participated in CIRED events and, where applicable, contact you about your participation;
    3. To transmit your data to IET and AISBL CIRED, who may also process this data for these same purposes, as they co-organize CIRED events with AIM.In this case, your data is processed on the basis of our legitimate interest, provided you have previously participated in CIRED events. If not, this processing will be limited to your first name, last name, and contact details and will only occur if you have consented by ticking the box provided for this purpose.
  3. To respond to your information requests when you contact us directly or via our contact form. In this case, your data is processed either based on our legitimate interests or to take steps prior to entering into a contract at your request.

How long is your data retained?

  1. When your data is processed by AIM following your registration for a CIRED event or workshop organized by AIM, and therefore to enable your participation and the organization of these events, your data is retained for the duration of the event you attended and, beyond that, for a period of five years to allow AIM to meet its legal obligations.
  2. When your data is used by AIM to keep you informed about its activities and those of its co-organizers, it will be retained for a period of five years from your last participation in a CIRED event or your last contact (newsletter registration, email, submission of a proposal, etc.).However, if you have never participated in a CIRED event or workshop and have only opted to be informed by ticking the relevant box, your data will be retained for a limited period of one year from that moment.

    You have the right to request that AIM and/or its co-organizers cease processing your data for these purposes at any time by clicking the link provided at the bottom of our communications or by sending us a postal mail or email to the addresses listed below.

  3. Finally, when AIM processes your data to respond to an information request, your data will be used by AIM for the duration necessary to respond to that request and, subsequently, passively for a period of one year from that response.

Who is your data shared with?

Your data is shared with the co-organizers of CIRED events and workshops, namely IET and AISBL CIRED, who may also contact you to inform you about future CIRED events, invite you to them, and maintain a list of participants.

If the purpose for which your data is processed by AIM justifies it, your data may also be shared with third parties, such as digital service providers enabling the payment of the fees for your subscription or helping to optimize our mailing and newsletters or partners assisting in organizing the events. In all cases, your data will only be shared with third parties who commit to complying with applicable legislation.

Are your data transferred outside of the European Union?

When your data is transferred to IET, it may be processed in the United Kingdom, whose data protection legislation has been recognized as adequate by the European Commission.

In other cases where your data is transferred to third parties located outside the European Union, we will take steps to ensure that your personal data is adequately protected in accordance with applicable legal requirements (whether by using standard contractual clauses approved for this purpose, binding corporate rules, or other permitted transfer mechanisms).

What are your rights regarding the processing of your personal data by AIM?

You have the following rights regarding the personal data we process:

  • The right to be informed about how we use your personal data. This policy satisfies that right by explaining who we are, the purposes for which we process personal data, our legal basis for doing so, the categories of data we process, disclosures to third parties, and details of transfers of personal data outside the United Kingdom and the European Union. However, you are free to contact us for any additional information.
  • The right of access to the personal data we hold. In most cases, this will be free of charge and will be provided within one month of receiving your request.
  • The right to rectification if the data is inaccurate or incomplete. In such cases, we will make the necessary amendments or additions within one month of your request.
  • The right to erasure of your personal data or to object to its processing, which may occur, for example, if you withdraw your consent for us to process your personal data, or if there is no other legitimate reason to continue processing that personal data. In this case, this right can be exercised by unsubscribing from our informational emails by clicking the link provided.
  • The right to restrict processing. You can ask us to temporarily limit the use of your personal data while we are reviewing a request you have made regarding the accuracy of your data or an objection you have made to its use. You can also ask us to limit the use of your data rather than delete it if we have processed your data unlawfully but you do not wish it to be deleted, or if we no longer need your data but you want us to keep it in order to create, exercise, or defend legal claims.

How to exercise your rights?

All of these rights can be exercised by submitting your request to AIM by email at [privacy@aim-association.org] or by writing to us via postal mail.

To verify the legitimacy of your request, we may ask you for proof of identity.
If no action has been taken on your request within 30 days of its submission, it will be considered rejected. Depending on your request, we reserve the right to forward it to one of our co-organizers if it concerns them, which may extend our response time, in which case we will notify you.

You may also contact or file a complaint with the Data Protection Authority (https://www.autoriteprotectiondonnees.be/citoyen/agir/contact) or exercise your rights before the competent courts.