European Maritime Pilots’ Association (EMPA)

Last Updated: 25/01/2026

1. INTRODUCTION

The European Maritime Pilots’ Association (EMPA) vzw (“we”, “us”, “our”, or “EMPA”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website (empa-pilots.eu) and our services.

This policy complies with the EU General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and applicable Belgian data protection legislation.

2. DATA CONTROLLER

Data Controller:

European Maritime Pilots’ Association (EMPA) vzw

Registration Number: 0864.611.379

RPR Nederlandstalige Ondernemingsrechtbank Brussel

Registered Address:

Regentlaan-Boulevard du Regent 43-44

BE-1000 Brussels

Belgium

Contact Information:

Tel: +32 2 430 25 78

Mobile: +32 491 61 46 18

Email: office@empa-pilots.eu

For any questions regarding this Privacy Policy or your personal data, please contact us using the details above.

3. SCOPE AND APPLICABILITY

This Privacy Policy applies to:

• Visitors to the EMPA website (empa-pilots.eu)
• Members of EMPA member associations
• Newsletter subscribers
• Event participants and registrants
• Individuals who contact us through our website or other channels
• Any other individuals whose personal data we process in connection with our activities

4. PERSONAL DATA WE COLLECT

4.1 Information You Provide Directly

We may collect the following personal data that you provide to us:

Contact Information:

• Name and surname
• Email address
• Telephone number
• Postal address
• Job title and organization/pilot association affiliation

Professional Information:

• Pilot license details (where relevant)
• Professional qualifications
• Area of operation
• Member association affiliation

Communication Data:

• Information contained in correspondence with us
• Event registration details
• Newsletter subscription preferences
• Feedback and survey responses

Account Information (for member login areas):

• Username
• Password (encrypted)
• Login credentials
• Access preferences

4.2 Information Collected Automatically

When you visit our website, we may automatically collect:

Technical Information:

• IP address
• Browser type and version
• Operating system
• Device information
• Time zone setting
• Browser plug-in types and versions
• Geographic location (country/city level)

Usage Information:

• Pages visited on our website
• Time and date of visits
• Referring website addresses
• Clickstream data
• Navigation paths through the website

5. LEGAL BASIS FOR PROCESSING

We process your personal data based on the following legal grounds under Article 6 of the GDPR:

5.1 Consent (Article 6(1)(a))

• Newsletter subscriptions
• Marketing communications
• Non-essential cookies
• Event photography and promotional materials

You have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

5.2 Contract Performance (Article 6(1)(b))

• Providing membership services to member associations
• Event registration and management
• Processing requests and inquiries

5.3 Legal Obligation (Article 6(1)(c))

• Compliance with accounting and tax requirements
• Response to legal requests from authorities
• Compliance with employment and labor law obligations

5.4 Legitimate Interests (Article 6(1)(f))

• Website administration and security
• Improving our services and website functionality
• Internal communications with member associations
• Networking and professional development activities
• Fraud prevention and security measures

We have assessed that these legitimate interests are not overridden by your rights and freedoms.

6. PURPOSES OF PROCESSING

We process your personal data for the following purposes:

6.1 Member Communications and Services

• Facilitating communication between EMPA and member associations
• Providing updates on EMPA activities, initiatives, and policy developments
• Coordinating member association meetings and activities
• Sharing technical and professional information relevant to maritime pilotage

6.2 Newsletters and Updates

• Sending periodic newsletters about EMPA activities
• Providing updates on European maritime policy and regulations
• Sharing industry news and best practices
• Announcing events and professional development opportunities

6.3 Events Management

• Processing event registrations and payments
• Sending event-related communications
• Managing attendee lists and logistics
• Post-event communications and follow-up

6.4 Official Notices and Communications

• Distributing official EMPA communications and announcements
• Sharing General Meeting resolutions and decisions
• Providing regulatory and policy updates
• Emergency communications affecting maritime pilotage

7. DATA PROCESSORS AND THIRD PARTIES

7.1 Zoho Campaigns (Newsletter Service)

EMPA uses Zoho Campaigns, a service provided by Zoho Corporation Pvt. Ltd., as our data processor for newsletter and email marketing activities.

Processor Relationship:

• EMPA remains the data controller for all personal data
• Zoho Campaigns acts as data processor under our instructions
• A Data Processing Agreement (DPA) is in place with Zoho
• Zoho processes data in accordance with GDPR requirements

Data Processed via Zoho Campaigns:

• Email addresses
• Names
• Subscription preferences
• Email engagement data (opens, clicks)

Zoho’s GDPR Compliance:

Zoho Campaigns is GDPR-compliant and maintains appropriate technical and organizational security measures. For more information about Zoho’s data protection practices, please visit: https://www.zoho.com/privacy.html

Data Location:

Data processed by Zoho may be stored on servers located in the European Union or other jurisdictions with adequate data protection safeguards in accordance with GDPR Chapter V.

8. DATA RETENTION

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations.

8.1 Retention Periods

Newsletter Subscriptions:

• Retained until you unsubscribe or withdraw consent
• Deleted within 30 days of unsubscription request

Member Association Data:

• Retained during the period of membership
• Archived for 3 years after membership cessation for historical and legal purposes
• Permanently deleted thereafter unless legal obligations require longer retention

Event Registration Data:

• Retained for the duration of the event
• Archived for 2 years for administrative and reporting purposes
• Deleted thereafter unless consent provided for longer retention

Financial and Tax Records:

• Retained for 7 years in compliance with Belgian accounting and tax legislation

9. YOUR RIGHTS UNDER GDPR

You have the following rights regarding your personal data:

9.1 Right of Access (Article 15)

You have the right to obtain confirmation as to whether we process your personal data and, if so, to access that data and receive information about the purposes of processing, categories of personal data, recipients, retention period, and your other rights.

9.2 Right to Rectification (Article 16)

You have the right to have inaccurate personal data corrected and incomplete data completed.

9.3 Right to Erasure / “Right to be Forgotten” (Article 17)

You have the right to request deletion of your personal data when:

• The data is no longer necessary for the purposes for which it was collected
• You withdraw consent and there is no other legal basis for processing
• You object to processing and there are no overriding legitimate grounds
• The data has been unlawfully processed
• Erasure is required to comply with a legal obligation

9.4 Right to Restriction of Processing (Article 18)

You have the right to request restriction of processing when you contest the accuracy of the data, processing is unlawful, we no longer need the data but you need it for legal claims, or you have objected to processing.

9.5 Right to Data Portability (Article 20)

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller when processing is based on consent or contract and carried out by automated means.

9.6 Right to Object (Article 21)

You have the right to object to processing based on legitimate interests, including profiling. You have an absolute right to object to processing for direct marketing purposes.

9.7 Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority:

Belgian Data Protection Authority:

Autorité de protection des données (APD) / Gegevensbeschermingsautoriteit (GBA)

Rue de la Presse 35 / Drukpersstraat 35

1000 Brussels, Belgium

Tel: +32 2 274 48 00

Email: contact@apd-gba.be

Website: https://www.dataprotectionauthority.be

10. EXERCISING YOUR RIGHTS

To exercise any of your rights under this Privacy Policy, please contact us:

By Email: office@empa-pilots.eu

By Post:

European Maritime Pilots’ Association (EMPA)

Regentlaan-Boulevard du Regent 43-44

BE-1000 Brussels

Belgium

By Telephone:

+32 2 430 25 78 (office hours)

+32 491 61 46 18 (mobile)

10.1 Response Time

We will respond to your request without undue delay and within one month of receipt. This period may be extended by two additional months where necessary, taking into account the complexity and number of requests.

11. CONTACT INFORMATION

For any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us:

European Maritime Pilots’ Association (EMPA) vzw

Postal Address:

Regentlaan-Boulevard du Regent 43-44

BE-1000 Brussels

Belgium

Telephone:

+32 2 430 25 78 (office hours)

+32 491 61 46 18 (mobile)

Email:

office@empa-pilots.eu

Registration Number:

0864.611.379

RPR Nederlandstalige Ondernemingsrechtbank Brussel

Last Updated: 25/01/2026

Version: 1.0