The Data Privacy Notice is a mandatory document under both the EU GDPR and Belgian data protection law, required for any organization processing personal data of individuals in Belgium. This document must be provided to data subjects at the time their personal data is collected and serves as a primary transparency tool. The notice needs to be written in clear, plain language and must comply with Articles 13 and 14 of the GDPR, as well as specific requirements under the Belgian Data Protection Act of 2018. It should address all aspects of data processing, from collection to deletion, and must be available in the appropriate official language(s) depending on the Belgian region where it's used (Dutch, French, or German). The document should be regularly reviewed and updated to reflect any changes in data processing activities or regulatory requirements.
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1. Introduction: Brief overview of the organization and purpose of the privacy notice
2. Data Controller Information: Identity and contact details of the data controller and, where applicable, its representative and data protection officer
3. Categories of Personal Data: Description of the types of personal data collected and processed
4. Purposes and Legal Bases: Explanation of why personal data is processed and the legal grounds for processing
5. Data Recipients: Information about who receives or has access to the personal data
6. Data Retention: How long personal data is kept and criteria used to determine retention periods
7. Data Subject Rights: Explanation of individual rights under GDPR and how to exercise them
8. International Transfers: Information about any transfers of data outside the EEA and safeguards in place
9. Security Measures: Overview of measures taken to protect personal data
10. Contact Information: How to contact the organization for privacy-related queries and complaints
1. Automated Decision Making: Required only if automated decision-making or profiling is performed
2. Cookies and Tracking: Required for websites and online services that use cookies or similar technologies
3. Special Categories of Data: Required when processing sensitive personal data such as health information or biometric data
4. Children's Privacy: Required when services may be accessed by or data collected from children
5. Employment Data Processing: Required when the notice covers employee data processing
6. CCTV and Surveillance: Required when video surveillance or monitoring systems are in use
7. Direct Marketing: Required when personal data is used for marketing purposes
1. Cookie List: Detailed list of cookies used, their purposes, and duration
2. Third-Party Processors: List of data processors and their roles in processing personal data
3. Technical and Organizational Measures: Detailed description of security measures implemented
4. Data Retention Schedule: Detailed retention periods for different categories of personal data
5. Privacy Rights Request Form: Template form for submitting data subject rights requests
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