Legal Notice,
Privacy & Cookies
Information on how AECM processes personal data and uses cookies and similar technologies
Last updated: 25 September 2026
1. Who we are
This Privacy & Cookie Notice explains how the Association Européenne du Cautionnement, operating as AECM Guarantors Europe (“AECM”, “we”, “us” or “our”), processes personal data. For the processing described in this notice, AECM generally acts as data controller within the meaning of the General Data Protection Regulation (EU) 2016/679 (“GDPR”).
| Legal name | Association Européenne du Cautionnement |
| Operating name | AECM Guarantors Europe |
| Legal form | International non-profit association (AISBL) under Belgian law |
| Registered office | Avenue d’Auderghem 22-28, boîte 10, 1040 Etterbeek, Belgium |
| Enterprise / VAT no. | 0456.773.097 / BE 0456.773.097 |
| info@aecm.eu | |
| Telephone | +32 2 640 51 77 |
| Website | www.aecm.eu |
Privacy questions and requests to exercise data protection rights may be sent to info@aecm.eu or to the registered office above.
2. To whom this notice applies
This notice applies to personal data processed by AECM in connection with its association activities and administration, including data relating to:
- representatives, employees and contact persons of AECM members, applicant members, partners and stakeholder organisations;
- users of the AECM website, member area and restricted online content;
- newsletter subscribers and other recipients of AECM communications;
- participants, speakers, guests and invitees at AECM events, operational training sessions, meetings, webinars, working groups and task forces;
- persons who contact AECM, respond to surveys or otherwise interact with AECM;
- experts, consultants, research institutions, suppliers, service providers and other professional counterparties; and
- other persons whose data AECM processes in carrying out its statutory, policy, advocacy, research, statistical and knowledge-exchange activities.
3. Personal data we process
The categories of personal data depend on your relationship with AECM and on the service or activity concerned. They may include:
- identity and professional contact data, such as name, title, function, organisation, professional address, telephone number and email address;
- membership and professional information, including the organisation represented, membership status, role, areas of expertise, working-group or task-force participation and professional interests;
- website and member-area account data. Current registration functionality may request a username, first and last name, email address, organisation and country, together with account authentication information;
- newsletter data. The current website subscription form requests an email address and may also collect first and last name;
- event and meeting data, including registration and attendance information, speaker details, participation records, and travel, dietary or accessibility information where relevant;
- communications, correspondence, enquiries, feedback, survey responses and information voluntarily submitted to AECM;
- photographs, audio and video recordings made in connection with AECM events or activities;
- technical and online data, including IP address, device and browser information, log data and cookie or similar identifiers;
- contractual, administrative and financial information concerning suppliers, experts and other counterparties; and
- other personal data reasonably necessary for AECM activities or voluntarily provided to us.
Please do not provide special categories of personal data unless this is necessary. Where, for example, accessibility or dietary information reveals health, religious or other sensitive information, AECM will process it only where an appropriate condition under Article 9 GDPR applies.
4. Why we process personal data and our legal bases
AECM processes personal data only where it has an appropriate legal basis. The principal processing activities are summarised below.
| Purpose | Examples | Typical legal basis |
|---|---|---|
| Membership and association governance | Administering membership and applications; communicating with member representatives; General Assembly, Board and association administration. | Contract / legitimate interests / legal obligation |
| Policy, advocacy and representation | Representing member interests; developing positions; engaging with EU, national and international institutions and stakeholders. | Legitimate interests; where applicable, public-interest tasks |
| Working groups, task forces and knowledge exchange | Organising participation, meetings, collaboration, training and exchange of expertise. | Contract / legitimate interests |
| Research, statistics, surveys and publications | Preparing surveys, statistical yearbooks, studies, reports and sector analysis; collecting member input. | Legitimate interests / consent where appropriate |
| Events and training | Registration, organisation, logistics, attendance, speaker management and follow-up communications. | Contract / legitimate interests / consent where required |
| Member area and online services | Creating and administering accounts, authentication, access to restricted content, security and service delivery. | Contract / legitimate interests |
| Newsletter and professional communications | Sending newsletters, publications, invitations and updates about AECM activities. | Consent where required; otherwise legitimate interests where permitted by law |
| Enquiries and professional contacts | Responding to requests and maintaining relevant stakeholder and professional relationships. | Legitimate interests / pre-contractual steps |
| Administration and suppliers | Contracts, procurement, invoicing, accounting, IT, legal and operational administration. | Contract / legal obligation / legitimate interests |
| Security and legal compliance | Protecting systems and information; preventing misuse; handling legal claims; complying with lawful requests. | Legal obligation / legitimate interests |
Where AECM relies on legitimate interests, it balances those interests against the rights and freedoms of the individuals concerned. Where processing is based on consent, consent may be withdrawn at any time, without affecting processing already carried out lawfully before withdrawal.
5. Where personal data come from
AECM obtains personal data primarily from you or from the organisation you represent. AECM may also receive relevant professional information from member organisations, partners, event organisers, speakers, public authorities, professional networks, public sources, counterparties and service providers. Where AECM receives personal data indirectly, it will provide the information required by Article 14 GDPR where applicable, subject to the exceptions provided by law.
6. Who receives personal data
Personal data are made available only where this is necessary for the relevant purpose. Recipients may include AECM staff and authorised representatives, AECM members where relevant to association activities, individual experts, external consultants, research institutions, event organisers, travel agencies, IT, hosting and software providers, communications and marketing service providers, professional advisers and competent public authorities.
Service providers acting as processors are required to process personal data in accordance with applicable data protection and contractual requirements. AECM does not sell personal data.
7. International transfers
Because AECM is an international association and uses external service providers, personal data may in some circumstances be transferred outside the European Economic Area (EEA). Where the European Commission has adopted an adequacy decision for the relevant country or framework, AECM may rely on that decision. Otherwise, AECM will use an appropriate transfer mechanism, such as the European Commission Standard Contractual Clauses, together with supplementary measures where required. A lawful GDPR derogation may be used in a specific situation where the conditions for that derogation are met. Information about safeguards applicable to a particular transfer may be requested from AECM.
8. How long we keep personal data
AECM retains personal data only for as long as reasonably necessary for the purpose for which they were collected and for any applicable legal, accounting, audit, reporting or dispute-related requirements. Retention periods therefore vary according to the nature of the data and relationship. In determining retention, AECM considers the purpose of processing, the duration of the relationship, statutory retention duties, applicable limitation periods and the need to establish, exercise or defend legal claims. Data no longer required are deleted or anonymised, subject to lawful archival and backup cycles.
Where you unsubscribe from communications, AECM may retain limited suppression information so that your opt-out can continue to be respected.
9. Your data protection rights
Subject to the conditions and exceptions in the GDPR, you may have the right to:
- request access to your personal data and obtain information about their processing;
- request correction of inaccurate or incomplete personal data;
- request erasure of personal data in appropriate circumstances;
- request restriction of processing;
- object, on grounds relating to your particular situation, to processing based on legitimate interests or a task carried out in the public interest;
- object at any time to processing of personal data for direct marketing purposes;
- receive personal data you provided in a structured, commonly used and machine-readable format and, where applicable, have those data transmitted to another controller;
- withdraw consent at any time where consent is the legal basis; and
- lodge a complaint with a competent supervisory authority.
AECM may request information reasonably necessary to verify your identity before acting on a request. Requests may be sent to info@aecm.eu. AECM will respond within the periods prescribed by the GDPR; the standard period is one month, which may be extended by up to two further months where permitted by Article 12 GDPR.
10. Complaints
You may contact AECM first if you have a concern about the processing of your personal data. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse / Drukpersstraat 35, 1000 Brussels, Belgium, or with another competent supervisory authority, in particular in the EU/EEA Member State of your habitual residence, place of work or place of the alleged infringement.
11. Security
AECM applies appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. Measures are reviewed and adapted having regard to the nature, scope, context and purposes of processing and the risks to individuals. No information system can, however, be guaranteed to be completely secure.
12. Automated decision-making
AECM does not currently use personal data for decisions based solely on automated processing, including profiling, that produce legal effects concerning an individual or similarly significantly affect an individual. If this changes, AECM will provide the information required by the GDPR.
13. Cookies and similar technologies
This website does not use cookies.
14. Newsletter and direct communications
The AECM website currently offers a newsletter subscription form requesting an email address and allowing the subscriber to provide first and last name. AECM may also send professional communications concerning its activities, publications, policy work, training and events where an appropriate legal basis exists. Where consent is required, communications will be sent on that basis. You can unsubscribe using the unsubscribe facility included in the communication, where available, or by contacting info@aecm.eu.
15. Member area and restricted content
AECM provides a member area and restricted online content. Current website registration functionality may collect a username, first and last name, email address, organisation and country. AECM processes account information to create and administer user access, authenticate users, provide requested member services, communicate about the account and protect the security and integrity of restricted services. Users are responsible for keeping their login credentials confidential and should notify AECM if they suspect unauthorised use of their account.
16. Events, photographs and recordings
AECM organises events, meetings, operational training sessions and other activities in Belgium and internationally. Personal data may be processed for registration, attendance, logistics, speaker management, follow-up and related communications. Where necessary for event delivery, relevant information may be shared with venues, organisers, travel providers or other service providers.
AECM may take photographs or make audio or video recordings for documentation, reporting and communication about its activities. AECM will use an appropriate legal basis having regard to the nature of the event, the type of image or recording, the intended use and the reasonable expectations of attendees. Where consent is required, AECM will request it. If you have concerns about being photographed or recorded, or about a published image, please contact AECM.
17. Surveys, statistics and publications
AECM carries out sector surveys and produces statistical yearbooks, reports, studies, position papers and other publications as part of its activities. AECM will seek to use aggregated or anonymised information where individual identification is not required. Where personal data are included in research, consultation or publication activities, AECM will process them on an appropriate legal basis and apply proportionate safeguards.
18. External websites and social media
AECM’s website and communications may contain links to third-party websites, platforms or social-media services. Those third parties determine their own processing activities and privacy practices. AECM is not responsible for a third party’s privacy practices merely because it links to that service. Please consult the relevant third-party privacy information before providing personal data.
19. Changes to this notice
AECM may update this notice to reflect changes in its activities, website, technology, service providers or legal requirements. The latest version will be published on the AECM website and will indicate the date of the most recent update. Material changes may be communicated through additional channels where appropriate.
20. Contact
Questions about this notice, requests to exercise data protection rights and other privacy-related concerns may be addressed to:
AECM Guarantors Europe
Association Européenne du Cautionnement
Avenue d’Auderghem 22-28, boîte 10
1040 Etterbeek, Belgium
Email: info@aecm.eu
Telephone: +32 2 640 51 77
Website: www.aecm.eu