1. Overview

ALLRAIL asbl (“ALLRAIL”) is committed to safeguarding the security and privacy of your personal data. The organisation fully complies with the EU General Data Protection Regulation (GDPR). We process personal data as necessary to manage our relationship with you effectively, fulfil contractual obligations, and comply with applicable legal and regulatory requirements.

As a data controller, ALLRAIL determines the purposes and means of processing your personal data. If you have any questions or concerns about the use or processing of your data, please contact us at info@allrail.eu or via our registered office at Rue Washington 40, 1050 Brussels, Belgium. This privacy notice is provided for informational purposes only and does not form part of any contract or service agreement. It may be updated periodically to reflect changes in applicable laws or internal policies. You will be informed promptly of any significant updates.

2. Sources of Your Personal Data

We may collect personal data from the following sources:

Website: By using our website, you acknowledge that you have read this Privacy Policy and accepted the use of cookies. Cookies are small text files stored on your device that contain certain information, sometimes including personal data. For more details, please refer to our Cookie Policy.
Press Release Subscription: By subscribing to our press releases and providing your consent, you agree to the processing of your submitted data in accordance with this Data Protection Policy.
ALLRAIL Events and Representation: We may collect your personal data if you attend an ALLRAIL event, act as a representative/member of the association, or apply for a job opportunity.

3. Types of Personal Data processed by ALLRAIL

Personal data refers to any information relating to an identified or identifiable individual. Depending on your relationship with us, the data we process may include:

Personal Identification Information: Name, date and place of birth, gender, nationality, contact details (e.g. personal email, phone number, postal address), emergency contacts, and languages spoken.
Employment Information: Job title, employment history, business unit or department, manager’s name, working hours, office location, employment contract terms, and company-provided contact details.
Qualifications and Professional Data: Academic degrees, certifications, licences, regulatory identifiers, and other credentials relevant to your role.
Recruitment and Selection Data: CVs, cover letters, application forms, references, interview notes, assessment results, and background checks.
Additional Information: Any personal data voluntarily shared with us through communications or interactions (verbal, written, or electronic).
Photo and Video: If you attend an ALLRAIL event, your image may be captured in photos or videos.
ALLRAIL processes your personal data in Belgium and transfers it outside the European Economic Area (EEA) only when adequate protection is guaranteed.

4. Purposes and Legal Basis for Processing

We process personal data based on one or more of the following lawful grounds under the GDPR:

Your explicit consent (Art. 6.1(a));
The necessity of processing for our legitimate interests, provided these do not override your rights and freedoms (Art. 6.1(f));
Compliance with legal obligations (Art. 6.1(c));
Performance of a contract or steps taken at your request prior to entering into a contract (Art. 6.1(b)).
We use your personal data for purposes including, but not limited to:

Recruitment, selection, and onboarding;
Administering payroll, compensation, benefits, reimbursements, taxes, and social security obligations;
Communication and public relations related to ALLRAIL’s advocacy efforts;
Organisation of events, press releases, meetings and working groups.
ALLRAIL do not send your personal data in an identifiable manner to any third party if not required, without your explicit permission to do so. We may rely on third party processors to provide you the website. ALLRAIL will ensure that third party processors are only allowed to process your personal data on behalf of us upon written instruction of us. We warrant that all third-party processors are selected with due care and are trained to be aware of the safety and integrity of your personal data.

ALLRAIL may send anonymized and/or aggregated data to other organizations that may use those data for improving products and services as well as tailor the marketing, displaying and selling of those goods and services.

5. Data Retention Policy

We retain your personal data only as long as necessary for the purposes stated above and in accordance with legal, regulatory, or statutory requirements.

6. Your Rights as a Data Subject

We strive to ensure the personal information we hold is accurate and up to date. Please notify us of any changes during your relationship with ALLRAIL.

Under certain circumstances, you have the following rights under the law:

Access: Request a copy of the personal data we hold about you (“data subject access request”) and verify our lawful processing.
Correction: Request correction of incomplete or inaccurate data we hold about you.
Erasure: Request deletion of your personal data where there is no valid reason for continued processing, or where you have objected to processing.
Objection: Object to our processing where it is based on legitimate interests, or for direct marketing purposes.
Restriction: Request temporary suspension of data processing, for example to verify accuracy or the grounds for processing.
Portability: Request the transfer of your personal data to another party.
Withdrawal of Consent: Where processing is based on consent, you may withdraw it at any time for that specific purpose.
We may request additional information to verify your identity before responding to such requests. This is a necessary security measure to ensure that your personal data is not disclosed to unauthorised individuals. Please note that we may charge a reasonable fee or refuse to comply if a request is clearly unfounded or excessive.