Privacy Policy

The terms used in this privacy policy

• The terms "we", "us", and "our" (or any related terms) refer to the limited  liability company Laetitia Tardif Consulting incorporated under Belgian  law (registered with the CBE under number 0753.871.726);
• The term "personal data" refers to any information relating to an identified or identifiable natural person (i.e. a person who can be identified, directly or indirectly, in particular by an identification number or by one or more factors);  
• The terms "you"  and "your" (or any related term) refer to visitors of the     Website, participants to our congresses, panellists, partners, speakers, exhibitors, sponsors, followers     of our social media pages, as well as our staff
• Other terms shall be understood in accordance with the applicable data protection laws (in particular the General Data Protection Regulation (EU) 2016/679)

who is the controller of your personal data?

The limited liability company Laetitia Tardif Consulting incorporated under Belgian law (BCE/KBO 0753.871.726) is the controller of your personal data. You will find our contact details at the end of this document.

what data do we collect and process?

Here is a list of the personal data we collect and process:

• Identity and contact details: first name, last name, postal address, e-mail address, telephone number, VAT number, function, date of birth;
• Transactional data: your bank account number and any other data necessary for payment processing and fraud prevention, credit/debit card numbers, CVV code, as well as any relevant billing information.

If you provide us with information about a third party, you must ensure that the third party is aware of how the data will be used and has authorised you to disclose it to us for use (this authorisation also applies to our outsourced service providers). If we need personal data from people connected to you in order to respond to your request, we ask that you bring this document to their attention.

How do we collect yor personal data?

In most cases, we collect personal data from participants, panellists, speakers, exhibitors, sponsors and partners who register for and participate in congresses and other events organised by ICSVC.
‍
The circumstances in which we may collect personal data about you are as follows:

• When you register for our congresses and other events;
• When you make us a service offer or when you provide us with services;
• When you communicate with us by telephone, in writing, by email or through other electronic means, or when you provide us with other information directly, notably in the context of a conversation with our staff;
• When you browse, fill in a form, make a request or interact on our Website.

The mission you have entrusted to us could be compromised if you refuse to provide the personal data that we must collect in order to perform a contract binding us to you. In such a case, we may have to cancel the engagement or contract that binds us, and we would inform you of this directly.

How, and on what basis, do we use your personal data?

We endeavour to process your personal data as appropriately as possible,limiting its use to what we deem reasonably necessary, for the following purposes and on the following legal bases:

• On a contractual basis,when you register for and attend our congresses and other events organised by ICSVC;  
• Our legal obligations require the processing of personal data, in particular to ensure compliance with accounting, tax, and social security requirements;
• With your consent to the processing of your personal data, in order to send you our newsletter and information about our services or if you allow us to share your email address with our partners;
• The processing is necessary to pursue our legitimate interests:
  o  To manage the relationship with the participants,panellists, speakers, exhibitors,sponsors and partners of ICSVC congresses and other events;
  o  To carry out surveys;
  o  To analyse and improve our services and communications and to monitor compliance with our policies and standards;
  o  In order to establish activity statistics aimed at knowing the real demand of the customers;
  o  To ensure the security of our network and information system and to prevent or detect security threats, fraud or other criminal or malicious activity;
  o   For insurance purposes;o  To exercise or defend our legal rights or to complywith court orders;
  o  To collect information that will allow us to improve the quality of our communications by customising them to your own expectations.

Who else but us may have access to your personal data?

In certain circumstances, we may share your personal data with third parties. We will only do this if we are legally permitted to do so.When you provide us with personal data, we assume that, unless you request otherwise in writing, we may disclose it when we believe it is reasonably necessary for the performance of our duties (as set out in this Privacy Policy) or when required by applicable law.We share your personal data with:

• External service providers in the following areas: IT, accounting, marketing and business development;
• The social secretariat (regarding the personnel of ICSVC);
• Any other external service providers and related third parties to enable you to benefit from our services.

Transfers of information within the European Economic Area

When we transfer your personal data to foreign countries, we protect it in accordance with this Privacy Policy.

In any event, ICSVC will not transfer your data outside the European Economic Area ("EEA").

Security of your personal data

We have implemented appropriate security measures to prevent the loss, unauthorised use/access, modification or disclosure of your personal data:

• Website equipped with a dedicated firewall;
• Secured external access (HTTPS with a valid certificate);
• Antivirus protection;
• Backup system.

We have concluded strict confidentiality agreements (including our data protection obligations) with our external service providers.We have also developed procedures for dealing with any breach of personal data and will notify you and the relevant authorities when we are legally required to do so.

Your rights

You have the following rights in relation to our use of your personal data:

• Right of access: The right of access allows you to obtain a copy of your personal data. This allows you to understand how and why we use it     and to check that we do so in accordance with the legal framework. There are, however, certain exceptions to this right, which allow us to deny you access to the data provided. This is particularly the case if you have  provided us with personal data relating to a third party, or if we are     prohibited by law from disclosing this information.
• Right of rectification: If any of your personal data is incorrect, you  have the right to request rectification. It is also possible for you to  fill in the missing data. You are invited to contact us using the contact details below, so that we can update your personal data if it is incorrect or if it has been changed. We will not be liable for any loss if you have provided us with inaccurate, false, incomplete or truncated personal data.
• Right to erasure: You may request the erasure of your personal  data. This right is not absolute (e.g. legal obligations may require us to     retain your data) and only applies in certain circumstances (e.g. where your  personal data has been collected unlawfully).
• Right to restrict: In certain circumstances, you have the right to restrict the processing of your personal data. This means that, if you have a specific reason for the restriction, you can limit our use of that data. This may be the case if you have concerns about the information we hold or how we process it.
• Right to portability: This right allows you to request the communication of your personal data (such as your contact details,  purchase history, etc.) in a structured, commonly used and  machine-readable format. It also offers you the possibility to transfer this  data to another controller. This right to portability only applies if the legal basis for processing your personal data is consent or for the purposes of a contract, and where we carry out the processing by automated  means (excluding, for example, paper documents).
• Right to object: You have an absolute right to object to the     processing of your personal data for the purpose of direct marketing     campaigns. In other specific circumstances, you also have the right to     object to the processing of your personal data by asking us to block,     delete and restrict access to it.
•  Automated individual     decision making: You have     the right not to be subject to a decision, which may include the     evaluation of certain personal aspects relating to you, taken solely on     the basis of automated processing and which would produce legal effects     concerning you or which would similarly affect you significantly. This     right is not absolute and only applies in certain circumstances. You will     be informed personally if we implement an automated individual decision.
•  Complaints: In the event of a dispute concerning your     privacy, we undertake to make every effort to find an amicable solution     with you. If, however, you feel that we have been unable to do so, you may     lodge a complaint with the competent supervisory authority either in your     country of habitual residence, or in the country where you carry out your     profession, or in the country where you suspect that a violation of data     protection laws has occurred (for Belgium, see www.autoriteprotectiondonnees.be and for other countries, see  www.edpb.europa.eu/about-edpb/about-edpb/members_en.
  You also have the right to bring an action before the courts.

You may, at any time, exercise any of the rights listed above, by contacting us via the contact details at the end of this document. In case of doubt, we may ask for a copy of your identity card, passport or any other valid document that can confirm your identity.

Withdrawal of consent

You may withdraw the consent you have given us to process personal data at any time. Upon notification of the withdrawal of your consent, we will cease processing the data for the purposes for which you have given us your consent,unless there is another legal basis for continuing to do so.

If you no longer wish to receive our newsletter, you are invited either to unsubscribe using the unsubscribe option included in all our promotional emails, or to contact us using the contact details provided below. Please note,however, that withdrawing your consent for our newsletter does not affect the processing of personal data necessary for the provision of our services.

How long do we keep your personal data?

We limit the retention of your personal data to the period necessary to fulfil the purposes for which it was collected, including to meet legal and accounting requirements and, where applicable, to defend our interests in legal proceedings, until such proceedings have been concluded.

At the end of the applicable retention period, we will destroy your personal data, securely and in accordance with applicable laws and regulations.

Changes to our Privacy Policy

We reserve the right to amend this Privacy Policy from time to time to update it, to reflect any changes in the way we process your personal data, or to introduce new legal requirements. Any changes to this Privacy Policy will be posted on this page and, where appropriate, notified to you by email.

This document was last updated in December 2025. Please check this page regularly for the latest updates.

Contact details

Please direct any questions, comments or requests regarding our Privacy Policy to our PrivacyTeam: 

Laetitia Tardif Consulting SRL  
Company number: 0753.871.726 
Address: 34 Rue Emile Verhaeren 4031 Angleur - Belgium
Email: info@icsvc.com