This is the privacy statement of the International Council for Research and Innovation in Building and Construction (CIB). In this privacy statement, we inform our (coming) members (also: ‘you’) about the manner in which we collect, use and otherwise process their personal data (also: ‘data’).

What personal data do we process?

We process basic personal data about persons who want to become a member of CIB and of our members.

During the registration process, you will be asked to submit the following data:

  • Your name
  • Address, postcode or zip code, city, country
  • Telephone number
  • Email address
  • Field of expertise
  • Which Working Commission or Task Group you would like to join
  • Photograph (optional)

We need these data to be able to conclude and perform the membership agreement with you, and in relation to tax obligations (personal data on invoices, data with regard to membership fees).

During your membership, we may process more personal data about you, such as your function and which company or organization you work for, your gender, your type of membership, information about your subscription fees and related invoices, further information about your specific field of expertise or interest and personal data in correspondence with us.

What do we use your personal data for?

General

We ask you to provide us the registration personal data in order to be able to identify you, to assess your eligibility for becoming a member, to address you correctly, to know your area of expertise so that we know what information may be relevant to you and to know what role you might be able to fulfil within the CIB network, to know which country and region you are from or in which you reside, for our administration including tax administration, to be able to communicate with you.

Online directories

CIB has online members directories.

One directory includes all members, both organisations and individual members. In this directory, only the members’ name, gender (e.g. Mr. or Mrs.), country, region, type of membership, function, organisation and with consent, a photograph are shown.

The other directory includes the members who are active within our organization, in commissions
and/or task groups. In this directory, the specific members’ name, country, region, affiliation with
which organization, expertise, the commission or task group membership and with consent, a
photograph are shown.

Commissions and task groups

If a member signs up for a commission or task group, his or her basic contact details (e.g. name,
gender, email address, country, region, area of expertise) will be shared with the co-ordinator of the
commission or task group. The co-ordinator receives these personal data as controller and will likely
share the personal data with other members of the commission or task group so as to enable the
commission or task group to function properly.

Information which may be relevant for our members

One of CIB’s primary goals is to stimulate and facilitate information exchange between
governmental research institutes in the building and construction sector. To facilitate this, we
regularly send email newsletters and articles in the indicated area of expertise or interest of the
members. Each member can indicate its area of interest and expertise. The member can opt-out of
this mailing at any time, by pressing the unsubscribe button in the email.

On what legal basis do we process your personal data?

We use your personal data on the following legal bases:

  • The personal data are required to conclude and perform the membership agreement with you.
  • The personal data are required for us to fulfil legal obligations.
  • The personal data are required for our legitimate interest, or those of a third party, which may include you. The legitimate interests are explained elsewhere in the privacy statement.
  • For specific types of use of your personal data, such as showing your photograph in the online directory, we may ask your consent.

With whom do we share your personal data?

In the following cases we may have to share your personal data with other parties:

  • IT-companies. We use external IT-companies, who store data, including your personal data. These IT-companies are iCare Solutions and Click B.V., both established in the Netherlands.
  • Financial and tax administration. We use Fincade B.V., the Netherlands for our financial and tax administration. Their employees have limited access to financial and tax related personal data (invoice data).
  • Co-ordinators for commissions and task groups. As we have explained above, limited personal data of members who join commissions and/or task groups are shared with the coordinators, who will likely share the data within the commission and/or task group. As CIB is an international organisation, these co-ordinators may be located outside the European Economic Area (EEA) where there may not be an adequate level of protection of your
  • personal data. You will be informed in advance of the country where the co-ordinator is located and therefore to which country your personal data will be sent.
  • Government authorities. We may be obliged to share certain personal data with government authorities pursuant to a legal obligation or order, such as the tax authorities.

The above parties that process your personal data on our behalf have concluded agreements with us to ensure that they only process your personal data on our instruction, that they properly secure your data and that they otherwise treat your personal data diligently.

How long do we retain your personal data?

We do not retain your personal data longer than is necessary for the purposes for which we process
them.

The retention criteria we use are:

Membership data, general: until 2 years after your membership has expired or has otherwise
ended. However, we will remove you from the member directories immediately thereafter;
Invoice data: 7 years for tax purposes;
Other personal data, such as in correspondence: 5 years.

What rights do you have?

On the basis of the General Data Protection Regulation (GDPR), you have (at least) the following
rights:

  • to ask for access to, and of a copy of your personal data;
  • to be informed about the processing of your personal data;
  • to have your personal data corrected and completed;
  • to have your personal data deleted (‘right to be forgotten’);
  • to have your personal data restricted;
  • to object to the processing of your personal data;
    if you have given your consent for a specific processing of your personal data, to withdraw that consent. The withdrawal of your consent then applies to future use of your personal data;
  • if you have submitted the personal data or if you have created them, and you have given your consent or the data are required for the conclusion and/or the performance of the employment agreement with you, and if the data are processed by automated means: you are entitled to receive your personal data in a structured, commonly used and machine readable form and, if technically feasible, to transfer those data in that manner to another party at your request;
  • to submit a complaint with the competent data protection authority.

To exercise your rights, please contact us using the contact details under ‘What if I have questions or
complaints’?

In some cases, we may be entitled to refuse certain requests. In that case, we will inform you of the
reasons for the refusal.

If you wish to unsubscribe from our newsletter, you can do so by pressing the unsubscribe button in the email and you will be automatically unsubscribed, you can also send an email to [email protected], then we will manually unsubscribe you.

What if you have questions or complaints?

If you have questions or complaints about the use of your data or about this privacy statement, please contact:

AIBC Head Office Canada
Suite M164, 110 Didsbury Road
Kanata, ON Canada
K2T 0C2

Call: 1-613-727-1481

Office Manager: [email protected]
General email address: [email protected]

Can we amend this privacy statement?

Yes. This privacy statement is dated 11 October, 2018. We reserve the right to amend this privacy statement. In case of important amendments, we will inform you thereof, for example by sending you an email message.