Privacy Policy

Data controller: BoardCompanions asbl, a non-profit association (ASBL / vzw) under Belgian law, with company number (BCE/KBO) BE0720.607.357 and registered office at Rue Georges Lorand 16 - 1050 Ixelles ("BoardCompanions", "we", "us").

Privacy: what and why?

When you are in contact with BoardCompanions — because you subscribe or participate in our activities, because you collaborate with us, or when you receive a communication from us — we collect certain personal data from you. We attach great importance to the protection of your personal data. That is why we comply with applicable laws and regulations, in particular the General Data Protection Regulation (GDPR) and the Belgian Act of 30 July 2018 on the protection of individuals with regard to the processing of personal data. We would like to provide you with more information in this privacy statement.

What data does BoardCompanions collect from you, and on what legal basis?

When you are a participant in an activity

BoardCompanions keeps the following information when you register via our website: your first name, surname, postal address, e-mail address, telephone number, and billing information if applicable. We need this information to register you and send you a confirmation by email, and, where applicable, to send you an invoice via the billing address. This processing is based on the performance of a contract with you (or pre-contractual steps taken at your request), and, for invoicing, on our legal obligation to keep accounting records.

When you are a candidate Companion or a candidate Social-Profit organisation (SPO)

We collect the same data from you as from participants. If you are a social-profit organisation, we also ask for the company number and address information of your organisation. We note your profile, interests and preferences; this information is required for the preparation of intake interviews and for the matching process between candidate Companions and candidate SPO’s. This processing is based on the performance of a contract with you (or pre-contractual steps at your request) and, for the matching-related notes, on our legitimate interest in organising a relevant and high-quality matching process.

What does BoardCompanions do with photos and videos?

Sometimes we take photos and videos during our activities. We may use these in our communications, on our website and on social media. When you register for an activity, you can indicate whether or not we may take pictures of you and whether we may use them in our publications. This processing is based on your consent, which you may withdraw at any time, free of charge, by contacting us at the email address below; withdrawal does not affect the lawfulness of any use made before the withdrawal, and we will remove you from future publications and, where reasonably possible, from previously published material.

Who has access to your data?

Your data is stored in a secure database, protected by restricted, role-based access, to which only authorised BoardCompanions collaborators have access. We do not pass on your data to other parties unless this is legally required, except in the following cases:

If you participate in a training course, we share your details with the trainer for the smooth running of the training;
With service providers acting as processors on our behalf (see “Who processes your data on our behalf” below), strictly for the purposes described in this policy.

Who processes your data on our behalf, and where is it stored?

To manage our contacts and activities, we use, among others, the CRM platform monday.com as a processor. BoardCompanions has signed monday.com's Data Processing Addendum (DPA), and has configured the account to store data in monday.com's EU data region. You should be aware that, because monday.com's headquarters are located in Israel — a country recognised by the European Commission as offering an adequate level of data protection — some data may also be processed there, and that certain account-level technical data (such as user credentials and usage analytics, as opposed to the personal data you provide us) may be stored by monday.com in the United States, under contractual safeguards (Standard Contractual Clauses).

Other service providers we may use (e.g. for accounting, email communication, or website hosting) are listed here: Microsoft (mail management & office management) - Wix (website) – Mailchimp (mailing campaigns). Where any of these providers process data outside the European Economic Area, we ensure appropriate safeguards are in place (such as an adequacy decision or Standard Contractual Clauses).

How long do we keep your data?

We keep your personal data only for as long as necessary for the purposes described in this policy, and in any case no longer than:

Participants' data: 3 years after the last activity you participated in
Candidate Companions' / candidate SPO’s data (if the candidacy is not or no longer pursued): 5 years after the last contact
Matched Companions' / Associations' data, for the duration of the collaboration and 5 years afterwards
Photos and videos: until consent is withdrawn or 5 years, whichever is earlier
Invoices and accounting documents: 7 years, in accordance with Belgian accounting law

Your rights

In accordance with the GDPR, you have the right to:

Access your personal data;
Rectify inaccurate or incomplete data;
Erase your data (“right to be forgotten”), where applicable;
Restrict the processing of your data, in certain circumstances;
Object to processing based on our legitimate interest;
Data portability, i.e. to receive the data you provided us in a structured, commonly used format;
Withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal;
Lodge a complaint with the Belgian Data Protection Authority (see below).

You can exercise any of these rights at any time by emailing us at info@boardcompanions.be. We will respond within one month.

You also have the right to file a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be, www.autoriteprotectiondonnees.be.

Data protection contact

For any question about this privacy policy or about how we handle your data, you can contact: Isaline Desclée - General Manager BoardCompanions — info@boardcompanions.be.

Cookies and our website

Our website may use cookies or similar technologies (e.g. audience measurement, embedded social media content).

Security

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, or alteration, including restricted and role-based access to our systems, and contractual safeguards with our processors.

Privacy policies of other websites

The BoardCompanions website may contain links to other websites. Our privacy policy applies only to our own website, so if you click on a link to another website, you should read that website's own privacy policy.

Changes to our privacy policy

BoardCompanions keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on July 31st 2026.

How to contact us

If you have any questions about BoardCompanions's privacy policy, about the data we store on you, or if you would like to exercise one of your data protection rights, please do not hesitate to contact us at info@boardcompanions.be.