Data Privacy Policy

Supply Chain Initiative - Privacy policy

Policy information 

The Supply Chain Initiative (SCI) is a voluntary scheme developed in the context of the European Commission-led High-Level Forum for a Better Functioning Food Supply Chain. Its purpose is to promote good practice in the food supply chain as a basis for fair commercial dealings. 

The SCI Governance Group is composed of the European Brands Association (AIM), the European Liaison Committee for Agricultural and Agri-Food Trade (CELCAA), the European Retail Round Table (ERRT) EuroCommerce, FoodDrinkEurope, and the Independent Retail Europe. The European Association of Craft, Small and Medium-sized Enterprises (UEAPME) is an observer. Since October 2017, Michael Hutchings is the independent Chair and Fabienne Eckert is the SCI manager. 

The Governance Group of the SCI is the joint data controller with the overall responsibility for the compliance with the principles and requirements set out in the General Data Protection Regulation (EU) 2016/679 (GDPR). 

The joint data controllers within the Governance Group of the SCI are: 

  • EuroCommerce, Avenue des Nerviens 85, B-1040 Brussels
  • FoodDrinkEurope, Avenue des Nerviens 9-31, B-1040 Brussels
  • Independent Retail Europe, Avenue des Gaulois 3/3, B-1040 Brussels
  • The European Brands Association (AIM), Avenue des Gaulois 9, B-1040 Brussels
  • The European Liaison Committee for Agricultural and Agri-Food Trade (CELCAA), Rue du Beau Site 11, B-1000 Brussels
  • The European Retail Round Table (ERRT), Square de Meeûs 35, B-1000 Brussels

Purpose of the policy 

The purpose of this policy is to explain what personal data the SCI collects and for which purposes, how we manage personal data, and to inform data subjects about their rights, when their companies join the SCI or their associations/platforms interact with the SCI, and other individuals with whom SCI engages in the course of its operations. 

Types of data collected and processed and the purposes for processing 

Personal data within the SCI is provided companies when they register to the SCI or when they update their data in the register, by national associations or platforms when interacting with the SCI and by the Governance Group members including the Chair and SCI Manager for the following purposes: 

Managing SCI membership, affiliation and governance 

1. Personal data processed. We collect the following personal data when your company signs up to the SCI or your national association/platforms engages with the SCI: 

  • First name and surname (of the registering executive, process contact person and dispute resolution contact person);
  • Position, (of the registering executive, process contact person and dispute resolution contact person);
  • Email, and phone number, (of the process contact person and dispute resolution contact person);
  • Organisation’s name, indication whether it is an SME or not, and sector represented (Retail, Wholesale, Industry or Farming);
  • Organisation’s address; 
  • Other details about the organisation, such as date of registration, organisation’s website, and whether a letter of intent submitted has been submitted;
  • And any other data related to your activities, including your activities via correspondence, attendance of meetings, and any other such data. 

2. Purposes and legal basis. We process such personal data based on legitimate interest for the purpose of:  

  • Administering membership and follow-up actions; 
  • Maintaining regular contacts and providing you with relevant information; 
  • Informing about activities related to the SCI such as the invitation to the annual event or the dissemination of press releases, annual report and updates;
  • Facilitating communication, in particular in case of dispute resolution;  
  • Managing your participation in meetings and other relevant activities; 
  • Disseminating the SCI Annual Survey among company members and managing the responses. 

Where a specific need arises, we will ask for your consent to process your personal data beyond these listed purposes. 

Interactions with other stakeholders

1. Personal data processed. We may obtain your personal data from various interactions with you, when we pursue our mission, when we receive your personal data from you directly, from third parties, or from publicly available databases. The stakeholders concerned may include, for example, European and national institutions and authorities, various business/sector organisations, prospective SCI members, or journalists, and other stakeholders.  

Personal data will usually include: 

  • First name and surname;  
  • Position; 
  • Email, and phone number;
  • Organisation’s name, and address. 

2. Purposes and legal basis. We process your personal data based on legitimate interest for the purpose of maintaining communication and business relationships, such as to inform you about policy positions. 

Activities, meetings, and eventsand SCI publications (direct marketing)

1. Personal data processed. We collect your personal data, including:

  • Name; 
  • Contact details;
  • Position; 
  • Organisation name, and address.

When we organise external meetings, events -such as our annual event-, conferences and other public events that we organise alone or in cooperation with others. Occasionally, we might collect additional information, such as your photo or your biography. During our events, we may record your image, which we may post on our website, on our social media page, or in our internal publications. You have to right to object to your image being captured and published. 

2. Purposes and legal basis.We process your personal data based on legitimate interest, for the purpose of registration and identification, sending you relevant practical information about the event, as well as follow-up messages, such as satisfaction surveys and similar, and for managing your participation in the event. 

Correspondence

1. Personal data processedWhen you communicate with us by email, postal mail, or in any other way we may retain the correspondence and the information contained therein. Personal data will usually include: 

  • First name and surname;  
  • Position; 
  • Email, and phone number;
  • Organisation’s name, and address; 
  • The content of the communication.

2. Purposes and legal basis. We process personal data based on legitimate interest for the purpose of responding, maintaining communication and its records. 

Cookies policy 

Our website uses cookies. A cookie is a small text file placed on your web browser by websites that you visit while browsing the Internet. The cookie has a unique code which allows it to recognize your browser when you consult the website (cookie called “session”), or at your next visit (permanent cookie). Cookies are used to help make websites work efficiently, as well as to analyse traffic on websites. Cookies also allow websites to tailor information to individuals based on browsing preferences. Cookies are saved in a file on your computer or your mobile device. The website’s server has only access to its own placed cookies, not to any other data saved on your computer or mobile device. The content of a cookie usually comprises the server’s name which installed the cookie, an expiration date and a unique digital code.

The cookies we use do not collect data that reveal your personal identity and therefore do not make it possible for us to identify you.

What cookies do we use?

  • Strictly necessary cookies. These cookies are essential for our website to function properly. They enable you to browse on our website and use its features.
  • Performance cookies. We may use Google Analytics to analyse the use of our website, for example, which pages are visited most often, or if some web pages issue error messages. This helps us improve your browsing experience. Google Analytics analyses your interaction with our website and stores information about IP address, operating system, web browser, pages visited, location of the users, and the device used. Google does not combine your IP address with any other information Google may have. Google provides certain privacy options and choices in this regard, which are described here.

You can enable, disable or delete cookies through your Internet browser.  In order to do this, follow the instructions provided by your browser. However, if you choose to disable cookies, some features of our website may not work properly.

Security 

We use appropriate technical and organisational security measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, or any other unlawful or unauthorised data processing.  The database is securely stored in website system of the SCI and on an excel document held by the SCI manager, which is password protected and the back-up is also secured through encryption.

Data retention 

We keep personal data for as long as it is necessary to provide membership services, to pursue our mission, and to maintain our business relationship. We keep personal data when you have left a member organisation (company or national association /platform) or founding/managing organisation, or have changed positions, in order to engage with you in another capacity or to maintain the relationship. 

If your organisation has been rejected from joining the SCI based on the criteria set out in the Rules of Governance and Operationsor opted for leaving the SCI, your personal data are not published online. Your personal data are retained in the Registry database for the proof of rejection or cancellation of adherence in case of future requests for the period of 2 years after which only the company name is retained. 

For more information on how long we keep your personal data please contact us at: info@supplychaininitiative.eu    

Sharing personal data and data management  

We do not share personal data with third parties, unless you request it or expressly consent to it, except in the following cases: 

  • With third party service providers whom we engage to provide services. This may include data sharing services (such as WeTransfer) to transmit large files and which are based in the U.S. and are certified under the EU-US Privacy Shield and other such similar service providers that we engage to provide technical support for carrying out our activities;
  • With other SCI members and Governance Group organisations and the Chair in the context of SCI activities and events; 
  • With co-organisers or partners of our events;
  • Certain personal data is published online in the online Registry for the purpose of transparency, which is one of the core principles of the SCI, as well as for the purpose of providinge the names of the key contact people when needed for dispute resolution. Personal data published online include: Registering executive (Full Name, Position), Contact person responsible in case of dispute resolution (Full Name, Position, E-mail, Phone number, Address) and the organisation’s details. 

Individuals’ rights 

You have the following rights: 

  • Access to personal data; 
  • Correct personal data, if it is inaccurate or incomplete; 
  • Delete personal data, under certain conditions, if they are no longer necessary, if you withdraw consent, or object to processing; 
  • Object to processing of personal data, 
  • Withdraw consent at any time; 
  • Portability of personal data, under certain conditions;
  • Complain to the Belgian Data Protection Authority.

If you would like to exercise your rights, please send a written notice to the SCI manager at info@supplychaininitiative.eu     

Changes to this privacy policy

We may change this privacy policy from time to time. The most recent version will be available on our website and will include the date of its latest revision. All changes will be effective from that date. Companies registered to the SCI, will be informed of any changes to the SCI privacy policy. 

Contact details 

If you have any questions, requests or complaints regarding this privacy policy and how we process personal data, please contact:

Fabienne Eckert
SCI Manager
+32 474 07 87 09
info@supplychaininitiative.eu     

c/o Bureau Poste Livingstone
Boite Postale 6
Rue Stevin 41-43
1000 Brussels
Belgium

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