FAIM Coordination Centre (FCC) Privacy Notice
The FAIM Coordination Centre (FCC) maintains and processes personal as well as confidential information about FAIM Applicants directly related to their FAIM Compliance Procedures.
This personal and company confidential information is however strictly limited and considered as absolutely necessary to execute the Applicant's Compliance Procedures, an integral part of the FIDI-FAIM quality certification programme.
The FIDI-FAIM certification programme requires that international movers have periodic independent assessments of their inter-continental moving activities through an independent audit.
The FCC is committed to respect FAIM Applicants by handling all personal and company confidential information collected in connection with their FAIM Compliance Procedures in accordance with applicable local laws (EU-GDPR) as well as our own Privacy Policy (Privacy Principles).
This notice explains our practices with regard to your personal and/or company confidential information.
Our Privacy Notice addresses 10 privacy principles:
These 10 privacy principles are essential to the proper protection and management of FAIM Applicants personal and confidential information. They are based on internationally known fair information practices included in many privacy laws and regulations of various jurisdictions around the world and recognized good privacy practices. Furthermore they are in full compliance with the EU-GDPR: https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0679&from=EN
Outlined Summary:
1. Management:
The FCC will, through appropriate management and strict application of criteria and controls:
- Observe fully conditions regarding the fair collection and use of information.
- Meet our legal obligations to specify the purposes for which information is used.
- Collect and process appropriate information, and only to the extent that it is needed to fulfil our operational needs or to comply with any legal requirements.
We have a responsible person in the FCC for ensuring compliance with up to date Data (Privacy) Protection regulations.
We ensure that everyone processing personal and/or your company confidential information understands that they are contractually responsible for following good data protection practice aligned with internal procedures and legal requirements.
We ensure all FCC staff is appropriately trained with up to date privacy legislation.
We collect, process and transfer personal and/or company confidential information about FAIM Applicants through computerized and paper-based data processing systems.
We have established routine processing functions (such as processing FAIM Compliance Procedure applications and FAIM Compliance Procedure audit reporting).
We ensure that all processing and transfers of personal and confidential information are subject to reasonable confidentiality and privacy safeguards.
2. Notice:
We provide notice about our privacy policies and procedures at the time of the FAIM (Re) Application; our notice is also available on the FIDI website under the FAIM section. We are committed to respect FAIM Applicants by handling all their personal and company confidential information collected in connection with their FAIM Compliance Procedures in accordance with applicable local laws (EU-GDPR) as well as our own Privacy Policy (Privacy Principles).
We only process personal and confidential company information to accommodate FAIM Applicants with their respective Compliance Procedures. For example we identify key contacts to communicate during the FAIM application.
We only process company confidential information if needed for business objectives or if it is required to comply with applicable laws. For example, we process audit reports related to FAIM Applicants audit performance. We may therefore need to process confidential company information as an integral part of the FAIM Compliance Procedure.
As a general rule personal and/or company confidential information will only be collected, processed or transferred where adequate privacy protection mechanisms are in place.
3. Choice and consent:
By applying for FAIM Certification you give your consent with respect to the collection, use, and disclosure of certain personal and/or company confidential information as described in this notice. Consent here means you understand our lawful basis for processing and agree with the collection, use, and disclosure of personal and/or company confidential information with the sole purpose to accommodate your FAIM Compliance Procedures.
4. Collection:
We shall obtain and process personal and confidential data fairly and in accordance with statutory and other legal obligations. We collect personal and/or confidential information for the sole purposes to accommodate FAIM Applicants before, during and after their FAIM Compliance Procedures.
5. Use, retention, and disposal:
We limit the use of personal information to the sole purpose of executing your FAIM Compliance Procedures and for which you have given your consent at the time of your FAIM (Re) Application.
We retain personal and/or company confidential information for only as long as necessary to fulfil the stated purposes or as required by law or regulations and thereafter appropriately dispose of such information. For example we will retain your personal and/or company confidential information as long as you are affiliated to FIDI and therefore subject of the various FAIM Compliance Procedures.
We do not retain hard copies of your personal and/or company confidential information. At the time of disposal all electronic data concerning your personal and/or company confidential information will be removed from our systems.
6. Access:
You may access and update your personal information by contacting the FCC.
In the event you have any questions/comments about your personal and/or confidential data that is either collected, used, retained, disclosed, and/or disposed by the FCC you may contact us at following details:
FAIM Coordination Centre (FCC)
Fountain Plaza – building 501
Belgicastraat 1, 1930 Zaventem, Belgium
Tel.: +32 24 25 55 55
Email: fcc@fidi.org
7. Disclosure to third parties:
We shall use and disclose your personal and/or company confidential data only in circumstances that are necessary for the purposes for which we collected the data. For example we will disclose your company confidential information only to the independent FAIM auditors for the sole purpose to accommodate your company Compliance Procedure, an integral part of the FIDI-FAIM certification. We will never sell, or make available in any other way, your personal and/or company confidential information to third parties.
8. Security for privacy:
We protect personal and/or your company confidential information against unauthorized access (both physical and logical) aligned with our internal IT policy and procedures. We shall take appropriate security measures against unauthorised access or alteration, disclosure or destruction of personal and/or company confidential data.
Personal and/or company confidential information will only be accessible to authorised FCC staff.
In the event you have any questions/comments about how we protect and secure personal and/or your company confidential information against unauthorized access, you may contact us at following details:
Andrew Mavin
IT SPOC
FAIM Coordination Centre (FCC)
Tel: +32 24 25 55 55
9. Quality:
We maintain accurate, complete, and relevant personal and/or company confidential information as reasonable possible and only for the purposes identified in this notice.
We retrieve your personal and/or your company confidential information from the FAIM Application Form, FAIM online platform and corresponding e-mails.
Please note that we have shared responsibility with regard to the accuracy of your personal information. Please let us know of any changes to your personal information.
10. Monitoring and enforcement:
We monitor compliance with applicable local laws (EU-GDPR) as well as our own Privacy Policy (Privacy Principles) and have procedures to address privacy related complaints and disputes. All FCC staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them.
If you believe that your personal and/or your company confidential information is not handled in accordance with applicable local laws (EU-GDPR) as well as our own Privacy Policy (Privacy Principles), you may submit a complaint to the person responsible for complying with data protection laws and regulations, who will investigate the complaint.
John Prooij
Project Manager Quality & Risk
FAIM Coordination Centre
Tel: +32 24 25 55 55
This Data Protection Policy will be reviewed regularly in light of any legislative or other relevant developments.
Last updated: 24-08-2023