Privacy and cookies
Privacy Policy
This Privacy Policy explains how we collect, use, and protect your personal data when you interact with our association, in compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR). It applies to our members, visitors to our website, partners, and other stakeholders who engage with us.
1. Who we are
We are the European Heat Pump Association (EHPA), an AISBL established under Belgian law. Our registered office is located at Avenue de Cortenbergh 120, 1000 Brussels, Belgium, and we can be contacted via info@ehpa.org. We are the data controller responsible for the processing of your personal data.
EU projects and separate websites
As part of our participation in European Union (EU) funded projects, we may manage websites and digital platforms dedicated to those projects. For such project-specific websites, data processing responsibilities may vary depending on the context:
• When we act as the data controller, this Privacy Policy applies.
• When we act as a data processor on behalf of another data controller (e.g., the project coordinator or consortium), we process personal data strictly in accordance with their instructions and applicable agreements.
Each project website will provide its own privacy notice, detailing the specific data processing activities, roles, and legal bases involved.
2. Which personal data we collect
We may collect the following types of personal data:
• Contact details (e.g., name, email, phone number, professional address)
• Job title and organisation
• Payment details (for invoicing purposes)
• Login and account details (for members’ portal)
• Communication preferences
• Any personal data you voluntarily provide when interacting with us
3. How we collect your data
• Become a member of our association
• Subscribe to our newsletters or mailings
• Register to events, conferences or webinars
• Contact us via email or our website
• Use our members’ portal or other digital services
• Participate in our surveys or initiatives Providing personal data is necessary for accessing many of our services. If you do not provide this data, we may not be able to offer you the requested services or benefits.
4. Why we process your data
We process your personal data for the following purposes:
• Managing your membership and providing member services
• Organising events, webinars, and trainings
• Communicating with you regarding our activities and updates
• Complying with our legal obligations
• Managing financial transactions and invoicing
• Improving our services and analysing engagement
We do not use your personal data for automated decision-making, including profiling.
5. Legal bases for processing
We rely on the following legal bases:
• Performance of a contract (e.g., membership agreement)
• Legal obligations (e.g., accounting, tax compliance)
• Legitimate interests (e.g., promoting our activities)
• Consent (where applicable, such as for direct marketing)
6. How we protect your data
We take appropriate technical and organisational measures to ensure the security and confidentiality of your personal data, including:
• Restricted access to data
• Use of secure servers and encrypted connections
• Regular data back-ups
• Confidentiality agreements with staff and service providers
7. Data sharing and third parties
We may share your data with trusted third-party service providers who support our operations (e.g., IT support, event platforms, payment processors). These providers are contractually bound to comply with GDPR and only process your data under our instructions.
We do not sell or rent your personal data to third parties.
8. International transfers
If we transfer your personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).
9. Data retention
We retain your personal data only as long as necessary for the purposes stated above and in compliance with legal obligations. For instance:
• Membership data is retained during your membership and up to five years thereafter
• Financial records are kept for up to 10 years
• Event attendance data is retained for three years
10. Your rights
Under the GDPR, you have the right to:
• Access your personal data
• Rectify incorrect or incomplete data
• Erase your data (right to be forgotten)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time (where applicable)
• Lodge a complaint with the relevant supervisory authority (Belgian Data Protection
Authority at contact@apd-gba.be).
11. Use of cookies
Our website uses cookies to ensure proper functioning, enhance user experience, and gather analytics. Essential cookies are used based on our legitimate interest in providing a functional website. Non-essential cookies (e.g., for analytics) are only used with your consent, collected via our cookie banner. You can manage your cookie preferences through your browser settings.
For further details, please consult the Cookie Policy.
12. Third-party links
Our website may contain links to third-party sites. We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies before sharing any personal data.
13. Changes to this policy
We may update this Privacy Policy to reflect changes in our practices or legal obligations. The latest version will always be available on our website, and significant changes will be communicated to you where appropriate.
Cookie Policy
This Cookie Policy explains how the European Heat Pump Association (EHPA) uses cookies and similar technologies on our website. It complements our Privacy Policy and aims to inform you about what cookies are, how we use them, and how you can manage your preferences.
1. What are cookies?
Cookies are small text files stored on your device (computer, tablet, or smartphone) when you visit a website. They help the site remember your actions and preferences over time, improving user experience.
2. Types of cookies we use
We use the following types of cookies:
• Essential cookies: These are necessary for the proper functioning of our website (e.g., session cookies, security features, login authentication). They do not require your consent.
• Analytics cookies: These collect information about how visitors use our site (e.g., Google Analytics). They help us understand usage patterns and improve our website. These are used only with your consent.
• Functional cookies: These enable additional functionality and personalisation (e.g.,language preferences, remembering settings).
• Third-party cookies: These may be set by embedded content or services, such as video players (e.g., YouTube) or social media platforms. Their usage is subject to the third party’s own privacy and cookie policies.
3. Legal basis for cookie use
• Essential cookies are used based on our legitimate interest in delivering a functional website.
• Non-essential cookies (analytics, third-party, functional) are used only if you give us your consent through our cookie banner.
4. Managing cookie preferences
You can manage or withdraw your consent at any time by adjusting your preferences in the cookie banner or through your browser settings.
To disable cookies via your browser, please follow the instructions for:
• Google Chrome
• Mozilla Firefox
• Safari
• Microsoft Edge
5. Updates to this Cookie Policy
We may update this Cookie Policy from time to time to reflect changes in technology or legal requirements. Any changes will be posted on this page with an updated revision date.
Contact us
For any questions about this Privacy & Cookie Policy, please, contact us at info@ehpa.org or at our postal address: EHPA, Avenue de Cortenbergh 120, 1000 Brussels, Belgium.