Privacy Policy

Privacy protection statement  

The Belgian Association of Members of the Order of Malta respects your privacy.  In accordance with the new General Data Protection Regulation, which came into  force on 25 May 2018, it is our intention to inform all persons we process of our  operation and use of their personal data. If you have any questions or comments  in this context, please do not hesitate to contact us.  

1.What is "personal data", what does "processing of personal data" mean  and who is responsible for processing your personal data?  

“Personal data” is any data relating to an identified or identifiable person.  

“Personal data processing” includes all processing and use of personal data,  including collecting, recording, sorting, structuring, storing, updating or  modifying, requesting, consulting, using, delivering by transmission, distributing  or making available by any means, reconciling or combining, protecting, erasing  or destroying personal data.  

The head of data processing is the Belgian Association of Members of the Order of  Malta ASBL, with registered office Av. Huart Hamoir 43, 1030 Schaerbeek | RPM  number: 410.197.855 | Telephone: +32 (2) 252 30 72 | E-mail (hereinafter “the Order of Malta”).  

2.What personal data do we deal with: 

2.A. As part of our fundraising campaigns?

We deal with: 

  • contact details (such as name, address, gender, title) 
  • email address, phone number and date of birth (if this information is provided  to us), as well as personal preferences for anyone who sends us a donation or  expresses an interest in our activities (unless the individual prefers not to, see  point 5);  
  • we also record which fundraising campaigns and activities we contact people  for;  
  • we keep information on donations received (such as donation amount, bank  account number, day of payment, communication, extract number, bank address  and details related to a donation, possiblyy direct debit) and its execution (the  history of your donations and possibly the information needed for tax certificates).


We also use this information for future fundraising campaigns.  

We may also process information you provide us spontaneously, such as your  feedback on our organisation or some of our activities or campaigns.  

We sometimes visit third-party address databases for a specific fundraising  campaign. In this case, we only use personal data for that specific campaign and  your data is only stored if you donate as a result of this campaign.  

2.B From our members and volunteers?

We handle: 

  • any information useful for the preparation of contracts (such as name, address,  gender, title, etc.); 
  • the e-mail address, telephone number and date of birth (if this information is  provided to us), as well as personal preferences (unless the individual prefers not  to, see point 5);  
  • which activities these individuals have committed to.  


We use this information in organising our activities and for statistical purposes.  

We may also process information that you provide us spontaneously, such as your  return on our organisation or some of our activities or campaigns.  

2.C People helped by our organisation (beneficiaries)?

We handle:  

  • contact details (such as name, address, gender, title)  
  • email address, phone number and date of birth (if this information is provided  to us), as well as personal preferences (unless the individuals prefer not to, see  point 5);
  • the pathology of these individuals; 
  • the type of help we provide to these individuals.  


We use this information in the context of providing optimal assistance to the  individuals concerned and for statistical purposes.  

We may also process information that you provide to us spontaneously, such as  your return on our organisation or some of our activities or campaigns. 

3. Why and how do we use personal data?

3.A. Data of members and volunteers

Your data is processed as part of our administrative obligations, for the practical  organisation of our activities and the communication of general information about the Order of Malta, as well as for statistical purposes. As part of our  cooperation, we will contact you by post (e.g. “Members’ News”), by e-mail or  by telephone.  

3.B Beneficiary data.

Your data is processed to optimally organise the assistance of any type we offer  you and for statistical purposes.  

As part of our activities, we will contact you by post, e-mail or telephone.

3. C. Donor data.

Your personal data is processed only to inform you about our activities and what  we do with the help of your donations, for fundraising and the administrative  follow-up of donations, including, if necessary, the sending of a tax certificate of  donations. As part of fundraising campaigns, we usually contact you by post, email  or telephone.  

If you do not provide us with the necessary personal data, for example by filling  in a form or otherwise, your donation and/or the granting of a tax certificate may  not be processed correctly.  

For some fundraising campaigns, we may only write to people with a specific  profile, e.g. based on their donation history, age or personal preferences.  

The processing of personal data in other fundraising campaigns focuses on the  legitimate interest of the Belgian Association of Members of the Order of Malta, as  fundraising is necessary for good causes, and that it fits well with our non-profit  activities. Following a donation to our organisation, your data is treated to ensure  proper monitoring of the gift (recording, processing, tax certificate,residence) in  the alleged necessity for the execution of our agreement, and in accordance with  our legitimate interest to process the gift in the correct way.  

4. Do we use service providers to process personal data?

The processing of the personal data of our members, volunteers and beneficiaries  takes place within our organisation. We also use service providers (e.g. for the  management and hosting of computer applications) or a social secretariat. We  ensure that these service providers comply with the required security measures  for secure and correct processing of your data and that they fulfil their obligations  in accordance with applicable legislation.  

To ensure the processing of personal data of our donors, we may use service  providers who process your data under our responsibility (sometimes referred to  as “subcontractors”). We ensure that the service providers we use apply security 

rules to ensure a safe and reliable processing of your data and that they fulfil  their obligations in accordance with applicable law.  

Your data is processed on behalf of our organisation by Cloudbizz, BuSI, Spleen  Creation, service companies that specialising in the management, development  and hosting of computer applications, or by Gunera Communications and Telemak,  specialised service providers in communication support, for example for  fundraising purposes. GUNERA COMMUNICATIONS holds your data on behalf of  our organisation.  

Your data may also be transferred to third parties outside our organisation when  necessary for the processing of your donation and/or the tax consequences of that  same donation (e.g. banks or tax authorities to grant tax certificates), or where  we are legally obliged to do so.

5. What are your rights and how can you exercise them?

If you wish to exercise your rights as a data subject, please send your request by  e-mail to  or in writing to the Order of Malta.  

  • Right of access: the Order of Malta will respond to any request for information  from an interested person to obtain a confirmation that personal data concerning  them is being processed and, if so, the Order of Malta will give the interested  person access to their personal data.  
  • Right to rectification and deletion: you also have the possibility of correcting or  deleting your personal data at any time, if the legal conditions in this regard are  met. In case of inaccuracy, we undertake the necessary measures to correct the  data stored at home immediately following a communication made by you.  Personal data will be deleted, provided the legal conditions are met, especially  because the purposes for which they were collected or processed are otherwise  no longer necessary or if data was processed in an unauthorised manner. Is  excluded from deletion only that data which we need to perform the tasks due to  or in order to preserve our rights and claims, as well as data that we charge under  the statutory retention periods. Insofar as data is not deleted merely because a  retention period still exists, processing by us is restricted even if you do not need  it.  
  • Right to limit processing: you may request of us to limit the processing of your  data, if subject to compliance with the legal conditions.  
  • Right to object to data processing: In the event that an interested party objects  to the processing of their personal data, the Order of Malta will terminate any  processing of their personal data, except insofar as that the Order of Malta deems  the processing of the data necessary, in which case the Order of Malta will justify  the continued processing of the necessary data with legitimate and compelling  reasons for said processing.
  • Opposition to data processing where the legal basis of “legitimate interest”  is involved: You also have the right at any time to oppose the data processing  by us, insofar as it is on grounds of legitimate interest. We will then terminate the  processing of your data unless we can prove – in accordance with legal  requirements – legitimate compelling reasons for further processing, which take  precedence over your rights.  

  • Withdrawal of Consent: Within the scope of your consent regarding the  processing of your data, you may at any time effective immediately and for the  foreseeable future, withdraw the consent without prejudice to the lawfulness of  the processing of your data up until the withdrawal of said consent.  

  • Right of appeal to the controller: you have the right to appeal to a data protection  authority. To do so, you must contact the data protection authority responsible  for your region with the competent data protection authority for us. These are:  the Belgian Data Protection Authority, with headquarters at Rue de la Presse 35,  1000 Brussels, by sending a letter to this address or an e-mail.  


Therefore, if your personal data is processed in our database under our  responsibility, you can submit a request to access or modify them. You can also  ask for your personal data to be deleted; in which case, we will only save your  name and address to keep track of your wish to not be contacted in the future.  You can also indicate your opposition to their processing or request their  restriction. You can also ask, under legal conditions, to receive your data in a  structured, current and machine-readable form.

6. How long do we keep your personal data?

6.A Of our employees, members, administrators, volunteers and beneficiaries.

We store the data for up to 10 years after the end of our cooperation or after you  have been assisted by our organisation (or later, if required by law).  

Of course, we will not use your data if you inform us of this. Data relating to  employment contracts or volunteer contracts will be kept for as long as is legally  required.  

6.B As part of fundraising.

If we contact you as a potential donor and you do not make a donation, we reserve  the right to contact you again later. If you make a donation to us, we will process  your data as part of the continuation of fundraising and keep it for 11 years after  your last donation or after the last time you actively demonstrated through any  means your interest in our organisation or for as long as is required by law. After this period, we reserve the right to extend this period by taking into  consideration that recalling may be useful to our organisation.  

We will not store and process your data if you inform us of this request. Data  relating to the granting of tax certificates will be kept to a minimum as long as the  law requires us to do so.

7. How did we receive your data?

7.A. Employees, members and volunteers.

We obtained your data when managing your employment or volunteer contracts  or membership applications and through our contacts.

7.B. Beneficiaries.

We obtained your data through the information you provided when you registered  for one of our activities and through our contacts.  

7.A. Employees, members and volunteers.

We have your contact details:  

  • if you have made a donation to our organisation in the past, which means that  you have been added to our database; or  
  • if you have indicated in some way that you want to be contacted by us (e.g. if  you have filled in a form received by post or on our website, or if you have  contacted us during an event); or 
  • if a partner has sent us your data.  

8. Do we send your personal data to third parties

8.A Employees, members, volunteers and others?

Your data will only be used for the activities of our organisation and will not be  disclosed to third parties other than our “subcontractors”, except as part of our  legal restrictions

8.B. Donors to other non-profit organisations?

Non-profit associations only achieve the goals for which they were established if  they can count on the necessary funds. Therefore, we depend on generous  donations from companies, organisations and individuals. For a non-profit  organisation like ours, it is therefore essential to reach the largest possible  target group to achieve our goals and carry out our fundraising campaigns.  

If you have donated directly to the Belgian Association of Members of the Order  of Malta directly after receiving a fundraising letter, on behalf of the Belgian  Association of Members of the Order of Malta, your name, address, title, gender  and details relating to your donation will be processed for this purpose and your  data will be recorded in our database, but will not be passed on to third parties  other than our “subcontractors”.  

If you or third parties (e.g. your bank or Bpost) share changes to your personal  data, they will be stored in our files.

9. Contact

For any information and suggestions regarding this data protection charter, please  contact us or contact our data protection officer at the e-mail address.