Information Notice on the processing of Personal Data

by the ICRC Brussels delegation

06 August 2018
Information Notice on the processing of Personal Data
Data Protection

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflicts and other situations of violence and to provide them with assistance. The ICRC is committed to treating your data with security, respect and confidentiality, and applies the ICRC Rules on Personal Data Protection exclusively. This notice explains why the ICRC Delegation in Brussels collects your personal data, which information we have access to, how we collect and disclose the data, and how we protect it. You will also find information on how to exercise your data subject's rights.

1. Why do we collect your personal data?

We collect your personal data for one or more of the following purposes:
• To allow you to contact us;
• To organise or promote events and/or ICRC activities;
• To allow you to register as a participant to events we organise or co-organise;
• To provide you with support in organising your travel and/or accommodation;
• To process your employment application;
• To consider you for future suitable vacancies, should you not be successful in your initial application;
• To provide you with our humanitarian services;
• To analyse web statistics and log files;
• To compute anonymous statistics;
Your personal data is not used for automatic profiling or decision-making.

2. What personal data do we collect and how?

2.1. Information you give us:
We will obtain personal information from you when you contact us, register for an event, ask our support in organising your travel, apply to a vacancy, and/or receive our humanitarian services.
Depending on the specific purpose, we may ask you to provide part or all the following information: your full name, date of birth, passport details and/or scan, email address, mobile phone number, position/title, company/organization, dietary requirements, resume and references, motivation for applying to a vacancy, details of your case when assessing if we can assist you with our humanitarian services.

2.2. Pictures, videos and/or audio recording during events we organize or co-organise:
We may take pictures or videos – including of participants - during events we organise, that we will use to promote and keep memory of our activities. You will be given the opportunity to object to being photographed during those events.
We may audio record the presentations, the discussions and/or other sessions of events we organise, for the sole purpose, when relevant, of drafting the proceedings.

2.3. Information we collect automatically:
We may automatically collect non-personal information through the ICRC website to help administer, protect, and improve our services. This information may be collected through the use of cookies, as well as part of log files, analytics and web beacons. It may include your IP address, your operating system and your browser activity.
The ICRC uses Google Analytics, a web analytics service provided by Google Inc., to help us identify how people are using our website. Google Analytics stores for example information about the pages you visit, your operating system, your access time and information about the device you used.

2.4. Links to third-party websites:
Our website provides links to third party websites and social widgets - such as Facebook, Twitter, Instagram, YouTube, and LinkedIn - that will collect data about you if opened. They do not have the same privacy policies as ours. We encourage you to review the privacy statements of any site you visit.

3. Who processes your personal data and with whom is it shared?

Internally, all personal data collected by the ICRC are processed only by designated ICRC staff members or agents, for one or more of the specific purposes listed above.
Depending on the purpose for which we process your personal data, we may share the minimum/necessary information - as specified here below - with:
• The travel agency who may provide us with its services: your name, surname, date of birth, a copy/scan of your passport, and your mobile phone number;
• The hotel we book for you: your name, surname, arrival and departure dates, passport scan;
• The relevant Embassy for a visa issuance: your name, surname, arrival and departure dates, and purpose of travel;
• The people you have indicated as references in your application, should the latter be of interest to the ICRC: your name, surname and the details of your resume we wish to get feedback on;
• The host of an event we organize or co-organise: your name, surname and company/organization;
• A Red Cross or Red Crescent National Society: a copy of your Tracing Request, or the details of your case that may be necessary for their follow up;
• The relevant public body, authority or person in case we submit a representation on your behalf as part of our humanitarian services;
• Twitter: we may publish on the ICRC Twitter account pictures taken during one of the events we organise or co-organise.
We will never sell your personal information.
In case of sharing your data with third parties, we will ensure as much as possible that the recipient has provided sufficient proof of compliance with the principles set out in the ICRC Rules on Personal Data Protection.

4. How do we protect and safeguard your information?

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up-to-date. We have, for example, measures in place to protect against accidental loss and unauthorised access, use, destruction, or disclosure of data.

5. How long do we keep your data?

The personal data we collect will be kept for so long as required to achieve the purposes listed above; the retention periods we apply depend on the specific purpose for which we process your personal data. For instance:
• For events and travel: we will retain your data active in our systems for a period of six (6) months, unless you regularly attend our events, in which case we may keep your information for the next edition of the same;
• For audio recording of events: we will retain the data for maximum one (1) year;
• For vacancy applications: in case of unsuccessful application, we will retain your personal data for a period of two (2) years from the date of your application, so that we can inform you should a suitable job opening occur in the future;
• For our humanitarian services: we retain your data in our active databases as long as we follow the case, the purpose is not attained and/or all agreed avenues have been explored.
Some personal data may be retained further for accountability purposes and/or to comply with legal requirements.
Besides, some personal data (for instance related to ICRC beneficiaries) may be kept in the ICRC Archives, for historical, statistical and scientific purposes.

6. How can you verify, modify or delete your personal data?

You can contact us if you need more detailed information regarding your rights and the way we use your personal information, according to the specific purpose for which it is processed.
In addition, and subject to certain limitations, you can contact us to:
• Consult your personal information;
• Rectify your personal information if it is incorrect or incomplete;
• Ask us to stop using your personal information;
• Ask us to delete your personal information.


You may address any question, concern or complaint about the processing of your personal data to the postal or e-mail addresses indicated further below. If a complaint is not resolved, it may be referred to the ICRC Data Protection Office, who may in turn refer it to the ICRC Data Protection Commission, as per the ICRC Rules on Personal Data Protection.

Our address is: To the attention of the Chancellery
ICRC Delegation to the EU, NATO and Kingdom of Belgium
Rue d'Arlon 80
1040 Brussels