Atlas uses your personal data to assist you quickly and accurately. This includes any information that can be used to identify you, such as your name or address. Atlas processes this data in full compliance with European privacy laws.
How does Atlas collect data?
Are you a newcomer? Atlas gets certain official data, such as your address, from the government to invite you to follow the civic integration programme.
In many cases, you will also share your details with Atlas yourself, for example, if:
- you subscribe to a newsletter
- you call or e-mail a staff member
- you follow a training course at Atlas
- your organisation works together with Atlas
- you make an appointment
- you accept cookies on our website
- etc.
What does Atlas use your personal data for?
Atlas only uses the information necessary to help you with your request. For example, Atlas can use this information to:
- contact you for your civic integration programme
- register for Dutch lessons
- invite you for / to follow a training course
Atlas will forward your personal details to the right colleague.
Who does Atlas share your personal data with?
We often collaborate with other public authorities and social services. The main partners we share your personal data with are VDAB [Flemish Employment Service], OCMW [Centre for Public Welfare], Woonhaven Antwerpen [Antwerp Housing Organisation], stad Antwerpen [City of Antwerp], het Agentschap voor Hoger Onderwijs, Volwassenenonderwijs, Kwalificaties en Studietoelagen [Agency for Higher Education, Adult Education, Qualifications and Study Grants] (AHOVOKS) and the schools where Dutch lessons are taught.
We only do so if this is necessary to answer your request. Our partners also have a duty to protect your personal data. You can find the specific privacy statement of the civic integration and integration agencies on the exchange of personal data regarding civic integration and NT2 here.
How long does Atlas store your personal data?
If Atlas no longer needs your personal data, we will delete the information we no longer use. We will store other data, e.g. information about your civic integration programme so we can always give you a copy of your certificate. To do this, we follow the archiving rules of the City of Antwerp and Flanders in accordance with the Local administration Decree.
What can you do to protect your data?
Look out for phishing and identity fraud.
Do you have any questions?
You can contact our external Data Protection Officer (DPO) via atlas.dpo@antwerpen.be.
You can view and correct your data. You can also ask for data to be deleted if Atlas is not required to store them.
What is Atlas - vzw integratie & inburgering Antwerpen
Atlas is a non-profit organisation, an external autonomous agency (EVA) and a centre of expertise for diversity and civic integration. Atlas implements the Flemish integration and civic integration policy on behalf of the city of Antwerp. Atlas provides information and support to foreign-language newcomers and organisations in the city of Antwerp.
Atlas offers civic integration programmes and provides information about Dutch language lessons and practice opportunities, assists underage newcomers in finding schools and organises activities related to diversity. In addition, Atlas has a social interpreting and translation service and provides information about the extensive migration law. Atlas supports organisations with questions about ethnic and cultural diversity and language policy for non-native speakers. Atlas also carries out several projects.
Atlas's tasks are stipulated in the Civic Integration Decree, a Flemish law on integration and civic integration policy dated 7 June 2023.
What is the GDPR?
The GDPR, or General Data Protection Regulation, is the European legislation governing the processing of personal data. This legislation stipulates rules on what may be done with personal data, which procedures must be followed and how data must be protected.
The GDPR applies to everyone who processes personal data. This means that anyone who collects, structures, stores, modifies, consults, forwards, distributes, deletes or performs any other action with personal data must comply with these rules.
What type of personal data do we process?
We process different types of personal data, depending on the services we provide to you. Personal data is any information about a person that can directly or indirectly identify you.
This may include the following data:
- Identification data: surname, first name, address, date of birth, etc.
- Contact details: telephone number, e-mail address, etc.
- Data about training courses
- Data related to your participation in our activities and services
- Financial data: bank account number, payment and invoicing details
- Digital data: IP addresses, cookies
Which categories of personal data do we store?
- Personal attributes such as your gender, marital status, nationality, right of residence, date of birth, etc.
- Sensitive personal data is subject to additional protection under the law and may only be used and processed in specific circumstances. It is rare for Atlas to process such data, and Atlas only uses it when necessary to help you further. This includes data revealing racial or ethnic origin, sexual orientation, ethnic origin, sexual behaviour, political opinions, religious beliefs, health, criminal convictions or membership of a trade union, professional association or similar group.
- Special data: Atlas uses your national registration number for its core tasks. By registering as a parent or guardian with Atlas's youth services, you indicate that you consent to the use of the minor's personal data to find a school.
- Payment and billing details: these details are stored in order to process the order, execute payments correctly and comply with our legal accounting obligations.
- Navigation data: such as IP address, date and time of visit, type of domain used to connect to the internet, your preferences, etc. Find more information in Atlas' cookie policy and disclaimer.
- Device ID data: Wi-Fi: if you connect to the free Wi-Fi of the City of Antwerp in the Atlas buildings, your device data will be stored.
Which tools do we use to collect data?
We collect your data in the following ways:
- in a meeting with you and one of our services that identifies and registers you in a customer tracking system or customer appointment system (Allis, Cosmo, CRS-P, JCC or Youcanbookme)
- via our website and CMS (Drupal 10) via a contact form or cookies
- via event registration (Eventbrite)
- via communication platforms (Hootsuite, WhatsApp Business, correspondence)
- via administrative tools (Exact, Cosmo, Allis, Naric platform)
- via educational platforms (Google for Education, Articulate)
- via document scanners (Genius Scan)
- via analytical software (Matomo Analytics)
- via Office 365 (Ms Forms, MS Lists)
- via camera security (SQ Vision)
Purposes of data processing
Atlas needs this information to provide you with the best possible, tailor-made service. Personal data is used, for example, to:
- create your civic integration programme
- provide educational and civic integration services and activities
- process orders, ensure correct payments, comply with accounting and tax obligations
- account for (project) subsidies
- manage your registrations and payments
- improve our services and conduct customer satisfaction surveys
- improve our website with analytical tools
- send newsletters and updates
- organise and facilitate language practice opportunities
- organise training courses, work sessions and guidance for your organisation
- match you with a social interpreter
- provide advice on the broad scope of migration law at your request
- match Dutch language courses for non-native speakers after completing the civic integration programme
- administer the civil test
Once the purpose has been achieved, we will in principle no longer retain the personal data. Some documents, such as invoices, have a mandatory retention period by law. After the retention period expires, we may also be required to archive the document for a legally specified period, e.g. a civic integration certificate.
Legal basis for processing
We process your personal data on the following legal basis:
- Consent: if you have explicitly given consent for a specific processing operation, such as taking a photo and publishing it on the website.
- Implementing a contract: when the processing is necessary for the implementation of a contract.
- Legal obligation: when the processing is necessary to comply with a legal obligation.
- Public interest: when the processing results from an assignment from the city of Antwerp or Flanders and must be carried out by Atlas.
Processing of your data by third parties
We use various software and services to support our work:
- Articulate: to develop content for e-learning courses
- Exact: for accounting and financial administration
- Cosmo: for customer relationship management and project management
- allis (and E-depot): customer registration system for managing integration files, for example
- Matomo: to improve our website and services
- DUSC: to manage interpreting and translation assignments
- Platos: platform for project subsidies from WSE Europe
- Office 365: for e-mail and document management
- Atos Worldline and Bancontact: for your payments
- Connective (e-signature) to sign documents electronically
- Google For Education: the Flemish tool for providing civic integration courses
- YouCAnBook me and JCC: for booking appointments with Atlas employees
- Mailchimp: for sending newsletters
- Eventbrite: for planning events and training courses
- You can find the specific privacy statement of the integration and civic integration agencies on the exchange of personal data on civic integration and NT2 here.
Your rights
Atlas does not use your personal data for automated decision-making.
You have the following rights regarding your personal data:
- Right to access: you can request a copy of the personal data we process about you.
- Right to rectification: you can have incorrect or incomplete data corrected.
- Right to be forgotten: you can request that your personal data be deleted.
- Right to restriction of processing: you can request that the processing of your personal data be restricted.
- Right to data portability: you can request that your data be transferred to yourself or a third party.
- Right to object: you can object to the processing of your personal data.
Security measures
Atlas has implemented security measures to ensure the security of your personal data, such as:
- Two-step verification: our employees log into the network using two different forms of identification.
- Access security: buildings without customer follow-up are locked with badge systems. Computers in buildings with customer operations have locks for temporary storage.
- Our buildings are equipped with camera surveillance.
- Employees log in to the customer tracking system for the civic integration programme (allis) using their identity card.
- Processing agreements are concluded with Atlas' external processors.
- Employees receive information about and are aware of GDPR and information security.
- Printing at Atlas is done via a secure printing system. Shredders are actively used to destroy documents containing personal data.
- Computers are protected with antivirus software. The operating system and software are kept up to date.
- Logging is implemented in our systems.
- Network security is provided by firewalls and real-time monitoring, among other things.
DPO
Atlas's Data Protection Officer is the official responsible for data protection. The DPO is the independent expert who checks whether Atlas applies and complies with the privacy rules.
If you have any questions about this privacy statement or the processing of your personal data, please contact our data protection officer at atlas.dpo@antwerpen.be. Sometimes they will need a copy of your identity card or residence permit to identify you.
If you are not satisfied, you can submit a complaint to the Gegevensbeschermingsauthoriteit [Data Protection Authority].
Changes to the Privacy Statement
Atlas may change this privacy statement at any time. We recommend that you consult this statement regularly so that you remain informed of any changes.
Use of cookies
When you visit our site, you will be asked whether we may store cookies on your computer.
What?
A cookie is a text file. A website's server places this cookie in your computer's browser or on your mobile device when you visit a website. Cookies cannot be used to identify individuals. A cookie can only identify a machine.
Which cookies do we store on your computer when you click ‘Accept all’?
We store technical cookies that the site uses to function optimally. The cookies that Atlas places are deleted immediately after you use the website. For example: you changed the settings during your previous visits to the site. You filled in a form with data during previous visits.
We also store cookies that do not come from the website itself, but from third parties. For example: the optional Matomo analytical cookies that serve to measure the performance and use of our website (see below).
What if you do not want us to store cookies on your computer?
You can click on “refuse” on your opening screen. We will then only store necessary cookies on your device. These are necessary to navigate the website and use its functions.
There are also other options: you can set your internet browser so that cookies are not accepted, so that you receive a warning when a cookie is installed, or so that cookies are subsequently deleted from your hard drive. You can do this via your browser settings using the help function.
Please note: certain graphic elements will not appear correctly or certain applications will not work without cookies. You must accept social and marketing cookies if you want to see content from the following third parties on our website: YouTube and Google Maps.
Matomo Analytics
This website uses Matomo Analytics and Matomo Tag Manager. This programme uses cookies to help analyse the website: how users use the site or to create reports on website activity for Atlas.
This cookie generates information about your use of the website (with anonymisation of the IP address) and Matomo stores this information on servers in New Zealand. According to the adequacy decision with the European Commission, the exchange takes place in accordance with the European standards of the GDPR. Matomo will not combine your IP address with other data that Matomo has. Matomo does not pass this information on to third parties. By accepting cookies, you consent to Matomo processing this information in the manner and for the purposes described above.