Privacy declaration: Customer relations

Data Protection

Declaration on Processing of Personal Data


Antwerp Port Authority attaches great importance to processing of personal data, i.e. information that enables us to identify you as a private individual. Personal data arise whenever it is possible to make a direct or indirect link between one or more items of data and a private individual ("natural person"). Your personal data will always be protected by us in compliance with the "Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC: the General Data Protection Regulation (GDPR)" and the national legislation implementing this Regulation.


This privacy declaration has been issued to provide clear information concerning the processing of your personal data.


We ask you as the reader to pass on this declaration to all persons whose personal data we process and who are in direct contact with you.


1. Responsibility for the processing


1.1. The entity responsible for the processing is Havenbedrijf Antwerpen NV van publiek recht, with registered office at Zaha Hadidplein 1, 2030 Antwerp, Companies Register N° 0248.399.380, hereinafter referred to as "Antwerp Port Authority" (APA).


1.2. The APA Data Protection Officers can be reached at


1.3. APA as the entity responsible for the processing shall take all appropriate technical and organisational measures to protect personal data against accidental or unauthorised deletion, accidental loss and any unauthorised processing of personal data.


1.4. APA guarantees that personal data will be processed lawfully, fairly and in a transparent manner; that personal data are collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; that those data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed; that the personal data are accurate and, where necessary, kept up to date; that these data are stored no longer than is necessary for the purposes for which they are processed. (General principles article 5 GDPR)


1.5. APA guarantees that no data shall be passed on to third countries for processing or storage without the necessary measures being taken to comply with the data protection requirements of the GDPR.


2. The personal data that we process

2.1. Customer relations

2.1.1. In this connection APA gathers the following personal data:

- E-mail address

- Personal data that may already be known, such as:

  1. First name

  2. Surname

  3. Sex

  4. Address

  5. Telephone number(s)

  6. Company data

  7. Job title


This personal information can be amended by you at any time using the personal data link.


2.1.2. APA does not on any account collect particular categories of personal data, such as information on race, political leanings, health, religious or other beliefs, sexual orientation and suchlike.


3. Sources of personal data

3.1. Customer relations

3.1.1. In addition to the personal data that it obtains directly from you, APA also processes personal data from another source, namely our existing database. You can modify your own personal data using the personal data link.


4. Purposes for which the data are processed

4.1. Customer relations

4.1.1. The personal data shall be processed for the following purposes:

Targeted interaction with our customers, contacts and leads, and following up these interactions. More specifically, we manage our activities with the customers (e.g. the work that we do for them, appointments, meeting reports etc.), and we follow up opportunities and problems.


5. Legal basis of the processing

5.1. Customer relations

5.1.1. The legal basis for this processing of your personal data is as follows:

The necessity to perform a task carried out in the public interest of APA, namely to use data concerning our customers, contacts and leads in interactions with them, in order to manage our relations with them.


6. Period for which the data are kept

APA shall deactivate the data on persons who can no longer be consistently emailed or contacted by us. Deactivated data shall be reviewed and deleted every two years, if there have not been any mailings or other CRM interactions with the personal data concerned in the meantime.


7. Your rights as the person concerned

You can exercise your rights at any moment by sending an e-mail (with proof of identity by attaching a copy of the relevant page or side of your identity card or document) to APA shall reply within one month. Some rights can be exercised directly by you, by making use of the relevant settings.


7.1. You are entitled at any time to withdraw your permission; however, this will not affect the legitimacy of any processing carried out on the basis of your permission before it was withdrawn.


7.2. Whenever personal data are processed for the purposes of direct marketing, you are entitled at any moment to make an objection against this processing, which includes profiling related to direct marketing. APA will use direct marketing if newsletters or invitations for events are sent. You can unsubscribe using the link at the foot of the e-mails.


7.3. In cases where APA acts on the basis of its legitimate aims or in the public interest, you are entitled at any time to make an objection against the processing of personal data concerning you, for reasons of your specific situation. In such a case you must explain your specific reasons. APA shall then suspend the processing, unless it is able to show compelling, legitimate grounds for the processing that are more important than your interests, rights and liberties as the person concerned, or that are related to obtaining, exercising or substantiating a court order.


7.4. You are entitled to get a definite answer from APA as to whether or not personal data concerning yourself are being processed, and if they are, to inspect this personal data. In responding to this request AHA shall also provide the details of the processing. AHA shall send you a copy of the personal data being processed.


7.5. You are entitled to require APA to immediately rectify incorrect personal data concerning yourself. You can also require APA to complete any personal information that is incomplete. In some cases you may be able to rectify or complete your own personal data yourself, for example by accessing an application.


7.6. You are entitled to require APA to delete personal data concerning yourself, without unreasonable delay. APA shall delete personal data when the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed, when there is no longer a lawful ground for data processing, when the data subject objects to the processing and there are no overriding legitimate grounds for the processing, when the personal data have been unlawfully processed, when the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject or when the personal data have been collected in relation to the offer of information society services.

In cases where APA has made personal data public and is then required to delete it, APA shall take reasonable measures to inform other data processors with access to the information that you have asked for all copies of it, reproductions of it or links to it to be deleted.

In some cases APA is not allowed to delete certain personal data, such as when the processing is necessary for exercising the right of freedom of expression and information, for (b) for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, for reasons of public interest in the area of public health, for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes or for the establishment, exercise or defense of legal claims. The data subject will be informed accordingly, if this is the case.

When you ask for your personal data to be deleted, your e-mail address will be kept on a separate list so that APA can prove and verify which data subjects have asked for deletion of their personal data and cannot be added to our systems in the future.


7.7. You are entitled to place limitations on the processing of personal data – if you contest their correctness, or if their processing is illegitimate but you oppose deletion of the data, or if APA no longer requires the data for the purposes of the processing but you still need it for obtaining, exercising or substantiating a court order, or if you oppose the processing – until such time as APA is able to show legitimate grounds for the processing, or until it is able to check the correctness of the data.

In such a case the personal data shall not be processed (apart from simply being saved) except with your permission, or except for obtaining, exercising or substantiating a court order, or for protecting the rights of another natural or artificial person, or for other weighty reasons of general interest for the European Union or a Member State.


7.8. You are entitled to obtain the personal information concerning you, that you have supplied to APA; you are entitled to receive it in a structured, conventional, machine-readable form, and you are further entitled to then pass it on to another data processor. This may apply e.g. whenever the processing is based on permission or an agreement to which you are a party, or when the processing is carried out by automated processes.


7.9. Finally, you are entitled at any moment to submit a complaint to the supervisory authority, namely the Data Protection Authority.