Privacy statement
At Unia, we are committed to protecting your privacy. Therefore, we give you a brief overview of how Unia uses data about you. You can read the detailed privacy statement below.
1. Who are we?
We are Unia, the Interfederal Centre for Equal Opportunities. We help people who face discrimination or unequal treatment.
2. Why do we collect your personal data?
If you make a report to Unia, we need your personal data to:
- understand and follow up your report
- contact you
- give advice or mediate
- take legal action if necessary
- report on our operations
- improve our service
- send you a satisfaction survey (only with your consent)
- conduct research into discrimination
When you visit our website, we need your personal data to:
- provide and manage our website
- improve our website and services
- send our newsletter (if you have signed up for it)
- answer questions
- manage any discussions
If you apply for a job at Unia, we need your personal data to:
- contact you
- assess your application
If you participate in a training course or event at Unia, we need your data to:
- organise the training course or event
- register your participation
- contact you
- follow up with you about your participation after the training or event has ended
3. Who do we share your data with?
We share your personal data only when necessary. For example, with:
- other services or organisations that can help you
- trade unions or lawyers (only with your permission)
- researchers (under strict conditions)
- government services if required by law
- IT service providers (e.g. for IT support)
- HR service providers (if you are applying for a job)
4. How long do we keep your data?
We keep your personal data:
- up to 10 years after closure of your file
- up to 15 years if we are considering possible legal action
- until the end of the proceedings if we effectively go to court
- shorter for reports, studies or satisfaction surveys
For other uses of your personal data, specific time limits may apply depending on the specific purpose.
5. What are your rights?
You have the right to:
- view your data
- have your data corrected or deleted
- object to the use of your data
- withdraw your consent (if we needed it)
- lodge a complaint with the Data Protection Authority
Sometimes we may refuse your request, for example if we need your data for legal proceedings or to carry out our legal duties.
6. Questions or concerns?
You can reach us at:
- info@unia
- 0800 12 800 (toll-free number)
- Victor Horta Square 40, bus 40, 1060 Saint-Gilles
For privacy questions:
- dpo@unia.be
- 02 212 30 25
Detailed privacy statement
This privacy statement ("Privacy Statement") applies to the processing of personal data in the context of the operation of the Interfederal Centre for Equal Opportunities ("Unia", "we" or "us"). Our tasks are reflected in the cooperation agreement between the Federal State, Communities and Regions of 12 June 2013. The Privacy Statement applies to the following processing operations:
- Processing of personal data in the context of reports and files at Unia, including handling your report, reporting on these tasks, conducting scientific research and evaluating and improving our services.
- Processing of personal data in the context of job applications at Unia.
- Processing of personal data in the context of participation in a training course or event at Unia.
- Processing of personal data in the context of the website (www.unia.be) and Unia's newsletter or when you contact Unia outside the context of a case.
Unia acts as data controller for these processing operations.
The purpose of this Privacy Statement is to inform you which personal data we process, why we process these data, for how long we keep them and how you can exercise your rights in relation to these data. Unia may communicate additional information to you for certain activities to supplement this Privacy Statement.
Unia does not take its role as a data controller lightly. Unia therefore handles your personal data responsibly in accordance with applicable regulations, including, among others, the General Data Protection Regulation of 27 April 2016 ("GDPR") and the Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data ("Data Protection Act").
This Privacy Statement consists of the following sections:
1. Who is responsible for processing?
The controller of the processing of personal data described in this Privacy Statement is the Interfederal Centre for Equal Opportunities.
- Address: Victor Horta Square 40, bus 40, 1060 Saint-Gilles
- CBE number: 0548.895.779
2. What personal data do we process, why and on what legal basis?
The personal data we specifically collect from you depends on the applicable purposes as described below. For each purpose, the legal basis on the basis of which Unia processes the personal data is indicated.
If we use your data for purposes other than those described below, we will inform you of these purposes before using your data and, if necessary, seek your consent.
2.1. Personal data in the context of reports and files at Unia
Unia collects personal data when someone contacts Unia via the report form on Unia's website, via the telephone number 0800 12 800, during a physical conversation with a Unia employee, by post or through another channel. Where appropriate, personal data is also collected via the contact form on Unia's website or obtained via other authorised bodies or organisations with which Unia cooperates. In exceptional cases, Unia collects your personal data on its own initiative, for example when we learn of particularly serious facts with a major social impact through the media.
Your personal data may be communicated directly by you, or indirectly via a third party (e.g. if someone files a report on your behalf, or if you are named as a witness or allegedly liable in a report, other competent authorities or organisations).
2.1.1 Handling your report
Unia processes personal data in order to process an enquiry or report, to contact other involved parties or bodies if appropriate or necessary, to assess whether Unia is competent to follow up the report, to support and mediate with the competent bodies, to provide advice or legal analysis, and/or to take legal action.
To perform these tasks, Unia may collect personal data from or about the victim (and the reporter, where different), the alleged liable party, witnesses and/or other parties involved in a case (e.g. counsel, confidential advisers, employer).
| Purposes | Categories of personal data | Legal grounds |
To contact To deal with an enquiry or report, or if necessary to contact the parties involved (such as an alleged liable party, or the victim himself if Unia acts on its own initiative). | Identification details Data about your gender identity Data on languages spoken | Unia has a public interest mission to provide assistance, receive reports, carry out mediation tasks and act in court in the context of promoting equal opportunities and combating discrimination. (Art. 6.1(e) GDPR) |
File handling To assess whether Unia is competent to follow up a report, to provide assistance and to carry out legal analysis. | All personal data collected in a file, including: Identification data Data about private life Professional life data Financial data Special categories of personal data Criminal data and/or Data relating to a protected criterion | Unia has a duty of (substantial) public interest to provide assistance, receive reports, carry out mediation assignments and act in court in the context of promoting equal opportunities and combating discrimination. (Art. 6.1, e) GDPR, Art. 9.2, g) GDPR, Art. 10, 3° Data Protection Act) |
| Taking legal action if victims are not known | All personal data collected in a file. | Unia has the duty of (overriding) public interest to act in court if victims are not known, in order to combat any form of discrimination. |
| Acting in court if victims are not known | All personal data collected in a file. | Unia has the duty of (substantial) public interest to act in court if no victims are known, in order to combat any form of discrimination. (Art. 6.1, e) GDPR, Art. 9.2, g) GDPR, Art. 10, 3° Data Protection Act) |
Requesting personal data from competent services To deal with a query or notification, to carry out mediation tasks, to act in court or to perform other public interest tasks. | All personal data collected in a file. | Unia may request personal data from competent services, such as for example a government or a public institution, if this is necessary to carry out tasks of (substantial) public interest. (Art. 6.1, e) GDPR, Art. 9.2, g) GDPR, Art. 10, 3° Data Protection Act) |
Exchanging personal data with recipients outside Unia To carry out Unia's missions, including the mission to handle enquiries and reports, to act in court, to carry out mediation missions, to support, engage and/or guide other institutions, and to cooperate with institutions directly involved in such missions. To support the tasks of Unia or a third party, for example to transmit data to a trade union which will then lead the case and where Unia will have a supporting role to provide expertise around a possible employment discrimination. | Any personal data collected in a file whose sharing is necessary for the public interest. | Unia has the task of (substantial) public interest to provide assistance, receive reports, carry out mediation assignments and act in court in the context of promoting equal opportunities and combating discrimination. Moreover, Unia has the task of (substantial) public interest to support and guide institutions, organisations and legal aid providers. It is also part of Unia's task of (overriding) general interest to carry out missions in a spirit of dialogue and cooperation with those associations, institutions, bodies and services that, in whole or in part, carry out the same missions as Unia or are directly involved in carrying out these missions. (art. 6.1, e) GDPR, art. 9.2, g) GDPR, art. 10, 3° Data Protection Act) |
| All personal data collected in a file, unless otherwise stated in the information communicated in the context of the request for consent. | Insofar as the processing is not necessary for the performance of a task of public interest, Unia will request your (explicit) consent. (Art. 6.1, a) GDPR, Art. 9.2, a) GDPR, Art. 10, 5° Data Protection Act) | |
| Communicating to third parties on the basis of the openness of administration | All personal data collected in a file. | Unia, as an administrative authority, has a legal duty in certain cases to give third parties access to its administrative documents (provided the legal conditions are met). (art. 6.1, c) GDPR, as appropriate: art. 9.2, g) / art. 9.2, a) GDPR, art. 10, 3° / art. 10, 5° Data Protection Act) |
2.1.2 Provide reporting and general advice Unia processes personal data to report on its missions to the Parliaments of the Parties to the Cooperation Agreement, as for example in figures reports or in response to specific queries, and to inform the wider public
| Purposes | Categories of personal data | Legal grounds |
To prepare and publish reports To report on reports, for example at an aggregate level on reports by gender, in order to examine the impact of our work. | Depending on the needs of reporting, all personal data collected in a file, including gender identity. | Unia has a public interest duty to account annually to parliaments through a report on the performance of our missions, the use of resources and its operation. (Art. 6.1, e) GDPR, Art. 9.2, j) GDPR, Art. 10, 4° Data Protection Act) |
Reporting on individual experiences To report on testimonies in individual files. | All personal data collected in a file unless otherwise stated in the consent form. | Unia asks for your (explicit) consent prior to reporting. (art. 6.1, a) GDPR, art. 9.2, a) GDPR, art. 10, 5° Data Protection Act) |
2.1.3 Scientific studies
Unia may carry out studies and investigations itself or have them carried out. Unia can also give external researchers access to certain data in the context of a specific scientific study, provided the necessary guarantees have been obtained.
| Purposes | Categories of personal data | Legal grounds |
To conduct and publish studies To understand recurrent or specific discriminatory practices and develop informed, targeted and effective prevention and awareness-raising activities. | All personal data collected on file. | Unia has a public interest mission to evaluate anti-discrimination laws and, to this end, may conduct studies and surveys and publish statistical data, without identifying the parties involved. (Art. 6.1, e) GDPR, Art. 9.2, j) GDPR, Art. 10, 4° Data Protection Act) |
Collecting and publishing judicial decisions To understand recurrent or specific discriminatory practices and develop informed, targeted and effective prevention and awareness-raising activities. | All personal data collected on file. | Unia has the duty of (overriding) public interest to evaluate anti-discrimination laws and may collect and publish court decisions to this end, without identifying the parties involved. Unia is also authorised to receive yearly judicial statistics and court decisions from the Minister of Justice in relation to anti-discrimination laws. (art. 6.1, e) GDPR, art. 9.2, j) GDPR, art. 10, 4° Data Protection Act) |
Communicating to researchers (Insofar as the research cannot be conducted on the basis of anonymised data and provided the necessary safeguards were obtained) | All personal data collected in a file. | Unia has the task of (weighty) public interest to evaluate anti-discrimination laws and may commission studies and surveys for this purpose. (art. 6.1, e) GDPR, art. 9.2, j) GDPR, art. 10, 4° Data Protection Act) |
2.1.4 Evaluating and improving our services
Unia may process personal data to analyse policy work, for example to know where there are structural bottlenecks, or where specific problems arise. Unia may also process personal data to conduct a satisfaction survey about the service.
| Purposes | Categories of personal data | Legal grounds |
Service improvement To manage and improve administrative, technical or operational aspects (such as IT security). | All personal data collected in a file. | For the performance of tasks of (substantial) public interest. (Art. 6.1, e) GDPR, Art. 9.2, g) GDPR, Art. 10, 3° Data Protection Act) |
Satisfaction survey To improve Unia's services through a satisfaction survey that queries reporters about their experience. | Identification data and data collected as part of the survey. | Unia asks for your (explicit) consent prior to the satisfaction survey. (art. 6.1, a) GDPR, art. 9.2, a) GDPR, art. 10, 5° Data Protection Act) |
2.2 Use of the website (www.unia.be), provision of the newsletter and contacts with Unia
When you use our website, personal data may be processed for the provision and proper functioning of our website, analysis of website usage to gain insights, for reporting and improving the website. Your personal data may also be processed to send you our newsletter if you subscribe to it. If you contact Unia outside the aforementioned purposes, personal data may also be processed.
When you visit this website, cookies or similar technologies may be used. More information on their use on our website can be found in our Cookie Statement. Please read this document together with this Privacy Statement.
| Purposes | Categories of personal data | Legal grounds |
To present and manage the website To present, manage our website and provide you with information about our services and activities. This includes tracking your cookie preferences and security of the website. | Electronic identification data, including IP addresses, browser type Technical information, including (mobile) communication information Personal characteristics, e.g. language The information you provide in web forms Information about how you use our website | If required, we will obtain your consent before processing such information (Art. 6.1, a) GDPR. In other cases, such processing is necessary for our public interest (art. 6.1, e) GDPR). |
| Analysis to gain insights, for reporting and improving the website and services, in particular through the use of cookies or similar technologies. | Electronic identification data, including IP addresses, browser type Technical information, including information about (mobile) communications Information about how you use our website | If required, we will obtain your consent before processing such information (Art. 6.1, a) GDPR). In other cases, such processing is necessary for our public interest (art. 6.1, e) GDPR). |
| For sending our newsletter (if you have subscribed to it) | Electronic identification data, in particular your e-mail address Personal characteristics, in particular the type of newsletter you have chosen upon subscription | This processing takes place on the basis of your consent (art. 6.1, a) GDPR). |
| Management of enquiries to Unia, and relations with third parties (e.g. media, decision makers) | Identification data (name, first name, e-mail address, function) The information you provide to Unia (e.g. by email or in web forms). | This processing is necessary for our (substantial) public interest. (Art. 6.1, e) GDPR, Art. 9.2, g) GDPR, Art. 10, 3° Data Protection Act) |
| Management of disputes | All data processed by Unia and necessary for dispute management. | This processing is necessary for our public interest. (art. 6.1, e) GDPR) |
2.3 Applying for a job at Unia
Unia's hr department is responsible for the recruitment, selection and hiring of job applicants, trainees and students.
We may process your personal data if
- You subscribe to our job newsletter ("JobAlert")
- You apply for a vacancy at Unia
- You wish to do an internship at one of our three organisations
| Purposes | Categories of personal data | Legal grounds |
Reviewing application and contacting you When you apply for a job at Unia, we ask you to complete an application and candidate form. This allows us to assess whether you meet the expectations of a vacancy and, if so, to contact you again. . | Identification data (name, first name); Contact details (e-mail address, address, telephone); Your gender identity and date of birth in the context of monitoring diversity and inclusion in recruitment policies. Details of your need for reasonable adjustments as a person with a disability to ensure that the application process is tailored to your needs. If you want to obtain an adaptation, we may ask you, if selected, for a certificate from a doctor, or specialised centre or recognised therapist, or any other objective element proving your need for adaptations. Your work experience, language skills, training courses attended and relevant non-professional experience. | For this information, we will obtain your consent before processing such information (art. 6.1, a) GDPR). |
| For sending our newsletter 'JobAlert' (if you have subscribed to it) | Electronic identification data, in particular your e-mail address Personal characteristics, in particular the type of newsletter you have chosen upon subscription | This processing takes place on the basis of your consent (art. 6.1, a) GDPR). |
2.4 Participation in a Unia training course or event
Unia regularly organises training courses or events. Unia may process personal data to organise these training courses and events, to register your participation in them, to contact you in connection with practical information about your participation and to follow up on your participation after the training course or event.
| Purposes | Categories of personal data | Legal grounds |
| Following a training course, participating in an event or attending a consultation at Unia | Identification data (name, first name, e-mail address, position) If relevant, payment details and attendance data. The information you provide to Unia (e.g. by e-mail or in web forms). | When you conclude an agreement with Unia, the processing is necessary for the conclusion and/or performance of that agreement (art. 6.1, b) GDPR). In other cases, such processing is necessary for our public interest (art. 6.1, e) GDPR). |
3. Who can receive your personal data?
3.1. General
Internal recipients: Within Unia, employees may have access to personal data to the extent necessary for the performance of their duties.
Service providers: As part of the fulfilment of the purposes set out above, Unia may engage the services of service providers such as IT service providers (e.g. for IT support, for hosting the database for file processing, for conducting satisfaction surveys or providers of translation tools) and HR service providers (e.g. for support in the application process). Your personal data may also be transferred to these service providers if necessary for the realisation of the purposes mentioned above. In this case, they act as processors and may only process the data on behalf of Unia.
3.2. In the context of notifications or files
Other authorities and bodies: When necessary for the performance of its tasks, Unia may disclose personal data to other third parties, such as the competent public authorities, institutions supported and supervised by Unia and institutions which, in whole or in part, carry out the same missions as Unia or are directly involved in the performance of these missions. In such cases, these third parties act as data controllers under applicable data protection legislation. For further information on these processing operations, Unia therefore refers to the applicable privacy policy of these third parties.
Third parties related to a case: Unia may also ask the alleged victim for permission to share personal data with a trade union, the lawyers of Unia, the lawyers of the alleged liable party, the lawyer of the other civil party or the lawyer of the trade union.
External researchers: Unia may in certain cases grant temporary, conditional access to external researchers for scientific or historical research or statistical purposes. These external researchers generally act as data controllers under applicable data protection law. For further information on these processing operations, Unia therefore refers to the applicable privacy policy of these external researchers.
3.3. In the case of job applications
As part of our inclusion and diversity policy, we have a procedure whereby the members of the selection committee assess applications anonymously. This means that candidates' application form and written test are assessed without mentioning any personal data. Only the personal data of candidates invited for a selection interview are shared with the selection committee.
Internal or external union representatives may attend a test and/or a selection interview at their request. They may not record or share personal data.
In addition, Unia sometimes uses third-party service providers for various recruitment support. This concerns in particular:
- External consultants and selection agencies when assessing candidates' knowledge and competences (e.g. assessment).
- External judges in assessing specific knowledge and competences of candidates selected for selection interviews.
3.4. Sharing outside the EEA?
Please note that some parties receiving your personal data may be located in a country outside the European Economic Area (EEA) whose laws do not provide the same level of data protection. We will ensure that your personal data is only transferred to parties with an adequate level of data protection (for example, where an adequacy decision of the European Commission applies or by including the so-called EU Model Contractual Clauses in the agreement with the recipient and subject to an appropriate assessment for transfer). You may contact us to receive a copy of the appropriate safeguards applicable to the transfer of your personal data.
4. What rights do you have as a data subject?
Depending on the purpose of the processing and the context of the processing, some rights may or may not apply in your case. To the extent that the applicable conditions of the GDPR are met, you have the following rights:
Right of access: you have a right of access to the personal data that Unia processes about you, as well as the right to obtain a copy of such personal data, provided that the legal conditions for doing so are met. An exception to the right of access exists, inter alia, to safeguard the rights of others or to prevent abuse of law. In doing so, Unia will assess whether a request harms the interests of a victim or reporter.
Right to data portability: under certain conditions, you have the right to portability of the personal data you have provided. This is only the case when the processing is based on your consent or the conclusion/execution of an agreement with you.
Right to rectification and oblivion ('right to be forgotten'): you always have the possibility of having your data rectified or deleted by Unia free of charge, provided that the legal conditions for this are met. Exceptions to erasure include those data that Unia still needs for the performance of a task of general interest or for the establishment, exercise or substantiation of a legal claim.
Restriction of processing: you may require Unia, if the applicable legal conditions for this are met, to restrict the processing of your data.
Objection: you may object to processing for advertising purposes or processing which has our legitimate interest or our task of general interest as its legal basis, provided the legal conditions for this are met. You may even do so unopposed to the processing of personal data for direct marketing purposes. An exception to the right to object exists, inter alia, for those data Unia needs for the establishment, exercise or substantiation of legal claims or (except for direct marketing) when Unia has compelling reasons to continue processing that outweigh its own.
Withdrawal of your consent: If Unia processes your personal data pursuant to your consent, you have the right to withdraw that consent at any time. However, this revocation will not affect the lawfulness of the processing of your personal data for the period prior to the moment of this revocation and of processing activities based on another legal basis.
Complaint to the competent authority: you always have the right to contact the data protection supervisory authority of your usual place of residence, your place of work or, if you consider that a breach of the GDPR has been committed, the place of the breach, and, if appropriate, to lodge a complaint. For Belgium, this is the Data Protection Authority.
To exercise the above rights, you can contact our data protection officer by email at dpo@unia.be or by telephone at 02 212 30 25. You may also contact our data protection officer by post at the following address: Victor Horta Square 40, Box 40, 1060 Saint-Gilles, Belgium. However, Unia may reject requests that it considers excessive.
Where we obtain personal data directly from you, you are generally free to provide Unia with the personal data or not, except in case of a legal obligation. If you do not wish to provide your personal data, it is possible that you will not be able to use Unia's services, that your file cannot be actively followed up and/or that your questions cannot be answered.
5. How long will your personal data be kept?
In principle, Unia retains your personal data only for as long as necessary for the purposes described (taking into account applicable legal retention and/or limitation periods). Some categories of personal data are processed for multiple purposes. In this case, the personal data will be deleted if the retention period for all purposes has expired.
The retention period for each purpose is indicated below, after which the data will be deleted or anonymised. For more information on the retention policy, please contact Unia using the contact details listed in point 8.
| Treatment of a file | Period of up to ten (10) years after a file is closed. When Unia decides that legal action is likely in a specific case: Maximum of fifteen (15) years after a case is closed. When Unia decides to effectively take legal action in a specific case: Until the legal procedure(s) is/are finalised (and decision has become final). |
| Provide reporting and general advice | Period of up to one (1) year after they have been collected. Personal data may also be kept longer in certain cases, if the reporting requires personal data relating to a longer period, e.g. to analyse trends. |
| Scientific studies | Personal data will not be kept longer than necessary for the conduct of the study or research. After completion of the study, personal data will be deleted. |
| Evaluation and improvement of our services | Personal data will be kept for no longer than necessary for the evaluation and improvement of services. The personal data will be deleted as soon as this purpose is achieved, for example after completion of the satisfaction survey. |
| Use of the website (www.unia.be), provision of the newsletter and contacts with Unia | Personal data is only kept for as long as necessary for the purposes described (taking into account the applicable legal retention, and/or limitation periods). For example, in the context of the newsletter, personal data are kept for two (2) years after subscription (or confirmation that you wish to continue receiving this newsletter), unless previously unsubscribed. For the use of cookies and similar technologies, please refer to the cookie statement. |
| Applying for a job at Unia | All data relating to job applications will be kept for five (5) years, in order to allow supervisory government agencies to check the objectivity of the application procedure used. After this period, we assume that your professional situation has probably changed and therefore your application is no longer relevant. Would you like your data to disappear from the database earlier? This is possible (under certain conditions). You will find further guidelines in section 5(What rights do you have as a data subject?). |
| Participation in a Unia training course or event | Personal data will only be kept for as long as necessary for the purposes described (taking into account the applicable legal retention, and/or limitation periods). In principle, such personal data will be kept for a period of up to one (1) year after the training course or event for appropriate follow-up, unless the data are needed for invoicing purposes in which case the data will be kept for seven (7) years from 1 January of the year following the date of the invoice. |
6. Changes
Unia reserves the right to change the Privacy Statement at any time, inter alia to adapt it to changed services or changed legal and/or regulatory requirements. Changes to this Privacy Statement take effect at the time of publication. We recommend that you always consult the most recent version. The date on which this Privacy Statement was last amended can be found at the top of this Privacy Statement.
7. How can you get in touch?
Unia
You can reach Unia through the contact form on Unia's website, or send an email to info@unia.be. You can also contact Unia by post at the following address: Victor Horta Square 40, Box 40, 1060 Saint-Gilles, Belgium.
Data protection officer
You can contact our data protection officer by e-mail at dpo@unia.be or by telephone at 02 212 30 25. You can also contact our data protection officer by post at the following address: Victor Horta Square 40, Box 40, 1060 Saint-Gilles, Belgium.
This statement was last revised on: 17/09/2025