Privacy policy

Effective Date: 10/06/2024

At Women in Procurement Alliance of Luxembourg (hereinafter “WPAL,” “we,” “us,” or “our”), we take privacy and data protection seriously. This Privacy Policy explains how we collect, use, and safeguard your personal data when you engage with our services, including visiting our website, registering for events, or participating in online activities.

WPAL is based in Luxembourg and complies with the General Data Protection Regulation (GDPR – Regulation (EU) 2016/679).

  • Definitions

Personal data: Any information relating to an identified or identifiable natural person (e.g., name, email, job title).

Processing: Any operation performed on personal data (collection, storage, use, transmission, etc.).

Data subject: The person to whom the personal data relates (“you”).

Data controller: WPAL determines the purposes and means of processing your personal data.

  • What Data We Collect

We may collect and process the following categories of personal data, either now or in the future:

  • Name and surname

  • Email address

  • Phone number

  • Job title or company/organization

  • Country or location

  • Payment details (only if applicable for future services or events)

  • Technical or usage data (e.g., browser type, device, IP address) if collected via analytics tools in the future

We do not collect sensitive personal data (e.g., ethnicity, political views, health data), nor do we knowingly collect data from children under 18.

  • How We Collect Data

We may collect your personal data when you:

  • Register for events

  • Apply to become a speaker, sponsor, or job applicant (if applicable)

  • Subscribe to a newsletter

  • Visit our website, which may use cookies or analytics tools

  • Communicate with us directly via email or other channels

Note: In most cases, data is collected directly from you. If you submit data on someone else’s behalf (e.g., registering a colleague), you are responsible for ensuring their consent.

  • How We Use Your Data

We use your personal data to:

  • Manage event registrations and participation

  • Communicate with you about upcoming events, opportunities, or activities

  • Improve our services and understand our audience

  • Provide support or respond to inquiries

  • Comply with legal obligations

  • (In the future) Manage subscriptions, sponsorship applications, or membership directories

We do not use your data for automated decision-making or profiling.

  • Legal Bases for Processing

  • Under the GDPR, we rely on one or more of the following legal bases:

  • Consent (for newsletters, cookies, future campaigns)

  • Contractual necessity (to manage registrations and deliver services)

  • Legal obligations (e.g., tax or reporting requirements)

  • Legitimate interest (e.g., improving event delivery, understanding our community)

  • Cookies and Tracking Technologies

    Our website is hosted on Squarespace and may use cookies. If you register via Eventbrite, their platform may also use cookies or tracking.

    Cookies may include:

    • Essential cookies (site functionality)

    • Performance cookies (analytics, if activated)

    • Third-party cookies (e.g., embedded content or future ad tools)

    Note: We currently do not use targeted advertising cookies or advanced tracking tools, but may update this section if that changes. Users may control cookies via browser settings.

  • Sharing Your Data

We only share personal data with:

  • Legal authorities when required by law

  • Future contractors assisting with services or event management (under confidentiality agreements)

We do not sell or rent your data to third parties.

  • International Data Transfers

Some tools we use may involve data transfers outside the European Economic Area (EEA), particularly to the United States (e.g., Squarespace or Eventbrite). When this occurs, we ensure that adequate safeguards (such as Standard Contractual Clauses) are in place.

  • Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, and in accordance with legal obligations. For example:

  • Event data may be retained for 1–2 years for reporting and communication purposes

  • Future newsletter data will be retained until you unsubscribe

  • Technical logs (if any) will be retained briefly for analytics or troubleshooting

  • Your Rights under GDPR

You have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request erasure of your data

  • Object to or restrict processing

  • Withdraw consent at any time (for data based on consent)

  • Request data portability

  • File a complaint with the Luxembourg CNPD or your local data authority

We aim to respond to requests within 30 days. To exercise any rights, contact us (see Section 14).

  • Data Security

We take appropriate technical and organizational measures to protect your data, including secure hosting, access restrictions, and staff confidentiality.

However, no online system is 100% secure. We cannot guarantee absolute protection, but we continuously strive to minimize risk.

  • Children’s Privacy

Our services are intended for professionals aged 18 and above. We do not knowingly collect data from children.

  • Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in services or laws. Any updates will be published on this page with a revised effective date.

We encourage you to check this page periodically.

Contact Us

If you have any questions about this Privacy Policy, or to exercise your data rights, you can contact WPAL at:

Email: info@wpal.eu
If applicable in the future, a Data Protection Officer or designated contact may be added.