Privacy Statement

KBRSF – FRBSE - RBEF

Updated: 01.01.2025

1. Why a Privacy Statement? 

The RBEF is committed to protecting your privacy and your personal data. 

We collect and process your personal data in accordance with the legal provisions on the subject, namely the Belgian law of30 July 2018 on the protection of natural persons with regard to the processing of personal data and the European General Data Regulation of 27 April 2016 (GDPR).

This Statement aims to inform you of all the details about the processing of your personal data and your rights.

We reserve the right to amend this Privacy Statement at any time. Important changes will always be clearly communicated to you or on our website. 

2. Who processes your personal data?

The RBEF is the Controller of your personal data.

Contact details:

Royal Belgian Equestrian Federation asbl (RBEF)

Belgicastraat 9, 21930 Zaventem

BE0409.553.992

E-mail: info@equibel.be

Telephone: +32 2 478 50 56

The RBEF may also use or give further instructions to third-party Processors. A Processor may, at the request or instruction of or on behalf of the RBEF, further process your personal data whereby the RBEF will ensure that this Processor also undertakes to the same protection and confidentiality obligations regarding the processing of your personal data asset out in this Privacy Statement.

Specifically as regards the Equibel platform (FIPA) (https://competitions.equibel.be/), the RBEF relies on the following Processor:

Fipatech OÜ

Registered office: Fortuuna 35-21 Tartu 50603, Estonia

E-mail: martin.kiilo@fipatech.com

This Processor who is responsible for the design and management of the Equibel platform may in turn call upon various sub-processors who may only be used with the prior consent of the RBEF and whereby these sub-processors must guarantee an adequate level of protection of personal data in accordance with the GDPR. An overview of these sub-processors can be found as an annex to this Privacy Statement.

3. What personal data do we collect?

The processing of your personal data is limited to what is strictly necessary to fulfil the purposes of the RBEF and concerns the following categories:

Persons:

• Name, First name
• Address
• Date of birth
• Gender
• Language
• Nationality
• GSM/ Telephone/ Fax
• E-Mail

Horses:

• Chip
• Name
• Commercial name
• Date of birth
• Studbook number
• Pedigree
• UELN
• FEI passport
• Provincial group
• Name and first name of the breeder

Billing details:

• Name, Nationality and National Insurance Number (as a natural person)
• Name, legal form and VAT number (as legal person)
• Bank details
• Address
• Etc

Other:

• In addition, data is collected and processed on licences (licence type, payment date), club membership (including date of joining or leaving the club), imposed suspensions and penalties (red cards, yellow cards, event suspensions, start date, end date, reason and comments), exams taken, professional qualifications, diplomas and certifications obtained, assigned roles, titles and functions in equestrian organisations and equestrian competitions, licenses and insurances. In cases determined by the RBEF, these data may be made public.
• For athletes, horses and their competition horses (the horses with which competition was done), sport results are recorded and made public, including data on cash prizes, ranks in competitions, classification points, qualifications and handicapping points achieved. Results may also include data on withdrawals, non-participation or change of competition. All competition results (including detailed results or results such as eliminated, withdrawn, disqualified, invalidated, etc.) will be documented and published through Equibel. All suspensions and other penalties (yellow cards, red cards) will also be documented and stored in the system. As far as required by RBEF regulations, suspensions and penalties will be made public and/or announced to organisers and officials at equestrian events.
• Username and password are collected for all users of the Equibel system for authentication and authorisation purposes.
• IP addresses can be used to locate the problem or fault.
• Name, legal form and VAT number (in the case of a legal entity).
• In case the Help Desk services or feedback services are used, we collect, store and use personal data in order to use logs to discover the problem or defect and to communicate to solve the problem or answer the question.

4. What purposes do we want to achieve?

The RBEF collects your personal data only to contribute to:

• promoting and developing national and international activities of the different disciplines of equestrian sport in Belgium;
• promoting the participation of Belgian athletes in national and international competitions;
• promoting the organisation in Belgium of international-level competitions.

The processing of your personal data is therefore essential for the proper functioning of the RBEF. The RBEF undertakes to process your personal data only for this purpose.

When you visit our site, certain data is collected for statistical purposes. This data allows us to further improve your user experience on our site. This data includes your IP address, geographical area, the day and time of your visit and the pages visited. By visiting our site, you expressly accept that we collect this anonymised data for statistical and benchmarking purposes.

5. On what legal basis are personal data processed?

The RBEF processes your personal data on the following legal grounds:

• For the sake of the execution of your (membership) agreement with us and/or the leagues which may require you to be issued with a license as a rider or immatriculation of a horse;
• Because of the contractual relationship you desire as a participant in a national or international equestrian event and the fact that paid services are associated with it.
• Because of a possible legitimate interest on behalf of the RBEF to assist and inform you about the ins and outs of equestrian sports both internationally and regionally in Belgium.
• For specific processing purposes requiring the transmission of your personal data to third parties or where we cannot invoke any of the legal grounds mentioned above, your informed consent will be requested in each case.

6. Transfer of your data 

Your personal data is for internal use only unless explicitly stated otherwise and subject to your prior consent.

Therefore, except with your prior consent, your personal data will not be sold, transferred or transmitted to third parties, with the exception of the Ligue Equestre Wallonie Bruxelles asbl (www.lewb.be), the Paardensport Vlaanderen vzw (www.paardensport.vlaanderen) the regional and provincial groupings and the FEI Fédération Equestre Internationale (www.fei.org) or the competition organisers for which you may register through us. For more information on the processing of personal data by these leagues or competition organisers, please refer to the Privacy Statements of each of these leagues or competition organisers who are also responsible for the processing of your personal data.

The RBEF does not transfer your personal data to countries outside the European Union that do not guarantee an adequate level of protection within the meaning of the GDPR.

You can exercise control over the data you disclose. If the personal data relating to you is incomplete or incorrect, the RBEF reserves the right to interrupt or suspend, temporarily or permanently, certain operations.

7. How long will personal data be kept by us?

THE RBEF stores your personal data:

(i)as long as this is necessary or relevant for the purposes set (e.g. as long as you remain an active member of our federation, a league, or participate in competitions and games through us);

(ii)for such length of time as we might be required by law (e.g. personal data necessary to fulfil our accounting obligations will be kept by us for at least 5 years);

(iii)until any legal dispute or investigation may arise (e.g. concerning the statutory limitation periods for legal claims)

8. Cookies

When you visit our site, cookies may be stored on your computer's hard drive. We use cookies to offer our regular visitors the best possible user experience.

Please refer to our Cookies Policy for more information on the use of cookies.

If you visit our website, we recommend that you activate your cookies. If you wish, you can always disable them again via your browser settings. Please refer to our Cookies Policy for more details.

9. What are your rights?

9.1Guarantee of fair and lawful processing

Your personal data will always be processed in accordance with the legal purposes described in section 4. They will be collected and processed in an adequate, relevant and not excessive manner and will not be kept longer than necessary to fulfil the intended purposes.

All technical and security measures have been taken to minimise the risks of unlawful or unauthorised access to or handling of your personal data. In the event of an intrusion into its computer systems or a possible data breach, the RBEF will immediately take all required measures to minimise damage and inform you accordingly.

9.2 Right of inspection

You have the right to obtain clarification as to whether or not your personal data are processed. For example, you have the right to know the processing purposes, the categories of personal data concerned, the categories of recipients to whom the personal data have been disclosed, the criteria used to determine the storage period of your data and the rights you can exercise in relation to your personal data.

9.3. Right of rectification

Incorrect or incomplete personal data can be corrected. In the first place, it is the user himself who makes the required changes in his 'user account', but you can also submit a written request to change something.

9.4. Right of data erasure (or 'right to oblivion')

In addition, you have the right to request that your personal data be deleted in the following cases:

• Your personal data is no longer needed for the purposes for which it was collected;
• You withdraw the consent on which the processing is based and there is no other legal basis for the processing;
• You have legitimately exercised your right to object;
• Your personal data has been unlawfully processed;
• Your data must be deleted to comply with a legal obligation.

9.5. Right to restriction of processing

In certain cases, you have the right to obtain the restriction of the processing of your personal data such as in case of contestation of the correctness of the data, when the data have been unlawfully processed, the data are necessary in legal proceedings or for the required time to the RBEF to verify that your right of erasure was validly exercised.

9.6. Right of objection

You also have the right to object to the processing of your personal data at any time. The RBEF will stop processing your data unless it can provide compelling legitimate grounds for the processing which outweigh your interests.

9.7. Right to data portability

You have the right to obtain any personal data you have provided in a structured, common and readable form. At your request, this data may be transferred to another controller, unless this is technically impossible.

9.8. Right to withdraw your consent

You may withdraw your consent to the processing of your personal data at any time. The withdrawal of your consent does not affect the validity of previous processing operations.

10. How can you exercise your rights?

To exercise your rights, send a registered request by post to the RBEF or email to info@equibel.be . We will reply as soon as possible, but no later than one (1) month after receiving your request.

11. How can you file a complaint?

If you are not satisfied with the processing of your personal data by the RBEF we kindly ask you to first contact us yourself using the contact details under point 10 so that we can first offer you a solution ourselves. If you then still have complaints, you also always have the right to lodge a complaint with the Data Protection Authority), (https://www.gegevensbeschermingsautoriteit.be/)

Annex

List of approved sub-processors