WMBE GDPR privacy declaration

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Logo Wikimedia Belgium
Logo Wikimedia Belgium
België - Belgique - Belgien - Belgium
België - Belgique - Belgien - Belgium

On May 25, 2018 the new European privacy law General Data Protection Regulation (GDPR) was effective worldwide for all EU citizens. As a Belgian organisation, Wikimedia Belgium undertakes to strictly abide by the rules.

Therefore we describe here how we process private data as a consequence of ones membership of Wikimedia Belgium, an interaction with volunteers, an interaction with the Wikimedia website, or an interaction with third parties.[1]

Data register

As a small nonprofit national organisation we only keep a limited list of private data. All data are provided by the member, volunteer, or thrid party. We store and process the following information:

Private data elements
Data element Data processing
Name and first name Identification of members and third parties

Membership Registration, incoming payments, registration of fiscal gifts

Title and gender Title text
e-mail address Send newsletter, contact members, invitation to General assembly
Languages Messages in own language
Birth place Distinguish amongst duplicate names
Birth date
Telephone number Contact by telephone when required and desired
Start and end date of associate membership Membership treatment
Start and end date of effective membership
Last membership payment date
Reason of effective membership
Wikimedia username Membership treatment,[2] participation with activities[3]
Bank account number Only provided by persons that claim expenses related to the organisation, or to pay invoices, membership, or gifts.

Retention: only kept for one single (approved) expense claim or the payment transaction.

National registration number Not stored. Only for the legal registration of Board members.

Data elements for the mailing list: e-mail address and preferred language.

Data items that are not stored:

  • We do not store member bank account numbers; those are only available in our bank account transaction records when a member pays ones (yearly) membership fee, or we receive a direct donation, or when expense notes or invoices are paid. Bank transactions are kept for 10 years.

Data storage

We use Google Suite for Nonprofits, which follows the same rules as "G Suite for Education", and that is GDPR complient. More information:

Data protection

We appoint our own administrator to protect the data. Only the membership administrator can update private data.

Data access

Board members, Board advisors, and project leaders of Wikimedia België have read access to the above data. The national register number of board members is passed on to the government as required by law.

Data processing

Only the administration team of Wikimedia België can process the above data. Private data is not communicated nor transferred to third parties. Only the federal government (CBE/UBO) is using the National registration number. The Committee Friends of Wikimedia Belgium Fund receives name and address data for fiscal gifts. The King Baudouin Foundation handles the processing of tax certificates.

Members are either affiliated members, or effective members.

Members agree that the above data will be stored and processed as a consequence of ones membership. Members have the right to consult, and request to update the above data.

The Belgian NPO law requires that we permanently keep registrations about effective membership (even after resignation).

Update your data

If you want to retrieve or correct your private data please send an email to admin@wikimedia.be. Data can be deleted on request to the extent that this is permitted by the legislation and does not endanger the processing of the data.

Wikimedia Belgium only uses strictly necessary cookies, for which no user consent is required. The MediaWiki software is handling user logins via SUL (Single User Login). The following strictly necessary cookies are used on Wikimedia platforms:

Persistence Name Description Function Expiration
Session cookies bewikiSession Unique Session ID Manage sessions. Provides functionality such as logging in to Wikimedia Projects. Expires after the browser closes.
Persistent cookies bewikiUserID Unique internal User ID Helps identify you to the wiki, and keeps you logged-in 365 days, if the user chooses ‘Keep me logged-in’. Otherwise 30 days.
bewikiUserName Unique Username, as chosen by the user - either a pseudonym or a real name

For non-logged-in (anonymous) users the IP-address is used as temporary user identification, when users make changes to website content.

Preferences cookies can be used by other Wikimedia sites, chosen by each logged-in user, as documented in Wikimedia Foundation Cookie statement

Wikimedia Belgium does not use statistics cookies, nor marketing cookies, nor third-party cookies.

The public website wikimedia.be does not use session cookies. No authentication is performed.

  • The association Wikimedia Belgium shares similar goals with the Wikimedia Foundation and other Wikimedia organizations, but without having a statutory link with them.
  • Wikimedia Belgium is not responsible for the content of Wikipedia and related projects.
  • User contributions to Wikipedia and related projects are subject to the rules of the Community of users, and the Wikimedia Foundation.
  • The Wikimedia logos are owned by the Wikimedia Foundation.

The above rules are subordinate to any national or international law. We comply also with our statutes, the non-profit legislation, and the UBO register.[4]

Notes and references

  1. VSDC Review 177, Sep-Oct 2017, p. 4 - Nieuwe regels privacy en databescherming: belangrijk voor ELKE vzw
  2. Free membership for active Wikimedia users
  3. Contact via MediaWiki e-mail utility
  4. VSDC Review 175, Mar-Apr-May 2017, p. 13 - Het inzagerecht door effectieve leden
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