Privacy Policy
Last updated: 2 November 2026
1. Who is responsible for your data?
The data controller is Indian Minorities Group Milen (IMGM) — ASBL / VZW, enterprise number BE 0726.973.923, Avenue de la Couronne 79, 1050 Ixelles, Belgium. Contact: info@milen.be.
2. What data do we collect and why?
| Activity | Data | Lawful basis | Retention |
|---|---|---|---|
| Membership registration | Name, email, telephone, city, membership type, verification status | Contract / legitimate interest (managing membership) | While the membership is active and up to 12 months after the last contact |
| Event registration | Name, email, number of adults/children, child age bracket, optional vehicle plate | Contract / legitimate interest (organising the event) | 24 months after the event |
| Madarasa enquiry | Parent name, child name, email, phone, message (which may contain a date of birth) | Consent of the parent/guardian | 12 months after the enquiry, unless enrolment follows |
| Event feedback | Name, email (unless submitted anonymously), ratings and free-text comments | Legitimate interest (improving our activities) | 24 months, then anonymised |
| Contact form | Name, email, message | Legitimate interest (answering your request) | 12 months |
| Financial administration | Income/expense records and receipts | Legal obligation (Belgian accounting law) | 7 years |
3. Children's data
We collect children's names, age brackets and, for madarasa enquiries, possibly dates of birth. This data is provided by a parent or guardian. We use it only to organise activities and education, and we do not publish it. A data protection impact assessment is maintained for the madarasa processing.
4. Who receives your data?
Data is accessible to authorised board members and volunteers on a need-to-know basis. We use service providers for hosting, email delivery and accounting. They act as processors under a data processing agreement. We do not sell personal data and we do not use it for advertising.
5. International transfers
Our hosting and email providers are selected to keep data within the European Economic Area. If a transfer outside the EEA is ever necessary, it will rely on an adequacy decision or the European Commission's standard contractual clauses.
6. Your rights
You have the right to access, rectify, erase, restrict or object to the processing of your data, and to receive your data in a portable format. To exercise these rights, email info@milen.be. We will respond within one month.
You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels — autoriteprotectiondonnees.be.
7. Security
We use encrypted connections, hashed passwords, access controls and regular reviews to protect personal data. Only authorised administrators can access member records.
8. Changes
We may update this policy. The current version is always available on this page.