The Bubble
Legal

Privacy Notice

The Bubble (Association of Trainees Alumni)

1

Introduction

The Association of Trainees Alumni - “The Bubble” (/”We”/”Us”/”Our”/”The Bubble”) - operates this website (the “Website”) and is committed to respecting and protecting the privacy of our members and users (“You”, “Your”).

We act as the Data Controller for any Personal Data you provide under this Privacy Notice (the “Notice”). This Notice explains how and why we process Personal Data and the rights you have under applicable data-protection legislation, including Regulation (EU) 2016/679 (GDPR).

To contact our Data Protection Officer (DPO), please email:

privacy@thebubble.be (replace with actual address).

Please clearly indicate the nature of your request.

We encourage all users to read this Notice carefully to understand how we handle Personal Data.

2

Definitions

The terms Data Controller, Data Protection Officer, Personal Data, Processing and related terms have the meaning given in the GDPR and other applicable EU data-protection laws.

Alumni refer to individuals who previously completed traineeships in EU institutions, bodies or agencies and participate in The Bubble alumni network.

Alumni network is the professional and social network operated by The Bubble, including online platforms (e.g., LinkedIn groups) and events.

The Association refers to the Association of Trainees Alumni, “The Bubble”.

Committee is the governing and volunteer body managing the activities of The Bubble.

A Member is any person registered with The Bubble or participating in its activities.

A User is any person interacting with the Association and required to provide Personal Data for participation in activities.

3

What is Personal Data?

Personal Data means any information that can identify you directly or indirectly, such as your name, email address, professional details, or event participation data.

4

Information Regarding Your Personal Data

We process Personal Data so that you can participate in The Bubble’s activities and services, including:

  • Membership registration
  • Newsletter distribution and communications
  • Event registration and participation (online or in-person)
  • Professional networking initiatives
  • Surveys and feedback activities
  • Alumni programmes, mentoring and career events
  • Community initiatives and partnerships

Providing Personal Data is not a statutory requirement, but it is necessary to:

  • Provide membership services
  • Allow participation in events
  • Maintain the alumni network

If you do not provide the required Personal Data, we may be unable to provide membership services or event participation.

We may contact members regarding events, newsletters, and association updates based on your consent. You may withdraw consent at any time by contacting the DPO.

5

Third-Party Recipients

We may share Personal Data with selected third parties, including:

  • 1. Authorised members of The Bubble Committee bound by confidentiality obligations.
  • 2. Service providers supporting our operations (e.g., cloud storage, email and collaboration tools).
  • 3. Event partners or sponsors when required for event participation (limited to necessary information such as name or email).
  • 4. Public authorities where disclosure is required by law.
  • 5. Other members where necessary for event organisation (for example, dietary requirements for small networking dinners).

All partners receiving Personal Data commit to deleting it after the relevant activity ends.

6

Transfers Outside the EU/EEA

We do not transfer Personal Data outside the EU/EEA unless:

  • Adequate safeguards exist under GDPR, or
  • You have explicitly instructed us to do so.
7

Your Rights

Under data-protection law, you may have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time

These rights are not absolute and may be subject to legal limitations.

To exercise your rights, contact the DPO.

8

Security of Processing

We implement appropriate technical and organisational measures to protect Personal Data from unauthorised access, loss, or misuse.

Personal Data may be stored:

  • Digitally using secure cloud services
  • In restricted-access systems managed by the Association

We regularly review our security practices to maintain appropriate protection levels.

9

Complaints

If you have concerns about how we handle your Personal Data, please contact the DPO.

You also have the right to lodge a complaint with a national Data Protection Authority within the EU.

10

Automated Decision-Making

We do not use Personal Data for automated decision-making or profiling that produces legal or similarly significant effects.

11

Changes to This Notice

We may update this Privacy Notice from time to time.

Updates will be communicated via email or through our official communication channels.