Founded in 1950, the UIP – International Union of Wagon Keepers a.i.s.b.l., with its seat in Brussels, is the umbrella association of national associations of freight wagon keepers in Europe. This data protection and privacy statement explains how we collect and use your personal data and which rights and options you have in this respect.
Who is responsible
UIP – International Union of Wagon Keepers a.i.s.b.l., Rue Montoyer 23, 1000 Brussels, Belgium · info@uiprail.org
Your privacy
At UIP we value your privacy and we only request personal data that is necessary for our work. We collect and process the minimum personal data needed to provide you with relevant information and to keep track of correspondence in line with our mission. Most of it you give us directly, for instance when you register for an event UIP organises or co-organises, or give your business card to one of our staff. Sometimes we obtain it from your employer, your colleagues or publicly available sources.
UIP does not use your personal data for commercial purposes and does not sell, trade or rent it.
Whose data we process
- Representatives of UIP members and experts from member companies of the national associations
- Participants in UIP events
- Staff and officials of the institutions and authorities of the European Union and its Member States, and of international organisations
- Representatives and staff of transport associations and other representative bodies
- Journalists
- Other people UIP has a relationship with or may need to contact, such as suppliers, partners and consultants
- Job applicants
What data we collect
We collect basic contact information: name, title, position, organisation, address, country, phone number, email address and preferred language. Depending on your interactions with UIP, we may also process:
- the content of your emails to UIP;
- the committees and working groups you take part in;
- the data needed for your participation in our events, including dietary needs if you give them;
- photos and videos taken at events or meetings UIP organises or co-organises;
- for job applicants, your professional background and education.
Why we process your data, and on which legal basis
| Purpose | Legal basis (GDPR, Article 6(1)) |
|---|---|
| Membership administration: General Assemblies, Executive Board, committees and working groups | Performance of the membership relationship (b) and UIP’s legitimate interest in running the association (f) |
| Targeted communication: information on UIP’s advocacy and technical work, publications, and invitations to UIP activities and events | UIP’s legitimate interest in informing its members and stakeholders about its work (f) |
| Press: sending press releases and press material to journalists | Legitimate interest (f) |
| Events: managing registration, participation and feedback | Performance of the registration (b); dietary information only with your consent (a) |
| The UIP News Hub newsletter | Your consent (a) |
| Recruitment | Steps prior to entering into a contract (b) |
If you register for an event or activity organised or co-organised by UIP, your contact details are added to our contact list and we will keep you informed about similar events and UIP’s work. You can object to this at any time.
Email communications
We send our mailings through Mailchimp. Every mailing contains an unsubscribe link and a link to choose which mailings you receive.
To improve our communications we record whether an email was opened and which links were clicked. This is based on our legitimate interest, and you can object to it at any time by writing to info@uiprail.org or by unsubscribing.
If you unsubscribe, we keep your email address and the date in a suppression list so that we do not write to you again.
Who receives your data
Your data is accessible only to authorised UIP staff. We use service providers who process data on our behalf and on our instructions only, under a data processing agreement: office and collaboration software, our contact and project database, event-registration tools, the email service Mailchimp and, for website audience measurement, Google Analytics. Third parties hosting or co-organising a UIP event may receive the participant data needed for that event.
Transfers outside the European Union
Mailchimp (The Rocket Science Group LLC, an Intuit company) stores data in the United States. The transfer is based on the European Commission’s adequacy decision for the EU-U.S. Data Privacy Framework, under which Intuit and Mailchimp are certified, and on the European Commission’s Standard Contractual Clauses included in Mailchimp’s data processing agreement.
If you accept audience-measurement cookies on our website, Google (Google LLC, United States) processes the related data under the same adequacy decision, for which Google is certified, and under Standard Contractual Clauses.
Other service providers may also process data outside the European Union. We use them only where an adequacy decision or Standard Contractual Clauses apply. You can ask us for a copy of the relevant safeguards at info@uiprail.org.
How long we keep your data
- Contact data: as long as you are in a relationship with UIP or remain relevant to our work. We review our contact lists regularly.
- Unsubscribe records: as long as needed to respect your choice.
- Event data: for the follow-up of the event.
- Photos and videos: they may be archived as a record of UIP’s history.
- Records the law requires us to keep: for the statutory period.
How we protect your data
Only authorised UIP staff have access to your data. We take appropriate technical and organisational measures to protect it against unauthorised access, use, disclosure, alteration or destruction.
Cookies on our website
Our website uses two kinds of cookies:
- Basic cookies, which the website needs to function. They do not require your consent.
- Audience-measurement cookies (Google Analytics), which help us understand how the website is visited so that we can improve it. They are set only if you accept them in the cookie banner.
You can change your choice at any time through the cookie settings at the bottom of the website, or by deleting the cookies in your browser. Refusing audience-measurement cookies does not affect your use of the website.
Our forms are protected by Google reCAPTCHA, which checks that a visitor is not a robot. Google processes the related data under the safeguards described in the section on transfers outside the European Union.
Your rights
You can request access to your personal data, its correction, completion or erasure, the restriction of its processing, or a copy in a portable format, by writing to info@uiprail.org.
You can object at any time to processing based on our legitimate interest, including our mailings. Where processing is based on your consent, you can withdraw it at any time without affecting the lawfulness of the processing before the withdrawal.
To protect your data we may ask you to confirm your identity. We answer within one month; for complex requests this can be extended by two further months, and we will tell you why.
If you are not satisfied with our answer, you can lodge a complaint with the Belgian Data Protection Authority (www.dataprotectionauthority.be).
Updates to this statement
This statement was first released in May 2018 and last updated on 01.10.2026. We may amend it. Changes that affect you will be communicated through an appropriate channel and take effect when they are posted on this website.
Contact
info@uiprail.org · Rue Montoyer 23, 1000 Brussels, Belgium