Privacy Statement: APICS desk

Last updated: 31/07/2025

Port of Antwerp-Bruges (as specified and hereinafter referred to as “POAB”, “we” or “us”) attaches great importance to the protection of personal data. Personal data consist of all of the information about an identified or identifiable natural person (hereinafter referred to as the “data subject”, “you” or “your”). POAB will protect your personal data at all times in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter the “General Data Protection Regulation” or “GDPR”), including any national or international legislation implementing or replacing the GDPR (hereinafter collectively referred to as the “Applicable Privacy Legislation”) that is applicable now or that may apply in the future.

 

This notification concerning the processing of your personal data (hereinafter “Privacy Statement”) was drawn up in order to provide you with clear information concerning the processing of your personal data and your rights as a data subject in relation to the APICS desk application in My Port of Antwerp-Bruges. Please therefore read this document carefully and if you have any questions, please contact us using the contact details in Section 9 below.

1. Application of this statement

This Privacy Statement applies to users who register for the APICS desk application.

2. Data Controller

The data controller for the processing of data in this regard is Port of Antwerp-Bruges NV (“POAB”), Zaha Hadidplein 1, 2030 Antwerp, enterprise number 0248.399.380. 

 

 The Data Protection Officer of POAB can be contacted at dpo@portofantwerpbruges.com 

3. Overview of the processing (personal data, purpose and legal basis)

PurposePersonal dataLegal basis
To manage the user's access to the applications for which they were registered.Simple personal data concerning the user themselves:
•    Name
•    Work address
•    Work telephone number
•    Work email address		The need to uphold the general interest of POAB, namely the smooth and efficient operation of port activities in general, as well as for security reasons.
To enable the managers of the applications to which the user has access to contact and invoice the user.Simple personal data concerning the user themselves:
•    Name
•    Work address
•    Work telephone number
•    Work email address		The need to uphold the general interest of POAB, namely the smooth and efficient operation of port activities in general, as well as for security reasons.
To keep the user informed about adjustments to the applications for which they have been registered and also about new applications or changes to the platform that may be relevant to the user.Simple personal data concerning the user themselves:
•    Name
•    Work address
•    Work telephone number
•    Work email address		The need to uphold the general interest of POAB, namely the smooth and efficient operation of port activities in general, as well as for security reasons.
To enable the user to contact the main user of the company to which they belong.Simple personal data concerning the user themselves:
•    Name
•    Work address
•    Work telephone number
•    Work email address		The need to uphold the general interest of POAB, namely the smooth and efficient operation of port activities in general, as well as for security reasons.
To fulfil the duties to inform required by law

In the case of crew members of an ocean-going vessel: 
•    Name 
•    Rank 
•    ID 
•    Nationality 
•    Place of birth 
•    Date of birth


Passengers of a seagoing vessel: 
•    Name 
•    ID 
•    Nationality 
•    Place of birth 
•    Date of birth 
•    Port of embarkation 
•    Port of disembarkation


Stowaways on-board a seagoing vessel: 
•    Name 
•    Description 
•    ID 
•    Nationality 
•    Place of birth 
•    Date of birth 
•    Port of embarkation


Sick and deceased persons (without stating their name) 
•    Date of embarkation 
•    Sickness 
•    Date symptoms began 
•    Status of sickness (still sick, cured, dead) 
•    Status of sick person (evacuated, on-board) 
•    Treatment 
•    Comment


CSO (Company Security Officer): 
•    Name
•    Work telephone number 
•    Work email address

Legal requirement:
•    Directive 2010/65/EC
•    Port Police Regulations 
•    Tariff regulation for inland navigation and marine navigation  

 

Insofar as the processing of personal data constitutes a contractual or legal obligation and the data must be provided by the data subject, the data subject is required to provide the personal data.

4. Source of personal data

In addition to the personal data that it obtains from you directly, POAB also processes personal data that originate from a different source, namely the data entered by shipping agents making use of the APICS desk as described in Section 3.

5. Receivers

In the context of this processing, your personal data will be transferred to third parties within the EU, namely:

 

Competent authorities for the notifications within the framework of Directive 2010/65/EC: 
-    Waterway Police 
-    FPS Public Health 
-    FPS Mobility 



Purpose of transfer to third parties: APICS desk acts for the port of Antwerp and Zeebrugge and for the ports on the inland waterways as the Maritime Single Window as determined in Directive 2010/65/EC. 



Partners within the nautical chain:

-    Brabo 
-    Port+ 
-    URS 
-    Antwerp Towage 
 


Purpose of transfer to third parties: for the efficient follow-up and services to seagoing vessels

 

Port+ 

Purpose of transfer to third parties: Port+ acts as the application manager for APICS desk.

6. International transfer

Your personal data will not be transferred outside the European Economic Area (EEA).

7. Retention period

POAB will retain your personal data for a period of five years. For more information, please contact dpo@portofantwerpbruges.com at any time. 

8. Your rights as a data subject

In accordance with the Applicable Privacy Legislation, you may exercise the following rights (if and to the extent applicable):

  • You can request access  to and receive a copy of any personal data we have processed concerning you;
  • You can also request that any of your personal data that are incorrect or incomplete be corrected or supplemented;
  • You can request that your personal data be deleted;
  • You can object to the processing of your personal data, ask us to restrict the processing of your personal data or request the portability of your personal data.

 

You can exercise these rights by sending an e-mail to dpo@portofantwerpbruges.com. We will handle your request in accordance with Applicable Privacy Legislation.

 

Finally, you are also entitled at any time to submit a complaint to the supervisory authority, namely the Belgian Data Protection Authority.

 

Data Protection Authority
Rue de la Presse 35, B-1000 Brussels

+32 (0)2 274 48 00
+32 (0)2 274 48 35
contact@apd-gba.be

10. Updates to this Privacy Statement

We may update this Privacy Statement from time to time to comply with business, legal or technical developments. Whenever we update our Privacy Statement, we will take appropriate measures to inform you, depending on the significance of the changes and the statutory requirements in that regard.