Privacy statement: Port visits

Last updated: 25/06/2025

Port of Antwerp-Bruges (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”). We will always protect your personal data 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 (General Data Protection Regulation or “GDPR”) including any applicable current or future national or international legislation implementing or replacing the GDPR (hereinafter collectively “Applicable Privacy Legislation”).

This notice concerning the processing of your personal data (hereinafter “Privacy Statement”) was drawn up to clearly inform you about the processing of your personal data and your rights as a data subject. 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 the processing of personal data of the following categories of data subjects:

All participants of organised port visits to POAB ports, for the coordination of their visit.

2. Data Controller

1.1. The Data Controller for this processing is:

Port of Antwerp-Bruges NV (public limited company) under Public Law (Port of Antwerp-Bruges), Zaha Hadidplein 1, B-2030 Antwerp, company number 0248.399.380 (hereinafter “POAB”).

1.2. The Data Protection Officers at POAB can be contacted at dpo@portofantwerpbruges.com.

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

Purpose	Personal data	Legal basis
Qualitative organisation of the visit, such as: - Communication with the contact person to make concrete arrangements for the visit - Ordering transport - Providing safety equipment - Developing a suitable programme - Ordering catering - Providing appropriate guidance - Providing necessary documentation or other material - Etc.	- Applicant name - First name applicant - First name and surname of visitors - visitors' firms - Business activity - Applicant's position - Country - Applicant's email - Applicant's telephone number - Available time frame - Expected arrival and departure times of visitors - Morning or afternoon - Area of interest - Purpose of visit - Number of participants - Language of visit - Applicant's mobile phone number - Whether the applicant will be the contact person within the delegation on the day of the request - Location of visit - Applicant’s contact person, if applicable, within POAB	Legitimate interest Consent
Ensuring port safety - Organising a site visit such as visiting a terminal - Organising a tour of the Port House - Take appropriate security measures when high-profile individuals are present - In the event of an emergency requiring evacuation	- surname and first names of visitors; - national registration number for Belgians (for terminal visits); - date of birth and address for non-Belgians (for terminal visits);	A task that is in the public interest, more specifically to guarantee maritime security in ports and port facilities (Art. 2.5.2.86, 1° of the Belgian Shipping Code).
Visitor badge management	- Identity details - Contact details - Location details - Professional details - Details of conduct and/or behaviour	A task that is in the public interest, more specifically to guarantee maritime security in ports and port facilities (Art. 2.5.2.86, 1° of the Belgian Shipping Code).
Sharing images on social media	Images taken during the visit	Consent

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

4.1. POAB processes the applicant’s personal data obtained either directly from the contact person via the request form or received by mail through a colleague within POAB, who then becomes the internal “owner” of the visit.

4.2 POAB receives the personal data of visitors from the contact person of the external organisation, which it processes to ensure the safety of the port.

5. Categories of recipients

5.1. Personal data related to a port visit will be stored by the Communications and Marketing Department and other relevant POAB departments responsible for receiving and overseeing the visit.

5.2 Personal data requested solely for a port visit that includes a terminal visit will be shared with the terminal operator, who requires this data as a condition for granting access, in the interest of safety.

5.3. POAB shall make the necessary arrangements with each third party to whom the personal data are passed on and, if necessary, conclude a processing agreement with these third parties. POAB selects only those processors that offer the necessary guarantees with regard to data processing and data protection.

6. International transfers

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

If you would like more information or to receive a copy of these guarantees, please contact us at the following e-mail address: dpo@portofantwerpbruges.com.

7. Retention period

Data referred to in Article 3 will be erased following the completion of the visit. For more information about this, you can 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.
If we collect and process your personal data with your consent, you may withdraw your consent at any time. Withdrawing your consent does not affect the lawfulness of any processing based on your consent before it is withdrawn.

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 also have the right to file a complaint with the 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
https://gegevensbeschermingsautoriteit.be/

9. Contact details

POAB is responsible for the collection and use of your personal data as described in this Privacy Statement. You can contact us at dpo@portofantwerpbruges.com.

Contact details of the Data Protection Officer (DPO): dpo@portofantwerpbruges.com.

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.