Privacy Policy

Table of Contents

1.     Protection of personal data 

1.1       Guarantees for processing personal data

1.2       Indirect processing of personal data

2.     Purpose and legal basis for the processing of your personal data

2.1       When visiting our website

2.2       When registering for events

2.3       When subscribing to our newsletter

2.4       Retention time

3.     Privacy policies of other websites

4.     Data subjects’ rights

5.     Accountability and processing – data protection officer

6.     Complaints

Last updated May 4th , 2021

This website is provided as a service to the public and the project Consortium for BAT4EVER in the frame of the European Union’s Horizon 2020 and innovation programme, under grant agreement number 957225. The website is maintained to enhance public access to information about the project activities and to disseminate the project results.

The European Union is not liable for any use that may be made of the information contained therein.

 This privacy statement explains our guidelines for handling personal data, the questions and services you can request from us, and further information regarding privacy and data protection according to the principles stipulated by the European General Data Protection Regulation (GDPR) that was enforced on 25 May 2018.

 1.      Protection of personal data

We attach great importance to the protection of your personal privacy. We reserve the right to make changes to the privacy statement if needed, to address the needs and requirements of society, as well as abide by the relevant laws and regulations. Therefore, we advise you to consult this statement regularly.

 1.1   Guarantees for processing personal data

The Vrije Universiteit Brussel, with registered offices at Pleinlaan 2, 1050 Elsene (KBO 0449.012.406), is responsible for processing personal data from visitors. We process this data for different reasons, which
we explain in detail in the “purpose and legal basis” section.

Your personal data is always treated in accordance with the applicable privacy regulations. Processing of personal data is limited to the intended objective. Personal data will not be disclosed to third parties and will not be used for direct marketing, unless you have agreed to this yourself via an ‘opt in’.

The Vrije Universiteit Brussel takes the best possible security measures to prevent third parties from misusing your personal data.

 1.2  Indirect processing of personal data

We will, wherever possible, inform you about any indirect processing of personal data. We will give information on the source of this personal data and the categories of personal data that are processed.

 2.      Purpose and legal basis for the processing of your personal data

We will not use your personal data for commercial purposes or other purposes then the ones described below. Nor will we share your data with any other organisations.

 2.1  When visiting our website

You can access most of the information on the website without you having to disclose any personal information. In some cases, however, you will be asked for personal data.

 2.2  When registering for events

To facilitate events, we process the personal data provided during registration. Registration can be done
through external platforms such as Zoom, Eventbrite, Forms, etc.

 When registering for an event, you need to enter mandatory data. These include:

–      Email address

–      First name and last name

–      Organisation

–      Country

Any other mandatory data are marked as such (e.g. with *). Besides, other data may often be entered voluntarily.

The mandatory data are processed in order to identify the interested persons as participants of the event, to perform the participation contract, and to provide the participants with information pertaining to the event before, during and after the event. The voluntary data allows us to plan and execute the event based on other criteria.

2.3  When subscribing to our newsletter

On various occasions, we offer on our website the option to register for a newsletter. If you have expressly given your consent, we will use your email address to regularly send you information corresponding to your selection.

To receive the information, an email address is sufficient. You may provide additional personal data voluntarily (e.g. name, organisation, role and country). We use this data to contact you.

You will then receive a registration notification by email, confirming your subscription to our newsletter and
allowing you to change your subscription profile at any time if desired. This helps us verify that it is actually you who have initiated the registration.

Unsubscribing is possible at any time via a link at the end of each newsletter.

After withdrawing your consent for sending the newsletter, your email address will be deleted immediately.

We send our newsletter by means of the service provider: The Newsletter Plugin – Web Agile S.a.s. di Fietta Roberto. You can read their Privacy Policy here and GDPR compliancy here.

2.4   Retention time

Your personal data is preserved for up to 4 years after the end of the project for the provision of products
and services and the processing of transactions you have requested.

3.      Privacy policies of other websites

The BAT4EVER website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

4.     Data subjects’ rights

We would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

–      Right to access – You have the right to request the Vrije Universiteit Brussel for copies of your personal data.

–      Right to rectification – You have the right to request that the Vrije Universiteit Brussel corrects any
information you believe is inaccurate. You also have the right to request the Vrije Universiteit Brussel to
complete the information you believe is incomplete.

–      Right to erasure – You have the right to request that the Vrije Universiteit Brussel deletes your personal
data under the conditions determined by law.

–      Right to restrict processing – You have the right to request that the Vrije Universiteit Brussel restricts
the processing of your personal data, under certain conditions.

–      Right to object to processing – You have the right to object to the Vrije Universiteit Brussel’s processing of your personal data, under certain conditions.

–      Right to data portability – You have the right to request that the Vrije Universiteit Brussel transfers the data that we have collected to another organisation, or directly to you, under certain conditions and as far it is technically possible.

When our processing activity is based on your prior consent, withdrawal of such given consent is
always possible without this affecting the lawfulness of the processing of personal data as this is on the basis of the permission previously granted.

 To exercise your rights as a concerned party, it suffices to send your question to dpo@vub.be or send a written request to Pleinlaan 2, 1050 Brussels – Building M – Office 508. In both cases, add a copy of your identity card that only shows the front side, your name and your ID picture. If you make a request, we have
one month to respond to you.

 5.     Accountability and processing – data protection officer

The Vrije Universiteit Brussel values your right to privacy. The Vrije Universiteit Brussel, with registered office at Pleinlaan 2, 1050 Brussel, represented by its rector is responsible for processing your personal data. In case you have specific questions about your rights concerning the processing of your data, you can contact the university’s data protection officer, by email to dpo@vub.be.

 6.      Complaints

Finally, should you wish to file a complaint about how your information is treated, you can contact the Belgian Data Protection Authority who is responsible for upholding the law on data protection: Data
Protection Authority (GBA), Drukpersstraat 35, 1000 Brussel, +32 2 274 48 00, contact@apd-gba.be, www.gegevensbeschermingsautoriteit.be.