Version 1.0 – Last update: 28/05/2021
The MSCA COFUND imπACT (hereafter “imπACT”) is a training programme for postdoctoral researcher offered by VUB and co-funded by the European Union’s Horizon 2020 programme under the Marie Skłodowska-Curie Grant Agreement No. 801522. imπACT processes personal data. 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 imπACT’s data protection according to the principles stipulated by the new European General Data Protection Regulation (GDPR) that was enforced on 25 May 2018.
Protection of Personal Data
imπACT attaches great importance to the protection of your personal privacy. imπACT reserves 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, imπACT advises you to consult this statement regularly.
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 students, researchers and staff, alumni, third party experts and 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’. imπACT takes the best possible security measures to prevent third parties from misusing your personal data.
Indirect processing of personal data
imπACT 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. For example, contact details are sometimes enriched with publicly available information, such as through LinkedIn, Facebook, ResearchGate, Google Scholar, Academia, ORCID.
Data, Purpose, Legal Basis, Transfer and Retention Time
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 organizations.
- when using our website You can access most of the information without you having to provide any personal information. In some cases, however, you will be asked for personal data.
- Certain personal data, such as those processed through cookies, are used to develop user statistics and to improve the security of our website. More info about our cookies policy below.
imπACT provides an online contact form to enable visitors to contact us. We process your data in order to respond to your requests and remarks.
Data: name, contact details, question/remark, correspondence
Purpose: responding to your requests
Legal basis: execution of contract and providing the service requested (art. 6.1.b GDPR)
Transfer: your data are not transferred to third parties
Retention time: your data are stored for a duration of 1 year after your using the contact form
To submit the requested documents and information for the application process.
Data: full name, email address, age, country, project proposal, professional background and project proposal
Purpose: application for the open fellowship position
Legal basis: prior and informed consent (art. 6.1.a GDPR), execution of a contract (art. 6.1.b GDPR), legal obligation (art. 6.1.c GDPR)
Transfer: your data will not be shared with any third parties
Retention time: after completing the selection process, your data will be deleted
imπACT sends out newsletters by email to all persons interested with news, information and updates on recent developments.
Data: name, email address
Purpose: sending out information to those interested
Legal basis: consent (art. 6.1.a GDPR)
Transfer: your data are not transferred to third parties
Retention time: your data are stored indefinitely, until the subject has opted out
Registration for events
To facilitate the organisation of events, [Name project] processes the personal data provided during registration. [Registration can be done through external platforms such as Zoom, Eventbrite, Forms, etc.]
Data: [name, email address, preferences,…]
Purpose: organisation of events
Legal basis: execution of contract (art. 6.1.b GDPR)
Transfer: your data may be transferred to external parties who assist us in the organization of our events
Retention time: following an event registration, your personal data is deleted immediately after the event took place
Privacy Policies of Other Websites
Storage of Your Personal Data
imπACT securely stores your personal data throughout the indicated retention time. For storage, we apply the following protection and security measures:
– Data are sent encrypted via https to dedicated servers that are secured in line with the market
– Data are treated confidentially
– VUB has appointed a DPO
Data subjects’ rights
imπACT 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 imπACT for copies of your personal data.
– right to rectification – You have the right to request that imπACT corrects any information you believe is inaccurate. You also have the right to request imπACT to complete the information you believe is incomplete.
– right to erasure – You have the right to request that imπACT deletes your personal data under the conditions determined by law.
– right to restrict processing – You have the right to request that imπACT restricts the processing of your personal date, under certain conditions.
– right to object to processing – Whenever the processing is based on general or legitimate interest (art. 6.1.e & f GDPR), you have the right to object to imπACT processing of your personal data, under certain conditions.
– right to data portability – You have the right to request that the Brussels Centre for Urban Studies transfers the data that we have collected to another organization, or directly to you, under certain conditions and as far it is technically possible.
When our processing activity is based on your prior consent (art. 6.1.a GDPR), 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 firstname.lastname@example.org 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 do not wish to share a scan of your ID documentation, please provide us with other information by which we can verify the legitimacy of your request; or give us a call.
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 on email@example.com.
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, firstname.lastname@example.org, www.gegevensbeschermingsautoriteit.be
Complaints filed with the GBA do not limit your right to lodge legal proceedings before the competent court in any way; nor does it limit the possibility to request compensation for damage suffered.
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