Privacy on the ELIXIR Belgium website

 

This Privacy Policy explains what personal data is collected by the ELIXIR Belgium website. It tells you why we collect your data, how it is processed, and how we keep it secure. It also gives you the contact details you need if you have any queries or requests concerning your data.

 

Newsletter

We use the MailChimp mailing service to send the newsletter. 

The data we collect: the sign-up form for the newsletter requires your email address, with optional fields for your name and organisation. In addition, MailChimp records which newsletters you opened and which links you clicked.

Why we collect the data: to enable us to send emails, to measure the success of the emails, to help us provide reports to funders, and to help us improve the newsletters

Lawful basis for processing the data: this data is only processed with your explicit consent. The sign-up form asks for this consent.

Who has access to the data: the personal data is only accessible to the ELIXIR Belgium node coordinator and the communications officer who manage the emails.

Data transfer: MailChimp is based in the United States and the data is held on servers located there.

Data retention: We will keep your personal data for as long as you wish to remain on the mailing list. You can unsubscribe at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at info@elixir-belgium.org.

Third party processors: the mailing lists service is run by MailChimp. MailChimp is certified to the EU-U.S. Privacy Shield Framework and the Swiss-US Privacy Shield, which are designed to protect your data in the U.S.. See also the Data Processing Agreement that customers in the EU (like the ELIXIR Hub) sign with MailChimp. This outlines how your data will be processed by MailChimp.

 

Event registration

We use the EventBrite service to manage event registrations.

The data we collect: this depends on the event. The event registration form normally asks for your name, email, and affiliation, and may ask for your dietary requirement.

Why we collect the data: to enable us to organise the event, and to keep registrants informed about the event.

Lawful basis for processing the data: this data is only processed with your explicit consent. The registration forms ask for this consent.

Who has access to the data: the personal data is only accessible to the ELIXIR Belgium node coordinator or the communications officer who manage the event.

Data transfer: EventBrite is based in the United States and the data may be transferred there.

Data retention: we will keep your personal data until notification from you at info@elixir-belgium.org.

Third party processors: the registration service is run by EventBrite. EventBrite is certified to the EU-U.S. Privacy Shield Framework and the Swiss-US Privacy Shield, which are designed to protect your data in the U.S.. See also the EventBrite Privacy Policy and their EU Data Protection statement, which describes EventBrite's compliance to the GDPR.

 

Training registration

We use the VIB registration service to manage training registrations.

The data we collect: the training registration normally asks for your name, email, and affiliation, and may ask for your dietary requirement.

Why we collect the data: to enable us to organise the training, and to keep registrants informed about the event.

Lawful basis for processing the data: this data is only processed with your explicit consent. The registration forms ask for this consent.

Who has access to the data: the personal data is only accessible to the VIB Training staff who manages the trainings.

Data transfer: the personal data will under no circumstances be transferred to third parties, unless you give explicit permission.

Data retention: we will keep your personal data until notification from you at info@elixir-belgium.org.

 

Your rights

Under the General Data Protection Regulation (GDPR), you have you have a number of rights concerning your data (see the ICO website for an overview of these). 

You have the right to:

1. Not be subject to decisions based solely on an automated processing of data (i.e. without human intervention) without you having your views taken into consideration.
2. Request at reasonable intervals and without excessive delay or expense, information about the personal data processed about you.
3. Request information to understand data processing activities when the results of these activities are applied to you.
4. Object at any time to the processing of your personal data unless we can demonstrate that we have legitimate reasons to process your personal data.
5. Request free of charge and without excessive delay rectification or erasure of your personal data if we have not been processing it according to our privacy policy.
6. It must be clarified that rights 4 and 5 are only available whenever the processing of your personal data is not necessary to: 
   • Comply with a legal obligation.
   • Perform a task carried out in the public interest.
   • Exercise authority as a data controller.
   • Archive for purposes in the public interest, or for historical research purposes, or for statistical purposes.
   • Establish, exercise or defend legal claims.

 

How to contact us

Legally ELIXIR Belgium forms part of VIB (Flemish Institute of Biotechnology) and therefore uses VIB’s legal personality.

E-mail: privacy@vib.be

Phone: +32 9 244 66 11

VIB, Communications Department, Rijvisschestraat 120, 9052 Ghent

 

Last update 10/03/2022