The General Data Protection Regulation dated 27 April 2016 (Regulation (EU) 2016/679) defines personal data as follows:
Any information relating to identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
For the purposes of data protection law, Vlerick Business School is the ‘controller’ of the personal data it collects from you. This means that it decides why and how your personal data is processed and is responsible for that processing.
Vlerick Business School collects personal data from you if you (or an organisation for whom you work) use our services, request information, register for a programme or an event, sign up to a newsletter, request programme advice or correspond with us.
We collect and process the following personal data about you:
We use different methods to collect personal data from and about you as follows:
1. Direct contact with you during the course of business. You may give us your contact details, payment details for invoice purposes, by registering online, at events or by corresponding with us by post, phone, email or in other ways (all of which are provided by you on voluntary basis). This includes personal data you provide when you:
2. Automated interactions with our website where we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookies policy for further details including details regarding the consequences if we are not able to use these technologies.
3. Using third party or publicly available sources, where we may receive personal data about you from:
We process your personal data for the following purposes:
When you (would like to) participate in a Vlerick programme, we (will) ask you to provide us with the following personal data in order to be able to deliver the programme:
For the purpose of performing academic research, we will ask faculty and researchers to provide us with their personal identification data (e.g. first name, last name), personal details (e.g. affiliation with Vlerick Business School) and publications (e.g. titles of books, articles, cases).
When visiting our website, downloading a brochure or a whitepaper, requesting information or to keep you posted, we store your electronic identification data (e.g. IP addresses, cookies) subject to your consent. Please see our cookies policy for further details.
When borrowing an item out of our library or from our IT department, we process your identification data (e.g. name, e-mail, address), personal details (e.g. gender, birth date, language) and the items you borrowed so we can follow up on these items.
We store your electronic identification data (e.g. username, password, IP address) for the purpose of ensuring safety and security.
When enrolling on a degree programme or long term management programme, you will become automatically alumnus (in waiting) of Vlerick Business School. For the purpose of managing your alumni membership, we will store your personal data in our alumni database for sharing your name, function, employer and picture as well as the followed programme with other alumni. We will send alumni members updates on the Vlerick Alumni Community and its activities via e-mail.
We use your identification data (e.g. name, email) to deliver marketing and event communications to you across various platforms, such as email, telephone, text messaging, direct mail, and online. If we send you a marketing email, it will include instructions on how to manage your subscription preferences and how to unsubscribe of receiving these emails in the future. Please see further "Marketing" below.
For the purpose of preparing and awarding a degree, we are legally obliged to transmit your personal data concerning graduation to the Flemish Government.
We only process personal information where we have a lawful basis for doing so, such as the following:
As described above, we process your personal data for direct marketing purposes on the basis of your consent or our legitimate interests as a business. From time to time we may tailor and personalise marketing communications that we send to you, for example, by notifying you of services, events or newsletters that apply to your interests, industry sector, employer or job role. If you do not wish to receive marketing communications from us, you can opt-out at any time by using the unsubscribe link inside the email (to unsubscribe from marketing emails), by sending an email to firstname.lastname@example.org or by managing your subscription preferences to change your profile settings.
Vlerick Business School will not exchange personal data with third parties for financial gain. Personal data that allows for a third party to trace an individual person will only be supplied to a third party
Preparing and awarding a degree is an example of transferring data to a third party: the Flemish government sets the requirements necessary for graduation and certification and in this context Vlerick Business School has an obligation to transmit personal data concerning graduation to the government.
Vlerick Business School can instruct third parties to perform services for it, in which case Vlerick Business School will draw up an agreement in which it lays down the duties of the service provider with regard to the processing of personal data (a so-called "data processor agreement”). In this contract it is stipulated that the third party will handle any disclosed personal data confidentially, carefully, and in compliance with privacy legislation. Aside from the situations that have been specifically mentioned above, Vlerick Business School will not disclose personal data to third parties, unless required to do so by law.
When we share your personal data with third parties that are controllers of that information, they may disclose or transfer it to other organisations in accordance with their data protection policies. This does not affect any of your data subject rights as detailed below. In particular, where you ask us to rectify, erase or restrict the processing of your information, we take reasonable steps to pass this request on to any such third parties with whom we have shared your personal data.
We may occasionally share non-personal, anonymised, and statistical data with third parties, including survey findings, within the scope of a research project such as Great Place To Work.
When we transfer personal data from the European Economic Area to other countries in which applicable laws do not offer the same level of data privacy protection as in Belgium, we take measures to provide an appropriate level of data privacy protection. In other words, your rights and protections remain with your data.
Vlerick Business School guarantees that the processing of your personal data takes place in an adequate, correct and safe manner. If you wish, you will be informed in a transparent manner about the processing procedures and the appropriate technical and organizational security measures taken to protect the personal data we are processing against accidental loss or damage and unauthorised access, use, disclosure, alteration or destruction and to ensure the confidentiality, security, integrity and availability of personal data.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The length of time we retain your personal data is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We determine the period of retention of your personal data based on the following criteria:
The exceptions to the above are where:
When we no longer need your personal data, we securely delete or destroy it.
The European Union’s General Data Protection Regulation and other applicable data protection laws provide you with rights over your personal data.
Vlerick Business School respects your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your personal data. Please remember, that on occasions your personal data may have been shared with you by your employer or by other organisations, such as educational institutions or research centres to which you belong, if they use our services and products.
If you have any requests related to your personal data, please contact our Data Knowledge Centre using this email address: email@example.com.
If you wish to exercise any of your rights listed below, please contact our Data Knowledge Centre by email at firstname.lastname@example.org. Except in rare cases, we will respond to you within 1 month after we have received this information or, where no such information is required, after we have received full details of your request.
Making a complaint: If you are not satisfied with how Vlerick Business School manages your personal data, you have the right to make a complaint to the Data Protection Authority in Belgium. The contact details for the Data Protection Authority, the data protection regulator in Belgium, are available on the Data Protection Authority’s website.
Where your personal data has or is being used in a way that you believe does not comply with data, however, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.
If you would like to exercise any of your rights in relation to your personal data, please write to the Data Knowledge Centre at the address below or using this email address: email@example.com.
Vlerick Business School is a public utility foundation incorporated in Belgium under company registration number 0424.244.049 and has its registered office address at 9000 Gent (Belgium), Reep 1.
Last update: 16 April 2019