Privacy and Cookie Statement

At AP, we take your privacy seriously. In the privacy statement below, we explain this in more detail.

PRIVACY STATEMENT

1. Who are we?

1.1. AP as data controller

With this statement (hereinafter the "Statement") we would like to inform you about why and how your personal data are collected and processed by Artesis Plantijn University College Antwerp (hereinafter "we" or "AP"), a legal entity governed by public law according to Belgian law, with its registered office at Lange Nieuwstraat 101, 2000 Antwerp, and CBE number 0535.880.359.

We are responsible for processing the personal data that is requested and used by us. As data controller, we take measures to ensure that you:

remain informed about our processing of your personal data;
retain control over the personal data that we process;
can exercise your rights in relation to your personal data.

1.2. Data Protection Officer

We have also appointed a Data Protection Officer. This is a personal data protection expert who provides an additional guarantee for the correct processing of your personal data by us.

You can contact the officer via the channels mentioned in point 11 of this Statement.

2. Scope of this Statement

This Statement does not apply to the processing of personal data of our students, our (candidate) staff and the participants in our surveys.The aforementioned processing operations are governed by separate and specific privacy Statements. You will be informed thereof when applicable.

3. What data do we collect about you?

By "personal data" we mean all information which refers to a specific living natural person. Depending on the purpose of the processing, we process different types of personal data.

It is not our intention to process so-called "sensitive personal data", such as personal data revealing racial or ethnic origin, religious or philosophical beliefs or data concerning health.

4. What do we need your personal data for?

4.1. Information and commercial communication

- What does this purpose involve?

We want to be able to inform you about our activities, events, services or relevant news. This may be done at your express request, or if we suspect that this may interest you or be of benefit to you.

If you already have an existing relationship with us, you do not have to give permission to receive direct marketing communications. We base this on our legitimate interest. If you do not yet have a relationship with us, you will receive our direct marketing communications if you have given your explicit consent to do so.

If you do not wish to receive any communication at all, please exercise your right to object to direct marketing, as set out in sections 10.2 and 10.3 below.

- What personal data do we process?

We collect and process your name, e-mail address, telephone number, address, as well as data relating to your areas of interest.

4.2. Service provision, customer relations and supplier policy

- What does this purpose entail?

We may use your personal data in order to register you in our systems as a relation, event participant, customer or supplier and to be able to fulfil our commitments and/or contracts with you.

- What personal data do we process?

We collect and process your name, e-mail address, telephone number and address.

4.3. Because it is necessary to function as an organisation

- What does this purpose imply?

This purpose amounts to what is called a "legitimate interest". We do indeed have a number of legitimate interests that form the basis for processing personal data. This only happens after we have assessed that in each case the balance between our legitimate interests and the possible impact on your privacy is not disturbed.

If you nevertheless have objections to these processing operations, you may exercise your right to object, as set out in section 10.3 of this Statement.

Personal data are processed in various situations:

Personal data may serve as evidence (archives);
Personal data may be used for establishing, exercising, defending and safeguarding our rights or the persons who may represent us, for example in the event of disputes;
Personal data may be used for the governance, (risk) management and control of our organisation, such as compliance (including money laundering and fraud prevention and investigation, and privacy), risk management, risk functions and inspection, complaint management, internal and external audit;
Personal data can be used to support and facilitate the purchase, use and termination of services by and/or from our partners (customers, supplier,...) and this in order to avoid that you have to fill in again information that you provided before.

- What personal data do we process?

We collect and process your name, e-mail address, telephone number and address.

4.4. Legal obligations

We will also collect and process those personal data, if this is necessary for the fulfilment of our legal obligations.

4.5. Profiling

Your personal data will not be used for profiling purposes.

4.6. Cookies on our website

Our websites use cookies. Cookies are small text files that are stored on your device and similar technologies. You can find more information about this in our cookie statement which can be found on the relevant websites.

5. Do we ask your permission for processing?

Consent is only one possible legal basis for the lawful processing of your personal data. More specifically, your personal data can only be lawfully used and processed by us if one of the following conditions is met:

We have your express and free consent to use your personal data for a specific purpose. For example, we may ask your permission to write to you for direct marketing purposes, as mentioned in section 4.1 of this Statement.
The use of your personal data is necessary for the execution of a contract you have concluded with us or, at your request, to take the necessary steps to conclude a contract with us. The processing purposes stated in section 4.2 of this Statement are based on this basis.
The use of your personal data is necessary for the protection of our legitimate interests, to the extent that this outweighs your interests and rights. We base the processing necessary to operate as a business on our legitimate interest, as stated in section 4.3 of this Statement.
We may be required by law to process certain data, and in particular to pass it on to the relevant authorities.

6. With which other persons do we share your personal data?

Your personal data will not be passed on to other persons, with the exception of the following:

Only our employees who effectively need access for the performance of their duties are granted access to your data. These persons act under our supervision and responsibility.
In addition, we also use specialised external suppliers who carry out certain processing operations on our behalf, such as IT services, lawyers and bailiffs. As these third parties have access to personal data as part of the services we request, we have put in place technical, organisational and contractual measures to ensure that your personal data is only processed and used for the purposes set out in section 3 of this Statement.
Only if we are legally obliged to do so will your personal data be disclosed to police and investigative authorities and the courts.
If you participate in specific events that are subsidised by the government, we may be obliged to share lists of participants, which may contain personal data, with the subsidy channel. However, this is only done for the purpose of proving the number of participants in the event.

7. Where is the data stored and processed?

Your data will not be transported outside the EU and in any case we ensure that the minimum legal requirements and security standards are respected at all times.

If we foresee that your data will be stored and processed outside the EU, we will explicitly state this and ensure that the same level of protection is applied as applies within the EU.

8. How long do we store your personal data?

8.1. General

We only store your data for as long as is necessary in view of the purposes for which the data is used as stated in section 4 of this Statement.

Because the need to retain data may vary depending on the type of data and the purpose of the processing, the actual retention periods may vary significantly. We can hereby inform you that the criteria we take into account in determining retention periods include the following:

How long is the personal data needed to provide the requested service?
Have we established and announced a certain specific retention period?
Have we obtained consent for a longer retention period?
Do we have a legal, contractual or similar obligation to retain the data?

As soon as your data is no longer needed and we have no legal obligation to retain it, we will delete it permanently or, if this is not possible, make it anonymous in our systems.

Your personal data will, however, be retained and used as long as necessary to comply with our legal obligations, to settle disputes or to enforce our agreements.

9. How do we secure your personal data?

Your personal data is regarded as strictly confidential. We take appropriate technical and organisational measures to protect the personal data provided and collected against destruction, loss, accidental or unlawful access or any other unauthorised processing of personal data.

10. What are your rights and how can you exercise them?

10.1. Right of access, correction, deletion, transfer of data and objection

10.1.1. Right of access to your personal data

You have the right to access and inspect the personal data we process at any time. We shall provide you with one copy of such personal data free of charge if you request so.

10.1.2. Right to correct your personal data

You always have the right to have incorrect, incomplete, inappropriate or outdated personal data removed or corrected.

10.1.3. Right to withdraw your consent

When the processing is based on your consent, you have the right to withdraw this consent at any time.

10.1.4. Right to object to certain processing

If your personal data is processed on the basis of a legitimate interest, you have the right to object to the processing of your personal data for reasons relating to your particular situation.

10.1.5. Right to delete your personal data

You have a right to the deletion of your personal data. On this basis, if you no longer wish to have a relationship with us, you may ask us to stop using your personal data. However, we may retain personal data that is required for evidentiary purposes.

Under this right of deletion, you also have the right to ask us at any time to stop using your personal data processed on the basis of your consent or our legitimate interest. For legitimate interests, we may continue to process your personal data after balancing your interests with ours, unless you decide to terminate the relationship with us.

10.1.6. Right to transfer personal data

With regard to the processing of your personal data on the basis of your consent or because it is necessary for the provision of the requested products or services, you may ask us to transmit your personal data - in a structured, common and digital form - to you so that you can save them for personal (re)use, or to transmit these personal data directly to another data controller, insofar as this is technically possible for us.

10.1.7. Right not to be subjected to automated decision making

You will not be subject to automated individual decision-making by us, including profiling.

10.2. Right to object to direct marketing

You have the right to object to the processing of your data for direct marketing purposes, if you do not wish to receive such communications (any more) from us. In this case, we will no longer process your data for direct marketing purposes. Your request will be executed as soon as possible.

We draw your attention to the fact that your exercise of the right to object does not prevent us from contacting you for any other purpose, including performance of the contract, in accordance with this Statement.

10.3. How to exercise?

To exercise the aforementioned rights, you may submit a written request to us as follows:

- by e-mail: gegevensbescherming@ap.be;
- in writing to the following address: Lange Nieuwstraat 101, 2000 Antwerp, for the attention of the Data Protection Officer.

When exercising your right, we ask you to clearly indicate which right you wish to invoke and which processing(s) you oppose or which consent you wish to withdraw.

11. How can you submit questions or complaints?

If you have a question or complaint about our processing of personal data, you can contact us via the following channels:

by e-mail: gegevensbescherming@ap.be;
in writing to the following postal address: Lange Nieuwstraat 101, 2000 Antwerp, for the attention of the Data Protection Officer.

If you are not satisfied with our answer, if you have remarks concerning the exercise of your rights or if you think that our processing of your personal data is not in accordance with the legislation, you have the right to lodge a complaint with the Data Protection Authority. All information can be found at https://www.dataprotectionauthority.be.

12. Amendments to this Statement

We may amend or supplement this Statement as we consider necessary.

If any material changes are made to this Statement, the date it is updated will be modified and we will also notify you through the normal information channels.

COOKIE STATEMENT

Cookies on our website

AP websites use cookies. Cookies are small text files stored on your device and similar technologies.

Cookies for analytical purposes

This website uses Google Analytics, a web analytics service provided by Google Inc. ("Google") for statistical purposes. Google Analytics itself uses cookies to analyse how visitors use the AP website. The information generated by the cookies about your use of the AP website (including your IP address, the time you visit the site, the type of browser you use, the pages you consult and the files you download) will be transmitted to and stored by Google on servers in the United States. Google states that it adheres to the Safe Harbor principles and is affiliated with the Safe Harbor program of the U.S. Department of Commerce.

If you do not want information about your website visit to be passed on to Google Analytics, you can download and install the Google Analytics Opt-out Browser Add-on.

More information about privacy in Google Analytics can be found here.

Tracking cookies

These cookies keep track of which pages you visit in order to build up a profile of your online behaviour. This profile can be linked to your name, address, e-mail address, etc., as soon as you choose to fill in a form on the website. For example, to register for an information day, a conference, further training, etc.

Delete and disable cookies

Most internet browsers are set up in such a way that they automatically accept cookies. However, through the browser settings on your computer, you can delete cookies that have already been placed and refuse the placing of new cookies. The way this is done varies from one browser to another.

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Disclaimer: In case of discrepancies between the language versions of the Privacy and Cookie Statements, the Dutch language version prevails.