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Privacy Policy

The Leuven Slush’D website (www.leuvenslushd.be, hereafter “the Website”) is managed by Academics for Technology vzw (hereafter “AFT”, “we”, or “us”). AFT is thus the point of contact for any (privacy-related) issues. AFT is a Leuven-based student organization, focused on technology, entrepreneurship and innovation.

We take your privacy very seriously and consider it important for your personal data to be treated with the necessary care and confidentiality at all times. This privacy policy is aimed at providing you with the necessary information regarding the use of your data. To get more information on our cookie policy, click through.

Our privacy policy only applies to the Website, and not to other websites managed by AFT, nor to any other websites. Our privacy policy also does not apply to information processed by our business partners or other third parties. The Website may contain links to websites which we do not own or control. This privacy notice does not apply to these third-party websites or applications that are accessible from, or referenced on, the Website.

1. Personalia and contact information

Important note: please be aware that, since AFT is a student organization, no one is present on the address during the typical exam months (being December-January, and May-June) and during the summer holiday (July through September). You can always reach us through the provided e-mail address, should you have any questions or issues during these aforementioned months.

2. What personal data do we collect?

Important note: please be aware that, since AFT is a student organization, no one is present on the address during the typical exam months (being December-January, and May-June) and during the summer holiday (July through September). You can always reach us through the provided e-mail address, should you have any questions or issues during these aforementioned months.

For Registrants we also collect the personal data as mentioned above, given that access through the register form is obtained through the Website. In addition, we collect the following personal data:

3. How do we collect your personal data?

For users of the Website, we collect your data through cookies, for which we kindly refer you to the cookie policy. For Registrants: we collect your data when you voluntarily complete the ticket order form on the Website. This includes information provided at the time of purchasing tickets, as well as any additional information you may provide later on.

4. On which legal basis do we collect and use your personal data?

The legal basis for using your personal data is:

5. How will we use your personal data?

We use your personal data for various purposes in relation to Leuven Slush'D. It allows us to provide a comprehensive and personalized experience to all ticket holders. We use your data to verify your identity at Leuven Slush’D. Also good to know: AFT uses anonymized data for statistical purposes.

6. How do we store your personal data?

At AFT, we take data security seriously and strive to protect the personal data of our ticket holders. We use appropriate technical and organizational measures to secure the data we collect, in accordance with the GDPR requirements.

The data collected is stored on secure servers and protected with industry-standard encryption methods. Access to the data is restricted to authorized personnel and third parties with a legitimate need for access, and such access is granted only on a need-to-know basis, unless as stated otherwise in point 7 of this privacy policy.

7. How long do we store your personal data?

We store your personal data for as long as it is necessary to fulfil the purposes for which we collected it, as outlined in this privacy policy. In general, we retain your personal data until the start of the next edition of Leuven Slush’D, after which we securely delete the data, unless a longer retention period is required by law or for legitimate purposes. We shall retain your personal data for the specified duration with the primary purpose of providing you with pertinent information and updates regarding the subsequent edition of Leuven Slush'D, as you have demonstrated an interest in participating in this event. This data retention practice is in compliance with the General Data Protection Regulation (GDPR) and governed by our commitment to respect your privacy rights. Please note that we may also anonymize your personal data and use it for statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Where do we store your personal data?

Your personal data collected through the Leuven Slush'D website is stored on secured servers located in the US. AFT has signed an agreement that guarantees our hosting providers adhere to the GDPR requirements and implement appropriate security measures to protect the data.

9. Which personal data do we share with third parties?

We may share your personal data with selected third parties, including partners and other entities involved in organizing Leuven Slush'D. The personal data we share includes the data provided in the ticket order form, as specified in the earlier sections of this privacy policy. Specifically for startup ticket holders, we share the personal data with all partners that might be interested in your startup, such as VC’s, law firms, consultancy firms and so on. Also student ticket holder’s data will be shared with all partners that might be interested in your data, which includes the same partners as mentioned above, as well as startups.

In this regard, we would like to emphasize that it is always possible to withdraw your consent for the sharing of your personal data with partners and other entities involved by mailing to legal@leuvenslushd.be. This will not affect the lawfulness of the processing that took place before the withdrawal of your consent.

10. What are your data protection rights?

Under the General Data Protection Regulation (GDPR), you have a number of data protection rights, which aim to give you more control over your personal data. We are committed to ensuring that you can exercise these rights easily. Below is a summary of your rights:

11. How can you exercise your data protection rights?

If you wish to exercise any of your data protection rights as described in point 9, please contact AFT using the following details:

We will process your request in accordance with the GDPR requirements and respond to you within one (1) month of receiving your request. If your request is complex or there are multiple requests, we may extend this period by up to two (2) additional months. In such cases, we will inform you of the extension and the reasons for it.

When you submit a request to exercise your rights, we will first of all verify your identity by requesting a copy of your identity card. We do so in order to prevent your data from falling into the wrong hands. In this event we ask you to cross out the irrelevant information on your identity card, such as your citizen number and photo.

Exercising your rights is in principle free of charge. If your request appears to be manifestly unfounded or excessive (in particular because of its repetitive character), we may charge you a reasonable fee in order to cover our own administrative costs. In such cases, we may also simply refuse to act on your request. You will then be notified of the reasons for this refusal.

12. How to file a complaint and contact the competent authorities?

Despite all of our efforts to protect your privacy and to comply with the relevant legislation, it is possible that you may not agree with the way in which AFT processes your personal data. In such case, please contact AFT using the following details:

We ask that you contact us in the first instance so that we can address your concerns and do what is necessary to remedy those concerns into the future. In addition, you can always file a complaint with the supervisory authority, which you can contact via the contact details below:

Subsequently, if you have incurred damages, you can also file a claim with the competent court. For more information concerning complaints and legal recourse, we invite you to consult the following web page of the Data Protection Authority: www.dataprotectionauthority.be.

13. Changes to our privacy policy

We reserve the right to unilaterally make changes to this privacy policy at any time and for any reason. We will alert you about any changes by updating the 'Last modified’ date of this Privacy Policy, found at the bottom of this privacy policy. You are encouraged to periodically review this privacy policy to stay informed of updates. By using the Website, you acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Last modified on: 20 September 2023

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