Privacy policy | Leuven MindGate

Leuven MindGate vzw ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal data collected through our website (https://www.leuvenmindgate.be/) and associated services, in compliance with the General Data Protection Regulation (GDPR).

Identity of the Data Controller

The Data Controller responsible for the processing of your personal data is:

Leuven MindGate
Professor Roger Van Overstraetenplein 1
3000 Leuven

info@leuvenmindgate.be

VAT: BE 0656.972.486

By accessing and using the website, you have expressly agreed to the following general conditions. This website is property of Leuven MindGate.

Data We Collect and How We Collect It

We collect personal data that you provide directly to us, as well as data collected automatically through your use of our website.

We collect the following types of personal identification information:

Identification Data: Name, Surname, Organization/Company.
Contact Data: Email address, phone number, physical address.
Financial Data: Bank details or payment information (only for event registration/invoicing purposes).
Technical Data: IP address, browser type, operating system, domain name (collected automatically via cookies).

You directly provide us with most of the data we collect when you:

Register online for any of our events, courses, or services.
Subscribe to our newsletters or updates.
Voluntarily complete a customer survey or provide feedback via email or forms.
Contact us for information or support.
Use or view our website via your browser’s cookies.

We may also collect non-personal anonymous or aggregate data such as browser type, IP address or operating system in use or the domain name of the website that led you to and from our website, ensuring optimum effectiveness of our website for all users.

Purposes and Lawful Basis for Processing

We will only process your personal data when we have a legal basis to do so.

Event Registration & Service Delivery: Identification, Contact - Necessary for fulfilling a contract with you (e.g., providing access to an event you registered for).
Direct Marketing (Newsletters/Updates): Identification, Contact Data -You have actively opted-in to receive these communications.
Website Optimization & Security: Technical Data (IP, browser) - To ensure the proper functioning and security of our website, and to enhance user experience.
Responding to Inquiries: Identification, Contact Data - Necessary to respond to your queries and manage our relationship with you.
Legal Compliance: Any relevant data - Necessary to comply with a legal obligation (e.g., tax or financial reporting).

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Sharing Your Data

We may disclose your personal data to the following categories of third parties:

Service Providers: Third parties who provide services on our behalf, such as IT hosting (cloud services), email marketing platforms, and event management software. These parties are contractually bound to process your data only on our instructions and to maintain its security.
Legal/Regulatory Authorities: When required by law (e.g., tax authorities, police, or judicial requests).
Event Partners: For co-organized events, we may share essential registration data (Name, Organization) with the co-organizer, based on your consent or the necessity of fulfilling the event contract.

We do not sell your personal data to any third parties. Your personal details will never be transferred to any third parties; if this should occur, you will be informed.

Your rights

Under GDPR, you have the right to request access to and rectification or erasure of your personal data, or restriction of processing concerning your data, and the right to data portability.

Furthermore, in accordance with the Belgian law on the processing of personal data of 8 December 1992, the user has the legal right to examine and possibly correct any of his/her personal details.

To exercise your rights (including access and correction), and subject to proof of identity (copy of the user’s identity card), you can submit a written, dated and signed request to Leuven MindGate, Professor Roger Van Overstraetenplein 1, 3000 Leuven or via info@leuvenmindgate.be. If necessary, you may also ask for any incorrect, incomplete or irrelevant data to be adjusted. The user may, free of charge and on request, always prevent the use of his personal details for the purposes of direct marketing.

Use of Cookies and Other Tracking Technologies

Our website uses cookies to distinguish you from other users. This helps us provide you with a good experience when you browse our website and allows us to improve our site.

What are cookies? Tiny text files placed on your computer or mobile device when you visit a website.
Types of Cookies: We use strictly necessary cookies (essential for the website to function), analytical/performance cookies (to see how visitors use the site), and potentially marketing cookies (to personalize content).
Your Consent: We will request your explicit consent for all non-essential cookies (analytical and marketing) via a prominent banner or pop-up before they are installed.

For a detailed list of the cookies we use, their purpose, and their duration, please refer to our dedicated Cookie Policy. You can manage your cookie preferences at any time via the settings in your internet browser.

During a visit to the site, cookies may be placed on the hard drive of your computer. This is only in order to ensure that our site is geared to the needs of users returning to our website. These tiny files known as cookies are not used to ascertain the surfing habits of the visitor on other websites. Your internet browser enables you to disable these cookies, receive a warning when a cookie has been installed or have the cookies removed from your hard disc. For this purpose, consult the help function of your internet browser.

External Websites (Hyperlinks)

Our website contains links to other websites. Our privacy policy applies only to our website (https://www.leuvenmindgate.be/). If you click on a link to another website, you should read their privacy policy. We are not responsible for the content or features of external websites.

Leuven MindGate believes that your privacy is important. While most of the information on this site is available without having to ask the user for personal information, the user may be asked for some personal details. This information will only be used to ensure a better service. (e.g. for our customer database, to keep users informed of our activities, etc.). The user may, free of charge and on request, always prevent the use of his personal details for the purposes of direct marketing. In this regard, the user should contact Leuven MindGate, Professor Roger Van Overstraetenplein 1, 3000 Leuven or via info@leuvenmindgate.be.

Intellectual property rights

The contents of this site, including trade marks, logos, drawings, data, product or company names, texts, images, etc. are protected by intellectual property rights and belong to Leuven MindGate or entitled third parties.

Liability limitation

The information on the website is general in nature. It is not adapted to personal or specific circumstances and can therefore not be regarded as personal, professional or judicial advice for the user.

Leuven MindGate does everything in its power to ensure that the information made available is complete, correct, accurate and updated. However, despite these efforts inaccuracies may occur when providing information. If the information provided contains inaccuracies or if specific information on or via the site is unavailable, Leuven MindGate shall make the greatest effort to ensure that this is rectified as soon as possible.

Leuven MindGate cannot be held responsible for direct or indirect damage caused by the use of the information on this site. The site manager should be contacted if the user has noticed any inaccuracies in the information provided by the site.

The contents of the site (including links) may be adjusted, changed or extended at any time without any announcement or advance notice. Leuven MindGate gives no guarantees for the smooth operation of the website and cannot be held responsible in any way for the poor operation or temporary unavailability of the website or for any type of damage, direct or indirect, which may occur due to the access to or use of the website.

Leuven MindGate can in no case be held liable, directly or indirectly, specifically or otherwise, vis-à-vis anyone for any damage attributable to the use of this site or any other one, in particular as the result of links or hyperlinks including, but not limited to, any loss, work interruption, damage of the user’s programs or other data on the computer system, hardware, software or otherwise.

The website may contain hyperlinks to websites or pages of third parties or refer to these indirectly. The placing of links on these websites or pages shall not imply in any way the implicit approval of the contents thereof. Leuven MindGate expressly declares that it has no authority over the contents or over other features of these websites and can in no case be held responsible for the contents or features thereof or for any other type of damage resulting from their use.

Our website contains links to other websites. Our privacy policy applies only to our website (https://www.leuvenmindgate.be), so if you click on a link to another website, you should read their privacy policy.