Privacy policy

1. Why this privacy statement?

Every person (hereafter the “User”) who visits or uses the Website discloses a certain amount of personal data. The personal data is information which allows CIVIS to identify you as a natural person, regardless of whether we actually do this. You are identifiable as soon as it is possible to create a direct or indirect link between one or more data and you as a natural person.  

We only use and process your personal data in accordance with the GDPR and any replacement legislation, or any similar regulation under any applicable law, and any regulatory requirements or codes of practice governing the use, storage or transmission of personal data. Every reference in this Privacy Statement to the ‘GDPR’ is a reference to the Regulation of 27 April 2016 on the Protection of Natural Persons with regard to the Processing of Personal Data and on the Free Movement of such Data (General Data Protection Regulation).

Through this Privacy Policy, every User of the Website is informed of the processing activities CIVIS may carry out with his or her personal data. CIVIS reserves the right to modify this Privacy Policy at all times. Every substantial change will be clearly communicated towards the User. We advise you to consult this document regularly.

The website URL is offered by: 

CIVIS - A European Civic University (Alliance of eight European Universities)
Here represented by Université libre de Bruxelles,
Avenue Franklin Roosevelt 50
1050 Brussels
Belgium
VAT BE 0407 626 464

Feel free to contact us should you have any privacy-related questions. We promise to reply soon!

2. Who is responsible for the processing of personal data?

2.1. Controller

CIVIS is responsible for the processing and decides alone or in cooperation with others which personal data are being collected as well as the purposes and the technical and organisational means with regard to the processing of those personal data.

2.2. Processor(s)

CIVIS is free to rely on data processors. A processor is the natural or legal person who processes your personal data upon request and on behalf of the data controller. The processor is required to ensure the security and confidentiality of the data. The processor shall always act on the instructions of the data controller.

CIVIS relies on the following categories of "processors":

  • Companies we have engaged for hosting purposes (Typi Design);
  • Companies we have engaged for administrative purposes (ULB);
  • Companies we have engaged for communication purposes (ULB);
  • Companies we have engaged for statistical purposes (Matomo);

3. For which purposes are my personal data being used?

When visiting the website of CIVIS, some data are being collected for statistical purposes. Such data is necessary to optimise your user experience. These data are: IP-address, probable location of consultation, hour and day of the consultation and the pages which are being consulted.

Also, if you register for our newsletter, CIVIS collects your personal contact data in order to send it to you.

When sending CIVIS an email through the “your participation” page, CIVIS collects your email address and name to get in touch with you regarding your message.

4. Which personal data are being processed?

CIVIS commits to only collect and process adequate, relevant and limited to what is necessary for the purposes for which they are processed. The following categories of personal data are processed by CIVIS:

  • Contact details (name, e-mail address, message);
  • Electronic identification data (IP address, location, cookies).

We also use cookies in order to recognise the User and to offer the User a personalised user experience, to remember technical choices (for example, language choices), and to detect and correct any errors which might be present on the Website. 

For more information concerning the use of cookies, we kindly refer you to our Cookie Policy.

5.  On what legal grounds are my data processed?

In accordance with the GDPR we process personal data on the basis of your consent when you subscribe to our newsletter, agree to our cookie policy or send CIVIS a suggestion through the “your participation” page.

6. Who receives your personal data?

Your personal data are processed for internal use within CIVIS only. Your personal data will not be sold, passed on or communicated to any third parties, except in case you have given us your explicit prior consent. 

7. How long do we store your personal data?

Your data is stored as long as necessary to achieve the ends pursued. They will be erased from our database as soon as they are no longer necessary for the ends pursued or if you validly exercise your right to withdraw your consent.

8. What are my rights ? 

8.1 Guarantee of a legitimate and secure process of your personal data

Your personal data are only processed for the legitimate purposes explained in point 5. They are collected and processed in an appropriate, relevant and non-excessive manner, and are not kept longer than necessary to achieve the intended purposes.

8.2 Right to access

If you can prove your identity, you have the right to obtain information about the processing of your data. Thus, you have the right to know the purposes of the processing, the categories of data concerned, the categories of recipients to whom the data are transmitted, the criteria used to determine the data retention period, and the rights that you can exercise on your data. 

8.3 Right to rectification of your personal data

Inaccurate or incomplete personal data may be corrected. It is primarily the responsibility of the User to make the necessary changes, if relevant, in his "user area" himself, but you can also request us in writing.

8.4 Right to erasure (or “right to be forgotten”)

You also have the right to obtain the erasure of your personal data.

The deletion of data is mainly related to visibility; it is possible that the deleted data are still temporarily stored.

8.5 Right to limitation of processing

In certain cases, you have the right to request the limitation of the processing of your personal data, especially in case of dispute as to the accuracy of the data, if the data are necessary in the context of legal proceedings or the time required to CIVIS to verify that you can validly exercise your right to erasure.

8.6 Right to object

You have the right to object at any time to the processing of your personal data for direct marketing purposes. CIVIS will stop processing your personal data unless it can demonstrate that there are compelling legitimate reasons for the processing which prevail over your right to object.

8.7 Right to data portability

When your data is collected on the basis of your consent or in case of a contractual relationship, you have the right to obtain any personal data which you have provided us in a structured, commonly used and machine readable format. At your request, this data may be transferred to another provider unless it is technically impossible.

8.8 Right to withdraw your consent

You may withdraw your consent to the processing of your personal data at any time. When doing so, CIVIS has an obligation to ensure that you will not receive any newsletter coming from our services.

9. How to exercise my rights?

If you wish to exercise your rights, you must send a written request and proof of identity by registered mail to CIVIS, “CIVIS : Université libre de Bruxelles - Avenue Franklin Roosevelt 50 - 1050 Brussels Belgium” or by email to “E-mail”. We will respond as soon as possible, and no later than one (1) month after receipt of the request.

10. Possibility to lodge a complaint

If you are not satisfied with the processing of your personal data by CIVIS, you have the right to lodge a complaint with the competent Data Protection Authority (for Belgium: https://www.privacycommission.be).

CIVIS would appreciate if you contacted it first before any procedure with the Data Protection Authority.