Privacy Protection Statement Regarding Personal Data

We are committed to ensuring the protection of your personal data. This document, titled “Privacy Protection Statement Regarding Personal Data”, describes how we use the personal data we obtain and collect about you.

NEED HELP?

If you need assistance or have any questions regarding this document, please contact us at: Data Protection Officer – Avenue des Croix du Feu, 7 – 5000 Namur or via email: responsable.RGPD@henallux.be

If you are not satisfied with how we collect, share, or use your personal data, we would appreciate it if you let us know. You can contact us at the address above. If you are not satisfied with our response, you have the right to file a complaint with the Data Protection Authority: Rue de la Presse, 35 – 1000 Brussels.

WHO ARE WE?

The FoRS Center is the research service linked to the Haute Ecole Namur-Liège-Luxembourg. We conduct research projects related to the fields of the university, including social, educational, health, economic, scientific, technical, and IT domains.

WHAT ARE YOUR RIGHTS?

Below is a summary of your rights regarding the protection of your personal data. Detailed information about your rights is provided in the section “Your Rights Regarding Personal Data Protection”.

  • Right to information – You have the right to receive clear, transparent, and understandable information about how we use your personal data and about your rights. This is why we provide this information.

  • Right of access – You have the right to access your personal data (if we process it) and to certain other details about the processing of your personal data (similar to those outlined here). This allows you to verify whether we are using your personal data in compliance with data protection regulations.

  • Right to rectification – You have the right to have your personal data corrected if it is inaccurate or incomplete. More information is available in the section “Correcting Your Data”.

  • Right to erasure – Also known as the “right to be forgotten.” In simple terms, this allows you to request the deletion or removal of your personal data when there is no compelling reason for us to continue using it. However, this is not an absolute right. We may have the right or obligation to retain this data, for example, if we have a legal obligation to do so or another legitimate legal reason. More details are provided in the section “Deleting Your Data”.

  • Right to data portability – You have the right to obtain a copy of certain personal data we have collected about you and to use or share it for your own purposes.

  • Right to object – You have the right to object to certain types of data processing, providing specific reasons for your request.

Note: According to Article 12 of the GDPR, we have one month to respond to your request. Exceptions may apply if requests are unfounded or repetitive.

WHAT PERSONAL DATA DO WE PROCESS?

The categories of personal data we process include:

  • Email addresses
  • Names and surnames of participants in various events
  • Photos and videos taken during these events (Specific consent for image rights will be obtained from participants through a paper or electronic form). Participants must fill out these forms and either grant or deny permission to use their image.
  • Personal data for research purposes: Personal data communicated during research interviews. These interviews—and their transcripts—are systematically pseudonymized and accessible only to researchers under the responsibility of the internal ethics committee. Qualitative interviews will be conducted with adults and children, involving the collection of personal data (family details, life history, risk situations, behaviors, etc.). The collected data is recorded in Hénallux’s data processing register, and this record can be shared upon request at responsable.rgpd@henallux.be.

HOW DO WE OBTAIN YOUR PERSONAL DATA?

We obtain your data:

  • When you provide it to us during initial contact, before and during your participation in an event or activity related to research.
  • When you register electronically or in writing for an event organized by FoRS (HENALLUX) or when you subscribe to our newsletter (MailerLite).
  • When it is transmitted by project partners during different phases (e.g., research interviews).
  • When it is collected from public websites and directories for communication and awareness purposes.

HOW DO WE USE YOUR PERSONAL DATA?

We use your personal data to:

  • Maintain participant records for events organized within the Spirit4Care project.
  • Provide you with information about activities planned by the Spirit4Care team.
  • Communicate with you.
  • Analyze, evaluate, and improve our activities and events.
  • Address complaints.

HOW DO WE PROTECT YOUR PERSONAL DATA?

The security and confidentiality of your personal data are extremely important. We have implemented technical, administrative, and physical safeguards to:

  • Protect your personal data from unauthorized access and misuse.
  • Secure our IT systems and protect the information they contain.
  • Ensure we can restore your data if it is damaged or lost.

Data minimization is applied to personal data used for research. We implement best practices to prevent the combination of this data from allowing the re-identification of individuals.

In research, data concerning study subjects is pseudonymized before being shared with project partners. Consent forms (in paper format) are only accessible to staff directly involved in the Spirit4Care project.

We are committed to maintaining a high level of confidentiality by integrating the latest technological innovations to ensure the security of your transactions. However, since no mechanism offers absolute security, there is always some risk when transmitting personal information over the internet.

In case of a security breach, we commit to notifying the Data Protection Authority (DPA) and the affected individual within 72 hours of becoming aware of the data breach.

NEWSLETTER

We send a biannual newsletter via email regarding updates on the Spirit4care project. If you no longer wish to receive these newsletters, you can unsubscribe at any time. We use MailerLite to send newsletters.

HOW LONG DO WE RETAIN YOUR DATA?

  • Personal data will not be retained beyond the duration of the research.
  • Data collected will be stored for no more than 12 months after the project ends (as determined by the ethics committee).

CORRECTING YOUR DATA

You have the right to request the immediate rectification of incorrect personal data. If you notify us that the personal data we have about you is incorrect, we will review it.

You also have the right to complete any incomplete personal data, for example, by providing a supplementary statement.

HOW TO ACCESS AND CORRECT YOUR DATA?

If you submit a written request, we will generally allow you to review the personal data we process about you or take steps to correct any incorrect data.

WEBSITE CONNECTION DATA – Spirit4Care.eu

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