The RUN-EU consortium is an alliance of higher education institutions and was established in 2020 under the European Universities Initiative.
The RUN-EU Services NPO (non-profit organization) is a legal entity and is the entity responsible for collecting and processing personal data following the legislation in force. This NPO processes personal data for the purpose of RUN-EU related events and activities.
RUN-EU Services NPO is committed to protecting your personal data and respecting your right to privacy. This privacy statement helps you understand how we collect, use, process and protect your personal data, in line with the General Data Protection Regulation (GDPR) (2016/679) of 27 April 2016 and all other applicable legislation.
The nature, scope, context and purposes for processing the data, as well as the risks about the individuals’ rights and freedoms, are taken into account, following the GDPR.
Personal data is information that, directly or indirectly, relates to an identified or identifiable individual. For example, a name, a photograph, an identification number, or any other specific identity element foreseen in the legislation.
So-called special categories of personal data (defined as data related to race or ethnic origin, politic opinions, religious or philosophical convictions, the membership of a trade union, genetic information, biometric information in view of the unique identification of a person, health, sexual behaviour or sexual orientation, criminal convictions and criminal offences) are not processed.
The data controller is RUN-EU Services NPO, with registered office in 8500 Kortrijk, Marksesteenweg 58.
For any issue regarding the processing of personal data or the exercise of your rights, according to the GDPR, contact the Data Protection Officer by email: info@run-eu.eu.
The RUN-EU Services NPO is committed to the privacy protection of the users of its services, by carefully developing/using technology that offers the best security and privacy guarantees.
The students and employees of the RUN-EU member institutions can log into the portal operated by RUN-EU Services. As part of the authentication procedure, there is a trust link between the individual members’ authentication services and the RUN-EU Services portal. This involves that the actual authentication procedure is performed by the RUN-EU member system and the only information that is transferred is the email address and the successful status of the authentication. The password is not stored or processed by RUN-EU Services NPO.
Information about participants subscribed can be transferred to the member institutions for the purposes of ensuring the funding or the actual (co-)organization of the event.
All information processed by the RUN-EU Services portal is provided by the user through an online form. Only information that is relevant for the purposes is processed.
As there are no automated datatransfers between RUN-Services systems and the systems of the Partner institutions all necessary data transfers to a partner institution are initiated and executed by authorized staff-members of that institution only.
The purposes of processing the personal data, include:
Whenever personal data is collected, based on the individual’s consent, the person should be informed about the specific, precise, explicit and legitimate purposes of the collection.
When (co-)organising an event or participating in an event, the legal ground is the performance of the contract. If relevant, the funding purpose, well as the possible data transfer to the member institution(s) and the communication related to this event, are an integral part of the processing necessary for the contract.
The statistical analysis is done based on legitimate purposes.
The communication about future events to registered users (even when they did not subscribe to an actual event) fulfils the criteria of direct marketing related to similar services. This processing is based on legitimate purposes. The communication includes creating social media posts as well as transferring the contents of social media posts to the RUN-EU member institutions with the intent for them to further post these on their own social media channels. In case pictures are taken during events, your consent to be photographed includes the consent for these photographs to be used in such communication. The exact mechanism for giving consent to such pictures, depends on the specific event. The simplest way is to report this immediately to the photographer who will delete the photograph immediately. Withdrawing consent can of course also be communicated later through a simple message and in accordance with the relevant legislation. RUN-EU Services NPO or its member institutions are not responsible in case of social media posts within the private sphere of the people involved in the event.
Where the processing of your personal data is necessary for a purpose other than that for which it was initially collected, the RUN-EU Services shall always request your explicit consent for that further processing, except when the processing of data is lawful without consent, under the legislation in force.
According to the legislation in force about the protection of personal data, the RUN-EU Services NPO shall base its processing on these legal grounds:
The information collected will be used for the purposes determined at the time of collection or to comply with legal obligations. The information collected shall be confidentially processed and may be accessed by a restricted group of people assigned by the RUN-EU Services NPO, to carry out their professional duties, within the defined terms and only to undertake their work duties.
RUN-EU Services NPO does not use automated individual decision making (including profiling) as defined in GDPR article 22.
The RUN-EU Services NPO shall implement technical and organisational measures that are appropriate and necessary to protect the information stored in the system against access, use, alteration or destruction of personal data. The personal data shall be kept for the minimum period required for the specific processing purposes for which they were collected or otherwise processed, in compliance with the legislation in force.
Individuals have the right to request access to their personal data at any time, as well as to rectification or erasure, to restrict processing, to withdraw their consent and to exercise any right foreseen in the law, within the limits of the legislation in force. If the individual withdraws their consent, this shall not affect the lawfulness of the processing of data that was carried out based on the consent given before its withdrawal.
The individual also has the right to object in case of legal grounds general interest or legitimate interest and in particular in case of direct marketing under the conditions foreseen in the law. Furthermore, individuals have the right to be notified in case there is a personal data breach, according to the GDPR.
To appeal to these rights, you can contact us to exercise your rights, accompanied by a motivation for your request. To obtain certainty about the justification of a request or the identity of an applicant, RUN-EU Services NPO may ask for additional information. We reserve the right, for duly justified reasons, not to respond to a request. This is e.g. the case when a request is apparently unfounded or undue.
To exercise these reasons, but also for further questions about the several rights and obligations in the field of data protection, or if you think that your personal data is processed in an unjustified and/or incorrect way by RUN-EU Services NPO, you can contact the Data Protection Officer via info@run-eu.eu.
When you are of the opinion that insufficient response has been given to a request or complaint, you can, depending on the context, and because RUN-EU Services NPO operates under Belgian law, address to the Belgian federal data protection authority Federale Gegevensbeschermingsautoriteit:
Drukpersstraat 35, 1000 Brussel
Tel +32 (0)2 274 48 00
Website: https://www.gegevensbeschermingsautoriteit.be
Howest has the role of processor as it provides IT and hosting services to the RUN-EU Services NPO. Howest uses Microsoft as its sub-processor, all data is hosted by Microsoft. Appropriate contractual agreements have been made to ensure that the RUN-EU Services NPO obligations are properly transferred to the processor and sub-processor.
Overall, this privacy statement and personal data processing apply to all services provided by the RUN-EU Services NPO or their member institutions, without prejudice to other policies, agreements and legislation that are applicable in more specific contexts of the collection and processing of personal data.
The RUN-EU Services NPO may change the privacy statement and personal data processing whenever it is technically or legally justified. The amendments apply to further personal data processing. If they impact the processing of personal data already collected in a meaningful way, the RUN-EU Services NPO or its member institutions shall inform individuals of these amendments so that they can give their explicit consent, or exercise their right to objection or erasure.
Technical/anonymous information collected
This portal collects anonymous information about its visitors which is made available by its browsers and web servers, such as type of browser, language preference, source website, pages visited, visit(s) duration, date and time of each request, search terms, among others.
No information is intentionally collected, which may be used to identify website visitors. We collect information to understand how our users use the website to improve the quality and usefulness of the services we provide.
Notwithstanding the anonymous information collected and treated on our web analytics platform, technical information may be collected about your visit(s) by the technological infrastructure that supports the system. The RUN-EU Services NPO does not share this information with third parties, without prejudice of the legal requirements imposed by the legislation in force (ie this information may be shared with competent public authorities, in compliance with the legislation).
When you use this website, cookies (small files with information) are stored on your device enabling us to, for example, understand whether or not you want to provide anonymous information to our web analytics platform or whether or not it is authenticated on the website, among others.
Both functional and analytical cookies do not contain personal data and are transferred securely. Regarding cookies of third parties, these are not managed by our system so they may have their cookies and privacy statements, outside the scope of this privacy statement. In any case, our system will not send personal data to external services under any circumstance or intentionally.
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