Purposes of the processing of personal data

We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, fill out a form, subscribe to the newsletter, respond to a survey, email or call us, and in connection with other activities, services, features or resources we make available on our Site.

CEBioS may collect and use Users’ personal information for the following purposes:

• to call for participation in CEBioS activities;
• to conduct a survey;
• to send newsletters and invitations (after authorization of the recipient);
• to generate statistics and improve our response to Users’ needs and requests.

For the above purposes, we may request and store the following personal data:

• personal identity details: name, address, telephone number, email address;
• affiliation, field of work, preferences linked to their field of work;
• financial information, necessary to pay fees and grants
• other data as part of participation in one of our activities.

We use the data collected only for the purposes for which we obtained the data.

When you subscribe to our newsletters or news alerts, your details are added to our newsletter database which includes e-mail addresses, your name, surname and affiliation. You can unsubscribe from the newsletter database at any time.

We do not seek sensitive personal information such as your race, political beliefs, religion, political associations, sexual preference, or genetic information.

Occasionally, we may request demographic information (like age or gender) or information about Users’ interests and preferences. We use this optional demographic and preference information to better respond to Users’ needs, as well as for internal strategic purposes.

Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personal identification information, except that it may prevent them from engaging in certain Site-related activities.

Web browser cookies

Our Site may use “cookies” to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. A cookie is harmless, but you can configure your browser to refuse cookies or to indicate when a cookie is being sent. Note that some parts of our website may not function properly if cookies are disabled in your browser.

Photography, filming notice and list of participants

During our activities and events, photography, sound recording, videotaping and filming may be conducted for use in our publicity materials such as our website, brochures, newsletter and social media. If you are attending our events, we wish to bring to your attention that photos, sound recordings, videos and film recordings of you may be taken. If you do not wish for any photos, sound recordings, videos and film recordings where you appear to be used by us for our publicity materials, please notify us before the start of the activity or event. Otherwise, you will be deemed to have given your consent to the use of any photos, sound recordings, videos and film recordings where you appear to be used by us.

During our activities, an attendee list containing your name and affiliation will be shared among participants and possibly to third parties. If you do not wish for your name and affiliation to be shared among participants or publicly disclosed to third parties please notify us before the start of the activity or event.

Disclosure of data to a third party

We do not sell, trade, or rent Users’ personal identification information to others. We may share the information you provide to us with a third party if necessary to fulfil the purposes described above. For example, we may use third party service providers to help us administer activities on our behalf, such as organising events or sending out surveys.

We never pass on personal data to other parties with whom we have not concluded a processing agreement.

In addition, we will not share the information you provide with third parties unless required or permitted by law.

Storage period

CEBioS will not retain personal data longer than is necessary or appropriate to fulfil the purposes identified or required by law.

Data security

We adopt appropriate data collection, storage and processing practices and security measures to protect personal data against unauthorized access, alteration, disclosure or destruction, such as:

• the use of an ICT policy, including a password policy;
• informing all CEBioS employees about the importance of personal data protection and the procedures to follow;
• a regular evaluation of our measures.

Your rights regarding your data

You have the right to inspect and correct or delete any personal data we have received from you. See our contact details above.

Furthermore, you may withdraw consent or object to the processing of your personal data (or part thereof) by us or by one of our processors.

You also have the right to data portability: this means that you can request that we send you, or by order of you directly to another party, the personal data that you have provided to us.

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site.

Contacting us

If you have any questions about this Privacy Policy or the practices of this Site, we ask you to contact us directly at:
cebios[at]naturalsciences.be

This document was last updated on August 3, 2021. CEBioS reserves the right to amend its privacy statement from time to time.