Privacy Policy & Cookie Policy Academics For Companies

1. General

1.1. Academics For Companies vzw (“AFC”), registered at Eugène Gilbertstraat 3, 3000 Leuven, Belgium, operates the website https://www.afcbrussels.be/ (the “Website”).

1.2. AFC processes all personal data (“Data”) in accordance with applicable Belgian and European legislation, including Regulation (EU) 2016/679 (GDPR), Directive 2002/58/EC, and the Belgian Electronic Communications Act of 13 June 2005.

1.3. By using the Website, you acknowledge having read this Privacy Policy (“Policy”).

2. Scope

2.1. This Policy explains how AFC collects, uses, stores, and protects your Data in the context of your use of the Website.

2.2. It applies to all online services offered through the Website, including event registrations, applications, and contact forms.

3. Data We Collect

AFC processes the following categories of Data:

3.1. Data you provide directly

This includes information you submit via:

• Event or workshop registration forms

• Project applications

• Volunteer or recruitment forms

• Contact forms

• Email, phone, or postal communication

We may collect the following:

• Name

• Email address

• Phone number

• Mailing address

• Field of study, faculty, study phase

• Language

• Gender (optional)

• Dietary or allergy information (when needed for events)

• LinkedIn profile

• CV and other documents you submit

We may also receive your professional contact data during standard business interactions.

3.2. Data collected automatically

When you browse the Website, AFC may collect:

• IP address

• Browser type

• Pages visited

• Date and time of visit

Cookies may also be used, as described in Section 6.

3.3. Minors

The Website is intended for individuals aged 18 and above. AFC does not knowingly collect Data from persons under 16. If such Data is identified, it will be deleted promptly.

3.4. Withdrawal of consent

Where processing is based on consent, you may withdraw it at any time by contacting

privacy@academicsforcompanies.be.

4. Why We Process Your Data

AFC processes Data for the following purposes:

4.1. Service delivery

• Managing event registrations, applications, and participation

• Responding to your inquiries

• Providing requested information or services

4.2. Communication

• Sending essential operational messages

• Sending newsletters or updates if you have not opted out

4.3. Legal and contractual obligations

We may process or disclose Data where required:

• To comply with laws or regulations

• To respond to lawful requests by public authorities

• To protect AFC’s legitimate interests or those of Website users

4.4. Analytics and improvement

Data may be anonymized and used for:

• Internal reporting

• Market studies

• Website performance analysis

Such anonymized data may be shared with third parties.

4.5. No sale of personal data

AFC does not sell or transfer your Data to third parties except as described in this Policy or with your explicit consent.

5. Legal Bases for Processing

AFC processes Data based on the following GDPR legal grounds:

• Performance of a contract (e.g., event participation, project applications)

• Compliance with legal obligations

• Legitimate interest (e.g., internal communication, security, fraud prevention)

• Consent (e.g., non-essential cookies, newsletters when required)

6. Cookies

6.1. Cookies are small files stored on your device to enable Website functionality and improve your browsing experience.

6.2. The Website uses the following types of cookies:

• Essential cookies: Required for basic functionality and security.

• Analytical cookies: Measure Website usage and performance.

• Functional cookies: Enable optional features such as embedded content.

6.3. Non-essential cookies are only activated with your prior consent.

6.4. You may disable cookies through your browser settings; doing so may impact Website functionality.

6.5. You may delete previously accepted cookies at any time.

7. Data Retention

AFC retains your Data only for as long as necessary for the purposes for which it was collected, and never longer than five (5) years, unless a longer retention period is required by law or justified by a valid legal basis.

8. Your Rights

You may contact AFC to exercise the following GDPR rights:

• Right to information — understand how your Data is used

• Right of access — obtain a copy of your Data

• Right to rectification — correct inaccurate Data

• Right to erasure — request deletion in specific circumstances

• Right to restriction — temporarily limit processing

• Right to withdraw consent — where applicable

• Right to object — especially to direct marketing

• Right to data portability — receive Data in a transferable format

To exercise your rights, contact privacy@academicsforcompanies.be.

9. Complaints

You may lodge a complaint with the Belgian Data Protection Authority:

Belgian Data Protection Authority

Drukpersstraat 35, 1000 Brussels

Tel: +32 (0)2 274 48 00

Email: contact@apd-gba.be

10. Changes to This Policy

AFC may update this Policy at any time. The latest version will always be published on the Website and applies upon publication. AFC will notify users of material changes by email when appropriate.