Cookie & Privacy Policy

WHO ARE WE?

In our Cookie and Privacy Policy, ‘WE’, ‘US’ or ‘OUR’ refers to the European Association for Service-Learning in Higher Education vzw (EASLHE), company number BE0735.468.351, with registered office at Koningstraat 2, 2000 Antwerp, BELGIUM. We will be considered a data controller with respect to the personal data we collect in the context of your use of our website.

The sole purpose of this cookie and privacy policy is to provide you with information regarding the processing of personal data in the context of our website. For the processing of personal data in the context of our services, please refer to the existing agreements or contracts in this respect.

If you have any questions, comments or complaints regarding this policy or the processing of your personal data or wish to make a request in accordance with Article 4, please contact us by any of the following means:

1. By e-mail: to contact@easlhe.eu,
2. By post: to EASLHE, Koningstraat 2, 2000 Antwerp, BELGIUM.

This cookie and privacy policy was last updated on 23/05/2025.

COOKIE POLICY

This Cookie Policy explains what cookies are and how we use them, the types of cookies we use i.e, the information we collect using cookies and how that information is used, and how to control the cookie preferences. We use cookies on our website www.easlhe.eu for a variety of reasons which you can learn about below. The cookies we use do not store personally identifiable information, nor can they harm your computer. We want our website to be informative, personal, and as user-friendly as possible and cookies help us to achieve that goal.

By using our website www.easlhe.eu you agree to the use of cookies and other technologies as set out in this policy. We appreciate some users may like more individual control over their visit to our website and can adjust their settings accordingly. You can read all about this in the section below “How to control and delete cookies”. If you do not agree to such use, please refrain from using the website. You can at any time change or withdraw your consent from the Cookie Declaration on our website.

What are cookies ?

A cookie is a small file that holds a certain amount of data which our website can send to your browser. It may then be stored on your computer’s hard drive and can be accessed by our web server. This cookie data can then be retrieved and can allow us to customize our web pages and services accordingly. It is important to clarify that cookies do not collect any personal data stored on your hard drive or computer.

How do we use cookies ?

As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data. The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, and providing you with a better and improved user experience and help speed up your future interactions with our website.

We use Google Analytics package in order to improve your browsing experience on our websites.
Google Analytics may also place cookies on your machine. Please read their privacy policies to ensure that you’re comfortable with the manner in which they use cookies.

Google Analytics

What types of cookies do we use?

Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information.

Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyze how well the website performs and where it needs improvement.

Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.

Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

How can I control the cookie preferences ?

Should you decide to change your preferences later through your browsing session, you can click on the “Cookie & Privacy Policy” tab on your screen. This will display the consent notice again enabling you to change your preferences or withdraw your consent entirely. In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies.

Social Media Third Party Cookies

To enrich our website content, sometimes we may embed video content from other social media websites such as YouTube, LinkedIn or Facebook.  As a result, when you visit a page with content embedded, you may be presented with cookies from these websites. EASLHE has no control or liability over these cookies, so you should check the relevant third party’s cookie policy for more information.

We also offer a “share page” widget on some of our web pages, where content can be shared easily on the following sites Facebook, X and LinkedIn. These sites may set a cookie when you are logged into their service. EASLHE has no control or liability over these cookies, so you should check the relevant third party’s cookie policy for more information.

EASLHE will not use cookies to collect personally identifiable information about you. However, should you choose to disable, to reject or to block our cookies, some parts of our websites will not function fully, or in some cases, our website will not be accessible at all.

For more information on how to control your cookie settings and browser settings, or how to delete cookies on your hard drive, please visit http://www.allaboutcookies.org/

PRIVACY POLICY

We are committed to protect and to respect your privacy. Hence, we have developed this Privacy Policy to provide you with more information regarding the collection, communication, transfer and use (‘processing’) of the personal data you share with us, as well as to provide you with more information regarding your rights. We therefore request that you read this privacy policy.

EASLHE reserves the right to make changes to this statement if needed, to address the needs and requirements of society, as well as to abide by the relevant laws and regulations. Therefore, we advise you to consult this statement regularly.

We guarantee that we do not sell, trade or share our user’s personal or contact information outside of our organization, nor do we send mailings on behalf of other organizations. Please note however that we use the servers of Antwerp University and hence that information is stored on the servers of the University of Antwerp.

Privacy policy | University of Antwerp

Your data will be treated in accordance with the provisions of the regulations in force on regards of protection of personal data, the Regulation (EU) 2016/679 of the European Parliament and of the Council 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, and repealing Directive 95/46/EC (General Data Protection Regulation or GDPR) and the Organic Law (ES) the Organic Law (ES) 15 / 1999 of December 13 (LOPD) on the protection of personal data. We have adapted our website www.easlhe.eu to the requirements of these laws.

You can only register at www.easlhe.eu if you are over 14 years old. In the case you are under 14 years old, for the processing of your persona data, consent of the parental authority or guardian is required.

How do we use and collect your data?

When accessing our website www.easlhe.eu, you can access most of the information without you having to provide any personal information. In some cases, however, you will be asked for personal data. Certain personal data, such as cookies, are used to develop user statistics and to improve the security of our websites.

When a user connects with www.easlhe.eu to comment on a post, to request information, to subscribe to our newsletter, to request to participate in our activities or to sign up for any of the services we offer, is providing us with personal information. This information may include personal data such as your IP address, name, surname, email address, and other necessary information. By providing this information, the user gives consent for their information to be collected, used, managed and stored by EASLHE, only as described within this Privacy Policy.

There are different systems for capturing personal information and we treat the information provided by interested persons with the following purpose for each capture system (forms):

• EASLHE Membership Subscription Form: In this case, we request the following personal information: Name, Surname, Email, Job Title, Organisation name and Address and IP Address. The data collected through this form is managed through the WordPress CMS.

• Contact us Form: To request information or to make an enquiry, the user is required to fill in a form and to approve this privacy policy. In this case, we request Name, Email and IP Address. The data collected through this form is managed through the WordPress CMS.

In addition, there are other purposes for which we treat your personal data:

• To support and to improve the services we offer.
• Other non-identifying data obtained through some cookies that are downloaded to the user’s computer when browsing this website and which are detailed in the Cookie Policy.
• To manage social networks. EASLHE has presence in online social networks. The treatment of the data collected from people who become followers in the social networks of the official pages www.easlhe.eu is regulated by the conditions of use, privacy policies and access regulations that belong to the specific social network. In the social networks, we will inform about resources, calls, activities, products or services of EASLHE or of other people and entities we may consider to be of interest for our followers.
• Process orders, requests or any type of enquiries made by the user through any of the contact forms that are made available to them.
• Perform statistical and/or research studies.

The legal grounds for using your personal data are:

1. Contractual ground, Art. 6, (1), b) AVG : the processing is necessary for the performance of the completed agreements in the employment contract.
2. Consent, Art. 6, (1)(a) AVG. We have obtained this unambiguous and explicit consent. You have the right to withdraw your consent at any time. This will not affect the lawfulness of the processing that occurred before the withdrawal of your consent.
3. Legitimate interest, Art. 6, (1), f) AVG : the processing is necessary for the protection of legitimate interests, i.e. supporting our website and improving its user-friendliness.

If the legal basis for processing your personal data is your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of the processing that happened before the withdrawal of your consent. If the legal basis for the processing is our legitimate interest, you have the right to object to the processing as set out in Article 4 of this privacy policy.

Your personal data will only be used according to the purposes set out in Article 2.2.

Storage period

EASLHE never stores personal data longer than necessary.

Personal data from website visitors (cookies) is never stored longer than is needed for the purposes stated in the Cookie Policy. If other personal data of website visitors is stored, this will never be kept longer than the agreed period.

Personal data provided by subscribing to EASLHE Membership or Contact us Form is stored for the duration necessary for the execution and monitoring of EASLHE.

What are your rights?

One of the aims of the GDPR is to empower individuals and to give them control over their personal data. The GDPR chapter on the rights of data subjects (individuals) includes the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, the right to object and the right not to be subject to a decision based solely on automated processing.

If you have given your consent for a specific purpose, you have the right to withdraw your consent at any time. If you withdraw your consent or object to the processing of personal data, and such objection is withheld, we will delete your personal data. However, we will keep those personal data necessary to respect your preferences in the future. When retention of personal data is no longer required, we will destroy or delete it in a secure manner, or make it available to you.

If you object to the processing of your personal data, EASLHE will no longer conduct any processing of data unless there is compelling legitimate grounds for the processing, or for the exercise or defense of legal claims.

Your rights as an individual

This article contains an overview of your most important rights in accordance with applicable data protection legislation. We have tried to summarise them for you in a clear and readable way. If you wish to exercise any of your rights, please send us a written request in accordance with Article 1 of this Privacy Policy. We will endeavour to respond to your request without unreasonable delay, but in any event within a period of one month from receipt of your request. If we are unable to respond within the aforementioned one-month period and wish to extend the period, or in case we will not respond to your request, we will notify you accordingly.

Right of access
If we process your personal data, you have the right to access your personal data as well as certain additional information as described in this privacy policy. You have the right to receive from us a copy of your personal data in our possession, provided it does not adversely affect the rights and freedoms of others. The first copy will be provided to you free of charge, but we reserve the right to charge a reasonable fee if you request multiple copies.

Right of rectification
If the personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct this information, or to ask us – taking into account the purposes of the processing – to complete it.

Right to data erasure / oblivion
If any of the following applies, you have the right to obtain – without unreasonable delay – erasure of your personal data:

• Personal data are no longer needed for the purposes for which they were collected or otherwise processed;
• You withdraw your consent on which the processing is based, and there is no other legal basis for processing your personal data;
• Your personal data has been unlawfully processed;
• Erasure of your personal data is necessary to comply with EU or Belgian law;
  There are certain exclusions to the right to data erasure. These exclusions include where processing is necessary:
  • For exercising the right to freedom of expression and information;
  • For public health reasons;
  • For the purpose of archiving in the public interest, or statistical purposes;
  • To fulfil a legal obligation;
  • For the establishment, exercise or substantiation of a legal claim.

Right to restriction of processing
You have the right to obtain the restriction of the processing of your personal data (meaning that the personal data may only be stored by us and used only for limited purposes), if any of the following applies:

• You dispute the accuracy of the personal data, for a period of time that allows us to verify the accuracy of the personal data;
• The processing is unlawful and you oppose the erasure of the personal data and request instead that its use be restricted;
• We no longer need your personal data for processing purposes, but you need them for the establishment, exercise or defence of legal claims;
• You have objected to the processing, pending the answer to whether our legitimate grounds outweigh yours.
  In addition to our right to store your personal data, we can still process it, but only:
  • With your consent;
  • For bringing, exercising or defending legal action;
  • To protect the rights of another natural or legal person; or,
  • For reasons of public interest.

Before we lift the restriction on processing your personal data, you will be informed.

Right to portability of your personal data / data portability
If the processing of your personal data is based on your consent, and the processing is carried out through automated processes, you have the right to receive your personal data in a structured, common and machine-readable form. However, this right does not apply insofar as it would prejudice the rights and freedoms of others. You also have the right, if technically possible, to have us transmit your personal data directly to another company.

Right to object
You have the right to object to the processing of your personal data at any time – on grounds relating to your particular situation – but only to the extent that the legal basis for the processing is that the processing is necessary for:

• The performance of a task of public interest or in the exercise of a task in the exercise of public authority vested in us;
• The pursuit of our legitimate interests or those of a third party.

If you object to the processing of your personal data, we will no longer process the personal data unless we can demonstrate legitimate interests for processing that outweigh the interests or fundamental rights and freedoms of you. Where your personal data are processed for the purpose of direct marketing, whether initial or further processing, you have the right to object to such processing at any time and free of charge, including in the case of profiling insofar as it relates to direct marketing. If you raise such an objection, we will stop processing your personal data for this purpose.

Right to lodge a complaint with a supervisory authority
If you believe that the processing of your personal data carried out by us violates data protection legislation, you have the right to lodge a complaint with a data protection supervisory authority. You can do so in the EU Member State of your habitual residence, of the place where you work or of the place where the alleged breach took place. In Belgium, you can complain to the Data Protection Authority, Rue du Printing Press 35, 1000 Brussels (contact@apd-gba.be),  https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen.

Keeping your data secure

We have procedures and security features in place to keep your data secure once we receive it. Yet, EASLHE cannot guarantee the absolute impregnability of the Internet network and therefore the violation of data through fraudulent access to them by third parties. When a security incident occurs, and when we become aware of it, we will notify the customer of the security breach and provide timely information related to the Security Incident as it is known or when the client reasonably requests it.