Privacy statement visitors & events participants

Overview

Context

Imec will process your personal data when you visit our offices or participate in our events. In doing so, imec always adheres to the applicable Belgian and European legislation.

This short summary of the privacy statement outlines the way in which imec processes your personal data when you visit our offices or participate in one of the events organised by imec. Want to know more? Read the full privacy statement, which explains everything in detail.

What personal data does imec collect from our visitors?

• Identification data, such as your first name and surname, photographs or video images
• Contact details, such as your mobile or telephone number, your e-mail address and your address
• Your vehicle data, such as your number plate
• Data on your career and education/training, such as your current and previous professional roles and the training/education you have received
• Data on certain preferences during your visit: your dietary requirements
• Group or individual photographs or video recordings

For what purposes does imec collect this personal data?
We collect your personal data to be able to identify and contact you, grant you access to our premises and events, keep our buildings and premises safe, and provide you with relevant information.

For how long does imec store this personal data?
Imec processes and stores your personal data for as long as it is legally obliged to do so or for as long as necessary for the purposes of the processing.

If you do not wish your personal data to be stored for this period of time, you may exercise your right to erasure in certain cases by filling in the contact form on our privacy page or sending an e-mail to privacy@imec.be.

Who has access to this personal data?
Within imec, your personal data will only be accessible to employees who need this access to ensure that you are able to get the best service from imec. Your personal data may be shared between the various imec entities. Imec may also provide your personal data to specific third parties as and when necessary to be able to provide this optimum level of service. Imec will neither sell, lease, distribute nor in any other way make your personal data available to third parties for commercial gain, unless expressly provided for in this privacy statement or with your express consent.

How does imec protect this personal data?
You can find a description of the technical and organisational security measures that imec takes.

What are your rights?
Whenever your personal data is processed, you may exercise the following rights by filling in the contact form:

• Right of access: you have the right to ask for a copy of your personal data that imec stores and processes;
• Right to rectification: you have the right to have your personal data rectified if it is incorrect;
• Right to object to processing: you can ask imec to put a stop to certain processing at any time;Right to withdraw consent: you have the right to withdraw consent you had formerly granted for processing.
• Right to submit a complaint to the competent data protection authority: you have the right to lodge a complaint with the competent data protection authority if you suspect that your personal data has not been processed appropriately by imec;
• Right to erasure: you can ask imec to erase your personal data;
• Right to restriction of processing: you can ask imec to restrict the processing of your data.

The Privacy Office will handle your request as best it can and facilitate the exercise of your rights within the possibilities available, depending on the nature of the personal data and your request.

Any questions?
If you have any questions about imec’s privacy statement, you can contact the Privacy Office. Send an e-mail to privacy@imec.be, fill in the contact form or send a letter to the Privacy Office:

imec
FAO Privacy Office
Kapeldreef 75
3001 Leuven

Privacy statement visitors & event participants

Article I - General

I.1.     Purpose of the privacy statement

Protecting your data is very important to imec. This privacy statement informs you of how imec handles your personal data (hereinafter: “personal data”) when you visit our offices or take part in an event organised by imec.

You are recommended to read this privacy statement carefully to have an overview of your rights and obligations vis-à-vis imec. If you have any questions about imec’s privacy statement, you can contact the Privacy Office using the contact form.

Imec always processes your personal data in accordance with EU Regulation 2016/679 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 (General Data Protection Regulation - GDPR) and other applicable legislation.

I.2.    Amendments

This privacy statement may be amended or added to. You are therefore recommended to check regularly for amendments that are or could be relevant to you.

Article II – Personal data collection

II.1.    Visitors to our offices

Imec collects certain personal data from visitors to our offices. Specifically:

• Identification data: your first name and surname, photographs or video images
• Contact details: your e-mail address and telephone or mobile number
• Your vehicle data: your number plate
• Data on your career: your current professional role
• Data on certain preferences during your visit: your dietary requirements

II.2.    Participants in our events

Imec collects certain personal data from participants in events organised by imec. Specifically:

-    Identification data: your first name and surname, photographs or video images
-    Contact details: your e-mail address and telephone or mobile number, your address
-    Your vehicle data: your number plate
-    Data on your career and education/training: your current and previous professional roles and training/education you have received
-    Data on certain preferences during the event: your dietary requirements, your interests with regard to the event
-    Group or individual photographs or video recordings

Article III - Purposes of processing

III.1.    Visitors to our offices

When you visit our offices, imec collects your personal data for the following reasons:

• To be able to identify you when you arrive at our offices.
• To be able to contact you with regard to your visit to our offices.
• To be able to ensure your visit goes smoothly.
• To be able to give you access to our car park if necessary.
• To guarantee the security of our buildings and premises by means of visitor registration and camera surveillance.

III.2.    Participants in our events

When you participate in one of our events, imec collects your personal data for the following reasons:

• To be able to identify you at the event.
• To be able to organise and conduct the event.
• To be able to contact you with regard to the specific event you are registered for, and with regard to future imec events that may be of interest to you.
• To provide imec, the speakers and other participants (where applicable) with more information about your career and your relevant professional training.
• To be able to give you access to our car park if necessary.
• For relationship management, promotion, marketing and market research, business development and complaints handling.

III.3.    Direct marketing

Imec may use your personal data for direct marketing purposes on the grounds of the legitimate interests that imec has in accordance with what is set out in this privacy statement.

If you do not wish to receive direct marketing communications from imec, you may at any time unsubscribe, free of charge and without needing to provide an explanation, by clicking the ‘unsubscribe’ button at the bottom of each e-mail, or by sending a request using the contact form.

III.4.     Photography and video recording

At our events group or individual candid photographs or video recordings can be taken. These photographs and video images may be published in various media, such as social media, magazines, newspapers, etc. imec relies on the legitimate interest basis (i.e. promotion of the event, capturing the setting) for collecting, storing and processing this data. If you wish photographs and video recordings of yourself to be removed from our website, social networks and archive, please contact the organiser of the event.

Article IV – Storage period

Imec processes and stores your personal data for as long as it is legally obliged to do so or for as long as necessary for the purposes of the processing. As the data subject, you may exercise your right to have your personal data (or some of it) erased.

Article V – Access to and transfer of personal data

V.1.    Access to personal data

Within imec, your personal data will only be available to employees who need this access to ensure that you are able to get the best service from imec. Your personal data can also be shared within the imec group. As a result, your personal data may be shared within the imec group to entities outside the EU. This always occurs in accordance with the rules that apply under the GDPR.

You can find more information about how imec protects your personal data in Article VI of this privacy statement.

V.2.    Transfer to third parties

Imec may call on third parties to manage access to our offices and organise events. Imec calls on external service providers, security firms, event organisers and other suppliers to be able to provide you with the best experience whenever you come into contact with imec.

Imec will neither sell, lease, distribute nor in any other way make your personal data available to third parties for commercial gain, unless expressly provided for in this privacy statement or with your express consent.

Imec has implemented all suitable technical and organisational measures to prevent unauthorised access and use. It also guarantees a similar level of protection for your personal data by enforcing contractual obligations on these third parties that are equivalent to those in this privacy statement.

In the event of full or partial reorganisation, entailing imec reorganising or transferring its activity, or if imec is declared bankrupt, your personal data may be transferred to new entities or third parties. Imec will inform you of this in advance.

V.3.    Legal obligations

In rare instances, imec may have to reveal your personal data pursuant to a court order or to comply with other binding laws or regulations. Imec will make all reasonable efforts to inform you of this in advance, unless this is subject to legal restrictions.

Article VI - Security measures

Imec has taken various technical and organisational measures to ensure that your personal data is protected against unauthorised access and unauthorised amendments, publication or deletion.

The main technical and organisational measures are:

• Imec undertakes to protect information that it possesses or produces, as well as the information that our partners entrust to imec, on the condition that this information must be stored confidentially and/or may only be used in certain circumstances.
• Imec has incorporated security, data protection by design, and data protection by default into its internal procedures for new initiatives. In that way, imec ensures that security and data protection risks are addressed from the outset.
• Imec regularly audits and assesses its methods to prevent the loss of personal data.
• Imec has applied various security technologies and techniques to defend it against internal and external attacks.
• Imec regularly evaluates its working methods with regard to the collection, storage and processing of information, including physical and logical security measures, such as protection against unauthorised access to systems and IT.
• Imec’s employees receive regular training about how to handle personal data in their day-to-day work, about the privacy and security policy, and about the privacy and security processes used within imec.

Imec gets regular audits on the implementation of these measures, from both an internal and external standpoint. If the audit concludes that certain aspects of imec’s policies, processes or procedures do not comply with these standards, we take immediate measures.

Article VII - Your rights

VII.1. Right of access

You have the right to enquire at any time as to what personal data of yours imec has, and the use imec makes of your personal data.

VII.2. Right of rectification, erasure and restriction

You are free to share certain personal data with us or not, and you have the right at all times to ask us to rectify your personal data if you believe that your personal data is inaccurate, and you subsequently inform imec of this.

You may also request a restriction of the processing of your personal data, where possible. Moreover, you have the right to ask imec to erase your personal data insofar as imec is unable to anonymise it. Imec may, however, no longer be able to offer you certain information or services, in whole or in part, if you refuse to share certain personal data or if you ask us to erase it.

VII.3. Right to object

You have the right to object to the processing of your personal data for compelling and justifiable reasons. You also have the right to object to the use of your personal data for direct marketing purposes. In this case, you do not have to give a specific reason.

VII.4. Right to withdraw consent

You have the right to withdraw any previously granted authorisation for the processing of your personal data.

VII.5. How to exercise your rights

If you wish to exercise your rights as the data subject, you may contact imec’s Privacy Office, which will handle your enquiry by the deadlines established by law. You may submit your request and provide your contact information using the contact form on imec’s website.

VII.6. Complaints to the competent data protection authority

If you think that imec has not adequately addressed – or has incorrectly handled – your request to exercise your rights as a data subject, you may lodge a complaint with the Belgian Data Protection Authority, or the Dutch Data Protection Authority (DPA). This is without prejudice to your civil rights. You can find all the information regarding starting mediation or lodging a complaint with the Dutch or Belgian DPA on their respective websites.

Data Protection Authority
Drukpersstraat 35
1000 Brussels
Tel +32 (0)2 274 48 00
Fax +32 (0)2 274 48 35
e-mail: contact@apd-gba.be

Data Protection Authority
Hoge Nieuwstraat 8
2514 EL The Hague
Tel +31 (0)88 1805250
Fax +31 (0)88-0712140
https://autoriteitpersoonsgegevens.nl/en/contact

If you are from an EU Member State other than Belgium or the Netherlands, you may also submit a complaint to your national data protection authority (you can find a list of all data protection authorities in the EU).