1. General

Nexus Leuven, hereinafter referred to as Nexus, attaches great importance to the protection of your personal data and the respect of your privacy. This privacy policy applies to all personal data processed by Nexus of users of the website https://nexusleuven.be, including students who register for activities and who upload a Curriculum Vitae or a transcript of records.

By using the website and by providing personal data to Nexus, you agree to the processing of this data as described in this privacy policy. This policy has been drafted in accordance with Regulation European Union 2016/679 of 27 April 2016, the General Data Protection Regulation, and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

2. Data controller

The data controller for the processing of your personal data is Nexus Leuven Vereniging Zonder Winstoogmerk, with registered office at Sprookjesdreef 20A, 8750 Wingene, Belgium, registered with the Crossroads Bank for Enterprises under number 1040336579, hereinafter referred to as the association.

For any questions regarding the processing of your personal data, you may contact nexus.leuven@gmail.com.

3. What personal data we process

Nexus may process the following categories of personal data depending on your use of the website and your participation in Nexus activities:

  • Identification data: such as name, first name, and date of birth.

  • Contact data: such as email address, telephone number, and place of residence.

  • Data relating to your studies: such as the programme you are following, your year of study, and your academic results when you upload a transcript of records.

  • Professional background: your Curriculum Vitae, containing, among other things, your educational background, work experience, skills, and language proficiency.

  • Event-specific data: data you voluntarily provide when registering for an event, such as dietary requirements or other practical preferences.

  • Technical data: data relating to your use of the website, such as your Internet Protocol address and cookies, as further explained in the cookie policy of Nexus.

Nexus does not process special categories of personal data within the meaning of Article 9 of the General Data Protection Regulation, unless you voluntarily mention such data in an uploaded document or registration form (for example, specific allergies that may reveal health data). In such cases, Nexus will only use this data for the strict purpose of accommodating your needs during the specific event, based on your explicit consent.

4. Purposes of the processing and legal basis

Nexus processes your personal data for the following purposes:

  • Event Management: The management of your registration for and participation in Nexus activities. The legal basis for this is the performance of a contract or the taking of pre-contractual steps at your request, within the meaning of Article 6, paragraph 1, point b of the General Data Protection Regulation.

  • Career Opportunities: The sharing of your Curriculum Vitae and, where applicable, your transcript of records, with the partner firms of Nexus, with a view to establishing contact between you and these firms in the context of internships or employment. The legal basis for this is your explicit and prior consent, within the meaning of Article 6, paragraph 1, point a of the General Data Protection Regulation. This consent is requested at the moment you upload your documents and may be withdrawn at any time without affecting the lawfulness of the processing carried out prior to the withdrawal.

  • Communication: The sending of newsletters and invitations to Nexus activities. The legal basis for this is likewise your consent, or the legitimate interest of Nexus where you have previously participated in an activity, within the meaning of Article 6, paragraph 1, point f of the General Data Protection Regulation.

  • Website Maintenance: The maintenance and security of the website. The legal basis for this is the legitimate interest of Nexus, within the meaning of Article 6, paragraph 1, point f of the General Data Protection Regulation.

  • Legal Compliance: Compliance with legal obligations, within the meaning of Article 6, paragraph 1, point c of the General Data Protection Regulation, where applicable.

5. Recipients of your personal data

Your Curriculum Vitae and transcript of records are only shared with the partner firms of Nexus if you have given explicit consent for this, and solely for the purpose stated in Article 4. Nexus discloses in advance with which firms your data will be shared.

Nexus may also engage third-party service providers (such as web hosting companies, mailing service providers, or ticketing platforms) to process personal data on its behalf. These processors are strictly bound by a data processing agreement and are only permitted to process your data according to the instructions of Nexus. Nexus will not sell, rent, or distribute your personal data to any other commercial third parties.

6. Data retention periods

Nexus will not retain your personal data for longer than is strictly necessary to achieve the purposes for which the data were collected.

  • Account and Activity Data: Retained for the duration of your active membership or engagement with the association, and deleted no later than two years after your last interaction.

  • Curriculum Vitae and Transcripts: Deleted at the end of the academic year for which they were uploaded, unless you have given explicit consent to retain them for a longer specified period.

  • Financial Data: Retained for a period of seven years to comply with Belgian accounting and tax obligations.

7. Your rights

Under the General Data Protection Regulation, you have the right to:

  • Request access to the personal data Nexus holds about you.

  • Request the rectification of inaccurate or incomplete data.

  • Request the erasure of your personal data (the 'right to be forgotten').

  • Request the restriction of the processing of your data.

  • Object to the processing of your data on grounds relating to your particular situation.

  • Receive your data in a structured, commonly used, and machine-readable format (data portability).

To exercise any of these rights, or to withdraw your consent for specific processing activities, you can contact us at nexus.leuven@gmail.com. We will respond to your request within one month.

Furthermore, you always have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit), located at Drukpersstraat 35, 1000 Brussels (contact@apd-gba.be).

8. Security of personal data

Nexus implements appropriate technical and organizational measures to ensure a level of security appropriate to the risk, protecting your personal data against unauthorized or unlawful processing and against accidental loss, destruction, or damage. Access to your personal data is restricted to board members of the association who require this information to perform their duties.

9. Changes to this policy

Nexus reserves the right to update this privacy policy periodically. The most recent version will always be available on our website.

Privacy Policy Nexus Leuven