Effective since: May 25, 2018
1. WHO IS RESPONSIBLE FOR PROCESSING YOUR DATA?
The F.R.S.-FNRS is the controller of your personal data.
Fondation d’Utilité Publique
Fonds de la recherche scientifique-FNRS (F.R.S.-FNRS)
Rue d’Egmont 5 1000 Bruxelles Belgique
Belgian business registry (BCE) number: 0885.324.344.
We have appointed as a single point of contact within our company a data protection officer (more commonly known as "DPO") whose contact details are:
KOAN Law Firm SCRL
Chaussée de la Hulpe, 166
B – 1170 Brussels Belgique
N° BCE: 0654.768.707.
2. WHAT DATA DO WE COLLECT?
We collect your data - personal or otherwise - for various reasons which are defined in the following point (see point 3). It includes the following data:
- your identification information (surname, first name, marital status, email address, date of birth and mailing addresses);
- your bank details (bank card number, IBAN and BIC/SWIFT);
- our communications (by email or other);
- the type of domain with which you connect to the Internet;
- your assigned IP address;
- the date and time of your access to our website;
- location data or other data relating to the communication;
- the pages you viewed on our website;
- the type of browser, platform and/or operating system you are using;
- the search engine and keywords used to find our websites;
- your browsing preferences;
- Any other data that you would share with us.
3. WHY DO WE COLLECT YOUR DATA?
4. HOW DO WE COLLECT YOUR DATA?
We may also collect data about you through third parties, in which case we will inform you.
5. ARE YOUR DATA PROTECTED?
6. HOW LONG DO WE STORE YOUR DATA?
We keep your data for the time necessary to accomplish the objectives pursued (see point 3). Data retention period may vary depending on the purposes of the processing and the legal basis which may justify such durations.
7. WHAT ARE YOUR RIGHTS AND HOW CAN THEY BE EXERCISED?
8. WHO HAS ACCESS TO YOUR DATA AND TO WHOM ARE THEY COMMUNICATED?
9. DO WE TRANSFER YOUR DATA ABROAD?
We only transfer your data to a non-EU country if it provides a level of protection equivalent to what you can find in your country of residence (for more information, please check: https://goo.gl/1eWt1V) or within the limitations allowed by the legislation in force, and by ensuring data protection through specific contractual provisions, for example.
10. HOW TO RECEIVE OUR INFORMATION?
We only use your email address to ensure the follow-up of your applications and proposals, to manage your registration to events organised by the F.R.S.-FNRS and inform you about F.R.S.-FNRS activities.
11. WHAT IS OUR POLICY ON DATA CONCERNING MINORS?
13. WHAT TO DO IN THE EVENT OF A DISPUTE?
Lengthy trials do not benefit anyone. In the event of a dispute between us, we commit to give priority to dialogue and openness in search of an amicable solution. You can also contact the Data Protection Authority.
Fonds de la Recherche Scientifique – FNRS (F.R.S.-FNRS)
Effective since: 25/05/2018
1. GENERAL WARNING
1.1 The F.R.S.-FNRS, a Public Interest Foundation, (hereinafter, “F.R.S.-FNRS”) respects the privacy of its users, applicants, researchers, experts, benefactors, suppliers and web users (hereinafter, the "Data Subjects").
1.2 The F.R.S.-FNRS processes the personal data transmitted to it in accordance with the legislation in force, and, in particular, Regulation 2016/679 of 27 April 2016 on the protection of individuals with regard to the processing of personal data and the free movement of such data, applicable from 25 May 2018 (hereinafter the "General Data Protection Regulation").
1.4 The Data Subject acknowledges having read the information below and authorizes the F.R.S.-FNRS to process, in accordance with the provisions of the Policy, the personal data that he/she communicates to the F.R.S.-FNRS as part of the services provided by the F.R.S.-FNRS.
1.5 The Policy is valid for all pages hosted on the Websites and for the registrations relating to these Websites. It is not valid for the pages hosted by third parties to which the F.R.S.-FNRS may refer and whose privacy policies may differ. The F.R.S.-FNRS cannot therefore be held responsible for any data processed on these websites or by them.
2. DATA CONTROLLER AND DATA PROTECTION OFFICER
2.1 Accessing our Websites necessitate the collection of certain personal data (cookies, IP addresses). For services requiring specific authentication, access to the Websites is performed by providing a surname, first name and email address.
2.2 As part of the Service, the Data Subject may be required to provide certain personal data. In this case, the data controller is:
Fondation d’Utilité Publique
Fonds de la Recherche Scientifique-FNRS (F.R.S.-FNRS)
Rue d’Egmont 5 1000 Brussels Belgium
Belgian business registry (BCE) number: 0885.324.344
2.3 The F.R.S.-FNRS has appointed, as a single point of contact, a data protection officer (more commonly known as "DPO") whose contact details are:
KOAN Law Firm SCRL
Chaussée de la Hulpe, 166
B – 1170 Brussels Belgique
N° BCE: 0654.768.707
The data protection officer appointed by the F.R.S.-FNRS shall have at least the following tasks: a) to inform and advise the controller, the processor and the employees who carry out processing of their obligations pursuant to the legislation in force in relation to the protection of personal data; b) to monitor compliance with the legislation in force and with the policies of the controller or processor in relation to the protection of personal data, including the assignment of responsibilities, awareness-raising and training of staff involved in processing operations, and the related audits; c) to provide advice, where requested, with regard to the data protection impact assessment and monitor its implementation; d) to cooperate with the supervisory authority; e) to act as the contact point for the supervisory authority on issues relating to data processing, including prior consultation, and to advise, where appropriate, with regard to any other matter.
3. DATA COLLECTED
3.1 By registering or completing a form available on the F.R.S.-FNRS Websites or in paper format (Expert registration, Proposal Submission Form, Subscription to the FNRSNews magazine, for instance), the Data Subject allows, in particular, the F.R.S.-FNRS to record and store, for the purposes mentioned in point 4, the following information:
- Identification data, such as the first name and surname, marital status, email address, date of birth and mailing addresses;
- Personal, family and banking information necessary for the fulfilment of legal obligations related to the F.R.S.-FNRS activities;
- Communication between the Data Subject and the F.R.S.-FNRS;
- Data related to the academic, scientific/professional background of the Data Subject related to his/her application/project proposal or his/her expert profile;
- Data related to research activities, including the names of the persons associated with the research activities;
- Identifying photos and videos.
3.4 When the Data Subject accesses the Websites, the servers consulted automatically record certain data, such as:
- the type of domain with which the Data Subject connects to the Internet;
- the IP address assigned to the Data Subject (when connected);
- the date and time of access to the Websites and other data related to traffic;
- location data or other data relating to the communication;
- the pages visited; - the type of browser used;
- the platform and/or operating system used;
- the search engine as well as the keywords used to find the Websites.
3.5 No nominative data identifying the Data Subject is collected through the cookies and servers consulted. This information is kept for statistical purposes only and to improve the Websites.
3.6 We may also collect some of your data through third parties. For example, this may be the case when a Data Subject submitting an application or project proposal mentions the name, first names and email address of other Data Subjects in order to complete his/her proposal, when the F.R.S.-FNRS participates in joint calls involving other research funding organisations or when photos and videos are taken by subcontractors of the F.R.S.-FNRS during events organised by the latter.
4. PURPOSES OF PROCESSING THE DATA
4.1 We process your data for various purposes. For each purpose, only the data relevant to the pursuit of the purpose in question are processed. The processing consists of any operation (manual or automated) on a personal data. The F.R.S.-FNRS collects, stores and uses the Data Subject’s data for promoting its activities and scientific research and, in particular:
- to process applications and proposals submitted to the F.R.S.-FNRS;
- to forward applications and proposals to proposal partners and scientific experts, and gather relevant assessment and evaluation documents;
- to constitute an expert database to be used by the F.R.S.-FNRS;
- to ensure the follow-up of ongoing research projects and reporting on the funded activities;
- to manage donation collection;
- to adequately manage organized activities for which you would have registered;
- to disseminate topical information about research and science;
- to publish results of an evaluation process organized by the F.R.S.-FNRS;
- to establish and execute the contractual relation with the Data Subject;
- to conduct statistical surveys;
- to respond to information requests for Data Subjects;
- to inform you on the publications and activities related to the F.R.S.-FNRS;
- to subscribe to services provided by the F.R.S.-FNRS (magazine, RSS flux, …);
- to analyse, adapt and enhance Websites contents;
- to allow Data Subject to receive messages;
- to ease and facilitate the use of our Websites;
- to personalize the Data Subject’s experience when using our Websites;
- to inform on the Websites upgrade and functionality;
- for any other purpose to which the Data Subject has expressly consented.
4.2 The legal basis of the processing of your personal data is based on:
- ☒your consent; We will ask for specific consent for the processing of your data when the latter is collected indirectly (for example, data from a reference person mentioned in an application by an applicant and which needs the consent of the aforementioned reference person), for the registration to an event or scientific activity organized by the F.R.S.-FNRS and potential partners or when you subscribe to one of the promotional services of the F.R.S.-FNRS (for example, subscription to FNRSNews).
- ☒the execution of any request from you; We do need to collect some of your data to answer any request from you. If you choose not to share this data with us, it may render the performance of the contract impossible (to process your funding application, for instance).
- ☒ a legal obligation imposed on the controller; We do need to collect and store some of your data to meet various legal requirements, including tax and accounting.
- ☐ the protection of vital interests;
- ☐ for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, or
- ☒ our legitimate interest, provided that it is in accordance with your interests, freedoms and fundamental rights. We do have a legitimate interest in processing your information and interacting with you, especially to respond to your requests or improve our services, to efficiently organize the selection process of funding applications and project proposals, to prevent abuse and fraud, to control the regularity of our operations, to exercise, defend and preserve our rights, for example in litigation, as well as evidence of a possible violation of our rights, to manage and improve our relations with you, to continually improve our websites and our services, unless such interests are supplanted by your interests or your fundamental rights and freedoms requiring the protection of your personal data. We take care in any case to maintain a proportionate balance between our legitimate interest and respect for your privacy.
If the legal basis of our treatment is your consent, you have the right to withdraw it at any time without prejudice to the lawfulness of the processing performed prior to withdrawal.
5. RIGHTS OF THE DATA SUBJECT
5.1 According to the regulations on the processing of personal data, the Data Subject has the following rights:
- Right to be informed about the purposes of the processing (see above) and the identity of the data controller.
- Right of access: the Data Subject may at any time have access to his/her personal data that the F.R.S.-FNRS possesses or check if he/she is included in the database of the F.R.S.-FNRS.
- Right to rectification: we take all reasonable steps to ensure that the data we hold is up to date. We encourage you from time to time to access your account (if applicable) or to consult us to check that your data is up to date. If you find that your data is inaccurate or incomplete, you have the right to ask us to correct it.
- Right to object: the Data Subject may, at any time, object to the use of his/her personal data by the F.R.S.-FNRS and by its active partners (host institutions, scientific experts, other institutional partners, etc.).
- Right to erasure: the Data Subject may, at any time, request the deletion of his/her personal data, except those which the F.R.S.-FNRS has a legal obligation to keep on record.
- Right of limitation of processing: the Data Subject may, in particular, obtain a limitation of processing when he/she has objected to the processing, when he/she disputes the accuracy of the data, or when he/she considers that the processing is illegal.
- Right of portability: The Data Subject has the right to receive the personal data that he/she has communicated to the F.R.S.-FNRS and may also ask said company to send this data to another data controller.
5.2 In order to exercise his/her rights, the Data Subject sends a written request, accompanied by a copy of his/her identity card or passport, to the data controller:
- by mail: Fonds de la Recherche Scientifique-FNRS (F.R.S.-FNRS) – rue d’Egmont 5, 1000 Brussels - Belgium
5.3 The F.R.S.-FNRS will then take the necessary steps to satisfy this request as soon as possible and in any case within one month of receipt of the request. If necessary, this period can be extended by two months, given the complexity and the number of requests.
6. PERIODE OF STORAGE
6.1 The F.R.S.-FNRS will keep the personal data of the Data Subject for the duration necessary to achieve the objectives pursued (see point 4). Period of storage may vary depending on the purposes of the processing and the legal basis which may justify such durations.
6.2 The F.R.S.-FNRS may also continue to keep personal data concerning Data Subjects who have unsubscribed, including all correspondence or request for assistance sent to the F.R.S.-FNRS in order to be in a position to reply to all questions or complaints that may be sent to it after the process, and in order to comply with all applicable laws, namely in tax matters or as part of other legal requirements.
7. COMPLAINT WITH THE SUPERVISORY AUTHORITY
The Data Subject is informed that he/she has the right to lodge a complaint with the Data Protection Authority:
Data Protection Authority
Rue de la Presse, 35, 1000 Brussels
Tel : +32 (0)2 274 48 00
8.1 In addition, the F.R.S.-FNRS has taken the appropriate organizational and technical measures to ensure a level of security adapted to the risk and that, to the extent possible, the servers hosting the personal data processed prevent:
- unauthorized access to or modification of this data; - improper use or disclosure of such data; - unlawful destruction or accidental loss of such data.
8.2 In this respect, employees of the F.R.S.-FNRS who have access to this data are subject to a strict confidentiality obligation. Nevertheless, the F.R.S.-FNRS may in no way be held liable in the event that this data is stolen or hijacked by a third party despite the security measures adopted.
9. COMMUNICATION TO THIRD PARTIES
9.1 The F.R.S.-FNRS treats personal data as confidential information. It will not communicate them to third parties under any condition other than those specified in the Policy, such as to achieve the objectives set out and defined in point 4, or under the conditions in which the law requires it to do so.
9.2 Access to the data, other than that reserved to the data controller and its employees as indicated in article 8, can, in certain cases be given to certain categories of external recipients such as technical services suppliers, email exchange services, host services, IT companies, legal consultants, communication agencies, scientific experts, research funding organizations and/or host research institutions where research projects are carried out.
9.3 One may request the updated list of these external recipients from the data controller at any time.
9.4 Communication of data to the aforementioned external recipients will, under all circumstances, be limited to what is strictly necessary or required by the applicable regulations.
10. TRANSFER TO A COUNTRY OUTSIDE OF THE EUROPEAN ECONOMIC AREA
10.1 The F.R.S.-FNRS transfers data to a country outside the European Economic Area only when that country ensures an adequate level of protection within the meaning of the legislation in force and, in particular, within the meaning of the General Data Protection Regulation (for more information on the countries offering an adequate level of protection, see: https://goo.gl/1eWt1V), or within the limits permitted by the legislation in force, for example by ensuring the protection of data by appropriate contractual provisions.
11. NOTE CONCERNING MINORS
12. UPDATES AND CHANGES TO THE POLICY
13. VALIDITY OF THE CONTRACTUAL CLAUSES
13.1 Failure by the F.R.S.-FNRS to invoke - at any given time - a provision of this Policy, may not be interpreted as a waiver to subsequently make use of its rights under the said provision.
13.2 The invalidity, expiration or the unenforceable nature of all or part of one of the above or below mentioned provisions shall not give rise to the invalidity of the entire Policy. Any fully or partially invalid, lapsed or unenforceable provision shall be deemed not to have been written. The F.R.S.-FNRS commits to substituting this provision with another which, to the extent possible, fulfils the same objective.
14. APPLICABLE LAW AND COMPETENT COURT
14.1 The validity, interpretation and/or implementation of the Policy are subject to Belgian law, to the extent permitted by the provisions of applicable private international law.
14.2 In the event of a dispute relating to the validity, interpretation or implementation of the Policy, the courts and tribunals of Brussels have exclusive jurisdiction, to the extent permitted by the provisions of applicable private international law.
14.3 Before taking any step towards the judicial resolution of a dispute, the Data Subject and the F.R.S.-FNRS commit to attempting to resolve it amicably. To this end, they shall first contact each other prior to resorting, where appropriate, to mediation, arbitration, or any other alternative method of dispute resolution.