Revised on 17/05/2018
1. Scope
This privacy policy applies to the collection, management, and use of your data by the Royal Academy of Dutch Language and Literature (KANTL). By using this website, by making use of the services and the Wi-Fi network offered by KANTL, you expressly agree to the manner in which KANTL collects data.
2. Protection of privacy
Your personal data are handled with due care in accordance with the applicable privacy legislation¹.
KANTL undertakes to take all necessary technical and organizational measures to protect the personal data provided and collected against destruction, loss, unintended alteration, damage, accidental or unlawful access, or any other unauthorized processing of personal data.
3. Collection of data
KANTL may collect your contact details, such as address, email address, telephone number, etc., via contact forms, surveys, competitions, newsletters, social media, cookies, click behavior, emails, navigation data, etc.
When you use KANTL’s Wi-Fi network, KANTL retains the following data for a period of 6 months:
- MAC address of your device
- IP address
- Websites you visit
- Time of the visit
4. Processing of data
4.1 Controller
The personal data that are collected are included in KANTL’s address database (Koningstraat 18, 9000 Ghent, and company number BE0210012621).
4.2 Purposes of processing
KANTL collects your personal data for various purposes, for example to conduct correspondence, to provide information through newsletters, or when you complete a contact or request form on our website or send us an email, in which case your data are used to answer or handle your request. These data are not used for other purposes.
The legal basis for processing your personal data (consent of the data subject, necessity for the performance of a contract, necessity to comply with a legal obligation, necessity for the performance of a task carried out in the public interest) depends on the intended purposes.
5. Data retention period
KANTL does not retain your data longer than necessary. KANTL retains your data as long as it can effectively be of service to you in accordance with this privacy policy. After that, your data are deleted.
6. Transfer to third parties
KANTL will not sell or rent your data to companies or persons who are not part of KANTL. KANTL considers your data to be confidential information.
Occasionally, KANTL makes use of an external processor. This may involve temporarily transferring data to third parties for certain tasks or studies. If this occurs, KANTL will always ensure that your data are treated confidentially and used in a secure manner. KANTL also lays this down contractually with these processors. Such processors may never use your data on their own initiative, and your data must be deleted as soon as they have completed their assignment.
7. Rights relating to your data
With regard to your personal data, you have the following rights, which you may exercise:
7.1 Right of access
You have the right to access the data relating to you.
7.2 Right to rectification
If you find that your data are incorrect or incomplete, you may ask us to correct them.
7.3 Right to erasure
Legislation provides that in certain cases you may have your personal data erased. This applies when:
- the data are no longer necessary for the purposes for which they were collected;
- the processing of your data is based solely on your consent and you decide to withdraw it.
However, the right to erasure is not absolute. KANTL has the right to continue to retain your data when this is necessary, for example, for:
- compliance with a legal obligation;
- the establishment, exercise, or defense of legal claims.
7.4 Right to restriction of processing
In specific cases, you may request the restriction of the processing of your personal data. This applies, for example, when:
- you contest the accuracy of a personal data item, for the period KANTL needs to verify its accuracy; and
- your data are no longer needed to achieve the purposes of processing, but you need them for the establishment, exercise, or defense of legal claims.
7.5 Right to data portability
In certain cases, you have the right to have the personal data you have provided to us transferred to you or transferred directly by KANTL to another controller, provided this is technically feasible.
7.6 Right not to be subject to automated decision-making
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
KANTL’s policy is aimed at ensuring that you will not be subject to decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.
7.7 Right to withdraw consent
When processing by KANTL is based on your consent, you may withdraw that consent at any time.
7.8 Who can you contact?
To exercise your rights, it is sufficient to send a dated and signed request, together with a copy of the front of your identity card, by post or email to:
Royal Academy of Dutch Language and Literature
Attn. Ilya Dierckens (DPO) – Koningstraat 18, 9000 Ghent
Email: gegevensbeheer@kantl.be
If these conditions are met, KANTL will comply with your request as soon as possible and inform you accordingly. Exercising your rights is free of charge.
If you no longer wish to receive newsletters, you can unsubscribe via the “unsubscribe” link included in every newsletter.
If you believe that the processing of personal data violates the applicable privacy legislation, you also have the right to lodge a complaint with the Data Protection Authority, using the following contact details:
Data Protection Authority
Drukpersstraat 35
1000 Brussels
Tel: +32 2 274 48 00
Email: commission@privacycommission.be
8. Profiling for marketing purposes
Profiling can be defined as any form of automated processing of personal data whereby these data are used to evaluate certain personal aspects relating to an individual, in particular to analyze or predict elements relating to his/her personal preferences and interests.
It is possible that KANTL processes your personal data for profiling purposes and for making decisions based on a profile, including analyzing data and drawing up statistics, models, and profiles, for the purposes mentioned in section 4.
Where possible, KANTL uses only anonymous or pseudonymized data for profiling.
9. Collection of data on website usage behavior
In addition to the use of cookies, KANTL records data when the website is visited and used. This information is anonymized as much as possible and collected solely for statistical purposes and to continue improving the website. In some cases, data may be obtained from a third party.
These data may include, but are not limited to: the visitor’s IP address and the date and time a page is requested, search queries performed and whether or not they yielded correct results, the number of times a file was downloaded, etc.
For the collection of these data, KANTL uses both standard website usage logs and third-party systems, including Google Analytics.
10. Staying informed about changes to this privacy statement
This privacy statement may be amended. We therefore invite you to consult the most recent version of this privacy statement online.
¹ Until 24/05/2018, the applicable privacy legislation consists of the Act of 08/12/1992 on the protection of privacy with regard to the processing of personal data and its implementing decrees. From 25/05/2018 onwards, this will be replaced by 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, repealing Directive 95/46/EC (General Data Protection Regulation).