Skip to Content

Privacy Policy of ESN KULBrussels

Effective Date: February 12, 2025

At ESN KULBrussels, we respect and value your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you interact with our website and services, including when you purchase an ESNcard, event tickets, or merchandise, subscribe to our newsletter, or participate in our events.

By using our services or providing your personal data to us, you agree to the practices described in this policy.

1. Information We Collect

We collect personal data that you provide to us directly when you interact with our website or services. This includes:

  • Contact Information: Your name, email address, phone number, and other contact details you provide when making a purchase, subscribing to our newsletter, or filling out forms.
  • Payment Information: Details necessary for processing payments for event tickets, merchandise, or ESNcards (Note: We do not store credit card information; payments are processed through a third-party payment gateway).
  • Event Participation Information: Data collected when you register for or attend events, such as your participation details and event-related preferences.
  • Communications: Information you provide when contacting us, including any feedback, inquiries, or customer service communications.
  • Usage Data: Data about your interactions with our website, such as IP addresses, browser types, and other information related to your visits, such as cookies (refer to our Cookies Policy below).

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To Process Purchases: We use your personal data to complete and manage transactions, including purchases of ESNcards, event tickets, and merchandise.
  • To Send Newsletters and Promotional Materials: With your consent, we may use your contact information to send you newsletters, promotions, and updates related to our services. You may opt-out of receiving such communications at any time by clicking the "unsubscribe" link in our emails.
  • To Improve Our Services: We may use your feedback, survey responses, and usage data to improve our website, events, and services.
  • For Event Management: We use your personal data to manage your participation in events and to communicate event details or changes.
  • To Comply with Legal Obligations: We may use your personal data as required by law or legal processes, such as for record-keeping, compliance with tax or financial regulations, and other legal requirements.

3. Legal Basis for Data Processing

We process your personal data based on the following legal grounds:

  • Contractual Necessity: We process your data to fulfil contracts with you, such as processing your purchases of event tickets, ESNcards, or merchandise.
  • Consent: When required, we process your data based on your consent (e.g., subscribing to newsletters or agreeing to receive promotional materials).
  • Legitimate Interests: We may process data based on our legitimate interests in improving our services, marketing, and event management, provided that these interests are not overridden by your rights and freedoms.
  • Legal Obligations: We process your personal data to comply with legal and regulatory requirements.

4. Data Sharing and Transfers

We do not sell or rent your personal data to third parties. However, we may share your data with trusted third parties who help us operate our website, process payments, or manage events. These third parties include:

  • Payment Processors: We use third-party payment providers to process payments for your purchases. These providers may collect and process your payment information on their platforms.
  • Event Partners and Organizers: When attending events, we may share your personal data with partners or event organizers to facilitate your participation and event-related communications.
  • Service Providers: We may share your data with trusted vendors or service providers who assist us with website hosting, customer support, email communications, and other business operations.

In some cases, your data may be transferred outside the European Economic Area (EEA) to countries where our service providers are located. In such cases, we will ensure that adequate safeguards are in place to protect your data, as required by applicable law.

5. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including compliance with legal obligations, resolving disputes, and enforcing our agreements.

If you unsubscribe from our newsletter or no longer wish to receive promotional communications, we will keep your data to ensure we do not send you further messages.

6. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request that we correct any inaccurate or incomplete data.
  • Right to Erasure (Right to be Forgotten): You can request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected.
  • Right to Restriction of Processing: You can request that we restrict the processing of your personal data under certain circumstances.
  • Right to Data Portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.
  • Right to Object: You can object to the processing of your personal data, including for marketing purposes.
  • Right to Withdraw Consent: You can withdraw your consent to receive marketing communications at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request as soon as possible, and no later than one month after receiving your request.

7. Security of Your Information

We take the security of your personal data seriously and implement appropriate technical and organizational measures to protect it against unauthorized access, disclosure, alteration, or destruction. However, please note that no method of data transmission over the internet is 100% secure, and we cannot guarantee the absolute security of your data.

8. Cookies Policy

We use cookies and similar technologies to improve your experience on our website. Cookies help us understand how you interact with our site, enable functionality like remembering your preferences, and track your activity. You can manage your cookie preferences by adjusting the settings in your browser.

For more details on how we use cookies, please refer to our Cookies Policy.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the "Effective Date" will be updated accordingly. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or the way we handle your personal data, please contact us at:

Email: [email protected]

Mailing Address: Warmoesberg 26, 1000 Brussels, Belgium

By using our website and services, you acknowledge and agree to this Privacy Policy.