Epos privacy statement

Every visitor to our website leaves information about themselves. This amount of information varies according to the actions taken. Epos requests personal data when you submit a grant application, subscribe to the newsletter or an event, etc. This privacy notice clarifies the measures Epos takes to collect, manage and use personal data. Epos has the right to change the privacy policy within the applicable GDPR regulations and will communicate in a timely manner. Epos complies with the Personal Data Protection Act of 30 July 2018. This is the Belgian law issued in implementation of the European General Data Protection Regulation (AVG 2016/679).

What data does Epos collect?

When you submit a grant application or participate in a project, you provide information about your organization, the legal representative of your organization and the participating staff members – either through the specific software or through the applications and reports.

• Organization: official name, contact details, IBAN and BIC, company number, master code, other relevant information, etc.
• Legal representative of your organization and participating staff: first and last name, job title, email, phone number, other relevant information, etc.

 

When you register for an activity or the newsletter, Epos asks at least your name and e-mail address. This can be extended with other data depending on the activity, such as food allergies, national register number for certain locations, etc. This personal data always depends on the concrete circumstances, the legal obligations to which Epos is subject or the specific permission you have given us.

How does Epos collect your data?

The data is collected via the application form in case of a subsidy application. That is almost always digital. If it concerns an application form within the framework of a European project, this is also done via the European software provided for this purpose. Epos uses online registration forms for participation in events, registration for the newsletter, etc. The data of project participants is collected via the project coordinator. The participant (or the parents/guardian) gives permission for this via the agreement between the coordinator and the participant. Furthermore, Epos uses publicly available information and collects personal data via our website, social media and other tools.

What does Epos use your data for?

Epos uses the data for the purpose for which you provided it: your data will not be used to send other information. For example, you will not receive a personal invitation to participate in a contact seminar if you are only registered for the newsletter.

When it comes to data in the context of a European project, they are collected and managed in function of the management and administration of the selection and grant award, the financial follow-up and supervision of the contracts and the project progress, analysis of the participants, etc.

Data entered on our website, e.g. a request for information, candidacy for an assignment, etc., will be processed in accordance with the reason for entering. Data from website visitors is processed in the context of managing and improving our website. You can find out more about this in the Epos cookie statement.

Personal data is also processed in the context of internal risk analyses, audits, etc. that take place on our own initiative or on the initiative of a third party who is legally or contractually entitled to do so.

Who do we pass on your data to?

Epos does not pass on personal data to third parties, unless with your permission or if it is necessary for the execution of our assignment, such as when assessing a project application.

Third parties will not have access to your data, except for certain authorities and if Epos is legally or contractually obliged to do so. DG EAC also has access to the data from your European project application, as stated in your contract with Epos.

When Epos engages another organization to answer a question, your data will not be sent automatically, unless you do not object to that other organization having your data. Epos will inform you of this in advance and ask for your permission.

Epos always asks for your permission for all marketing campaigns.

You can withdraw your consent at any time using this form.

How does Epos protect your data?

All digital data is stored on servers of the Flemish and European government. The employee’s role in the organization determines access to the data. Data on paper carriers are protected from unauthorized persons.

Furthermore, Epos has developed a safety policy that is tested and adjusted at regular intervals. This policy has the following objectives:

• Raising awareness about the handling of personal data among our employees through checks and periodic training.
• Restrict access to data through IT technical and organizational measures;
• Securing the personal data through IT-technical measures such as firewalls, antivirus software, encryption of data carriers, secure connections, etc.;
• Ensuring the confidential treatment of data; Prevent, detect and remedy data leaks (as far as possible).

How can you access, modify or delete your data?

Via this link you can request your data from Epos, have it changed and have it removed.

To prevent abuse, we ask you to identify yourself.

When it comes to accessing personal data linked to a cookie, you must send a copy of the cookie in question.

You can also revoke previous permissions, e.g. for receiving the newsletter. You can unsubscribe from newsletters online or via the newsletter itself.

Please note you cannot have your data removed when you submit a subsidy application or if this data is necessary in the context of concluded agreements. Submitting a request is free. If the request is unfounded or excessive, Epos may decide not to process the request.

How long does Epos store your data?

Epos does not store personal data for longer than is necessary or legally required. After an event you will receive another survey. Your data will then be permanently deleted within a reasonable period of time. Data in the context of an application is stored for the duration of the entire application process.

Submit a complaint under GDPR

You can file a complaint if you do not agree with the application of GDPR at Epos. You can do that via this page.

More information about GDPR and your Erasmus+ project can be found here.

Contact information

The data management officer oversees the application and compliance with GDPR. You can contact us via gdpr@epos-vlaanderen.be.