LAST REVISED ON 15.01.2024
This privacy policy (the “Policy” or the "Privacy Policy”) describes how QTEM collects, uses, consults or otherwise processes an individual's Personal Data. For the purposes of this policy, “QTEM”, “we” or “us” refers to QTEM AISBL, an international association incorporated under Belgian law, registered in Brussels, Belgium, with company registration no. 0689.641.294, having its registered headquarters and offices at 50 Avenue Franklin Roosevelt, P.O. Box 135, 1050 Brussels, Belgium, telephone number +3226506758, email address: privacy@qtem.org. Depending on the type of Personal Data processing described in this policy, QTEM may be operating as a sole or joint Controller.
We are committed to protecting the privacy of our users and customers. This Privacy Policy is especially directed at:
This Privacy Policy is intended to inform you how we gather, define, and use information that could identify you, such as your name, email address, address, other contact details, online identifiers or other information that you provide to us when using our websites (including the extranet) and mobile applications or when corresponding with us by email. Please take a moment to read this Privacy Policy carefully.
This policy is to be read as consistent with the Terms of Use of our websites.
THIS POLICY INCLUDES A DESCRIPTION OF YOUR DATA PROTECTION RIGHTS, INCLUDING A RIGHT TO OBJECT OF PROCESSING ACTIVITIES WE CARRY OUT.
Applicable legislation
For the purpose of this policy, the term "Data Protection Legislation" shall mean the Regulation 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 (the "GDPR"), as well as any legislation and/or regulation implementing or created pursuant to the GDPR and the e-Privacy legislation, or which amends, replaces, re-enacts or consolidates any of them, and all other national applicable laws relating to the processing of Personal Data and privacy that may exist under applicable law.
Controller: The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
Processor: A natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the controller.
Recipient: A natural or legal person, public authority, agency or another body, to which the Personal Data are disclosed, whether a Third Party or not.
Third Party: A natural or legal person, public authority, agency or body other than the data subject, controller, Processor and persons who, under the direct authority of the controller or processor, are authorized to process Personal Data.
Supervisory Authority: An independent public authority which is established by a Member State pursuant to Article 51” of the GDPR.
Personal Data: Any information relating to an identified or identifiable natural person ("Data Subject"). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Processing: Any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Standard Contractual Clauses: Sets of standard contractual clauses for transfers as adopted by the European Commission for the international transfer of Personal Data.
Personal Data Breach: A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, Personal Data transmitted, stored or otherwise processed.
1) Coordination of the QTEM international network for students and alumni
QTEM processes personal data with a view to coordinating the network. This personal data processing involves data on the students and alumni themselves. In the absence of communication and processing of this data, we are not able to properly carry out our mission to coordinate a network and to involve the data subject in it.
Processed data categories
Source of data
Legal basis
Recipients of data
2) Payment collection, reimbursement, sponsoring and payments to expense claimants (students, alumni, speakers, etc.)
QTEM processes personal data of those individuals (students, alumni, speakers, event attendees etc.) with a view to make and collect payments in the context of (i) the organization of events or (ii) reimbursements of costs incurred, such as when travelling in certain limited instances, on an as-needs basis, in case of sponsoring or when awarding prizes.
Processed data categories
Source of data
Legal basis
Recipients of data
QTEM processes personal data with a view to provide a community management platform aimed at building, managing and dynamizing the QTEM community. In the absence of communication and processing of this data, we are not able to properly carry out our mission to coordinate a network and to involve the data subject in it.
Processed data categories
Source of data
Legal basis
Recipients of data
4) Coordination of the QTEM international network with Academic Partners
QTEM processes personal data with a view to coordinating the network. This personal data processing involves data on the staff members or directors of the Academic Partners and academic authorities. In the absence of communication and processing of this data, we are not able to properly carry out our mission to coordinate a network and to involve the data subject in it.
Processed data categories
Source of data
Legal basis
Recipients of data
5) Coordination of the QTEM international network with Corporate/Social Partners
QTEM processes personal data with a view to coordinating the network. This personal data processing involves data on the staff members or directors of Corporate/Social Partners. In the absence of communication and processing of this data, we are not able to properly carry out our mission to coordinate a network and to involve the data subject in it.
Processed data categories
Source of data
Legal basis
Recipients of data
6) Newsletters & announcements subscribers
QTEM processes personal data with a view to coordinating the network. You have an interest in our network and have already given us your consent to process your data and send you our newsletters and e-mail announcements.
Processed data categories
Source of data
Legal basis
Recipients of data
7) Email analytics
In the context of emails, we (and our data processors) may process and collect your Personal Data, and notably whether you have opened and actioned a service email, for analytical purposes in order to measure the click-through rate and improve the content of our service emails. You may unsubscribe from our emails at any time by clicking on the unsubscribe link in the emails sent to you.
Processed data categories
Source of data
Legal basis
Recipients of data
8) QTEM administration
QTEM processes personal data with a view to coordinating the network. This personal data processing involves data on the association’s staff and service providers and, more generally, everyone involved in the QTEM network.
In the absence of communication and processing of this data, we are not able to properly carry out our mission to coordinate a network and to involve the data subject in it.
Processed data categories
Source of data
Legal basis
Recipients of data
QTEM processes personal data with a view to coordinating the network. Students and alumni have an interest in our network and have given us their consent to process their data when they answered the survey (online or through a physical / phone interview).
Processed data categories
Source of Data
Legal Basis
Recipients of Data
10) Contacting us
Should you have a particular question or request, or should you wish to report something to QTEM or respond to it, you can contact us by using the contact form on our website or by email our staff directly. In this respect, we process your Personal Data in order to manage the various requests for information, including by answering your questions, deciding whether or not to grant a certain request and following up on your reactions. This processing is also carried out with a view to planning our activities.
Processed data categories
Source of data
Legal basis
Recipients of data
11) Events
From time to time, QTEM organizes events, for example as part of information sessions or annual events, for which you may be able to register via the website or through a form provided to you by our staff or another QTEM stakeholder. In this respect, we process your Personal Data for the purposes of organizing and managing the event, for the purpose of providing you with any further information you may need, for the purpose of improving our services and for the purpose of managing and coordinating our network.
Processed data categories
Source of Data
Legal basis
Recipients of Data
12) Photos and/or videos
Video footage and/or photos may be taken during our events, which may or may not include your recognizable image. By participating in a QTEM event, you understand that you grant QTEM, as well as anyone authorized by QTEM in accordance with this privacy policy, a perpetual (and for jurisdictions not authorizing a perpetual license, the right will be for a duration equivalent to the entire duration of copyright protection), exclusive and unencumbered right to edit, alter, copy, exhibit, transmit, distribute, communicate to the public, publish or otherwise use your image in the photographs, film, audio and/or video recordings taken and/or filmed on the date and at the venue of the event (the "Image") in advertising and promotional materials, including website entries, or for any similar other lawful purpose, as determined by QTEM, to the largest extent permitted under applicable law including with respect to territorial, time-related and other restrictions. Notwithstanding this right granted to QTEM, the latter does not guarantee that the Image will be used. By participating in a QTEM event, you waive: (i) the right to inspect or approve the finished product wherein the Image appears; and (ii) the right to receive any monetary or other compensation for any use made of the Image by QTEM in accordance with this clause. By participating in a QTEM event, you release QTEM, to the largest extent permitted under applicable law, from any and all rights, claims and damages which you, your heirs, representatives or any other persons acting on your behalf have or may have arising out of the use of the Image by QTEM, as well as anyone authorized by QTEM.
13) Social media
We may process your Personal Data obtained through social media platforms (including Facebook, LinkedIn and Twitter) concerning QTEM for the purposes of (i) addressing your questions or complaints; (ii) monitoring our online reputation; and (iii) improving our services and identifying opportunities on which we can focus.
Some of our social media pages allow users to submit their own content. Please remember that any content submitted to one of our social media pages can be viewed by the public, and you should be cautious about providing certain personal information (e.g., financial information or address details) via these platforms. We are not responsible for any actions taken by other individuals if you post personal information on one of our social media platforms (e.g., Facebook). Please also refer to the respective privacy and cookie policies of the social media platforms you are using.
Processed data categories
Source of Data
Legal Basis
Recipients of Data
14) E-commerce
QTEM processes personal data with a view to process the purchase of QTEM products via its e-commerce website. QTEM offers several products (memorabilia, souvenirs, gifts, etc.) for sale through an online platform linked to its website. Visitors of that platform can purchase these products online and have them sent to them. In the absence of communication and processing of this data, we are not able to properly execute this purchase. All payments are processed through PayPal (please click here to consult their privacy statement).
Processed data categories
Legal basis
For the performance of the QTEM cooperation agreement or if you have explicitly consented, we may, from time to time, contact you with information about our network, events, news and job or internship opportunities.
If you no longer want to receive such communications, please let us know by sending an email to privacy@qtem.org. You can also unsubscribe from our newsletters or email announcements by clicking on the unsubscribe link in the emails sent to you.
Once you have provided your Personal Data, the Data Protection Legislation grants you several rights, which you can in principle exercise free of charge, subject to statutory exceptions. These rights may be limited, for example if fulfilling your request would reveal Personal Data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. To exercise any of your rights, you can file a request by sending an email to privacy@qtem.org.
Should you have unresolved concerns, you have the right to lodge a complaint with a Supervisory Authority where you live or where you believe a breach may have occurred. We encourage you to come to us in the first instance but, to the extent that this right applies to you, you are entitled to complain directly to the relevant Supervisory Authority.
1) Right to withdraw consent
Wherever we rely on your consent, you will be able to withdraw that consent at any time you choose and at your own initiative by clicking on the unsubscribe link in the emails sent to you. The withdrawal of your consent will not affect the lawfulness of the collection and processing of your data based on your consent up until the moment where you withdraw your consent.
2) Right to access and rectify your data
You have the right to access, review, and rectify your Personal Data. You may be entitled to ask us for a copy of your information, to review or correct it if you wish to rectify any information like your name, email address, passwords and/or any other preferences, you can easily do so by logging into your account on our websites (if you have one) or by contacting us by sending an email to privacy@qtem.org. You may also request a copy of the Personal Data processed as described in this Privacy Policy.
3) Right to erasure
In accordance with the Data Protection Legislation, you have the right to erasure of your Personal Data processed by us as described in this Privacy Policy in case it is no longer needed for the purposes for which the Personal Data was initially collected or processed or in the event you have withdrawn your consent or objected to processing as described in this Privacy Policy and no other legal ground for processing applies. Should you wish to have your Personal Data erased, please file a request by sending an email to privacy@qtem.org.
4) Right to restriction of processing
Under certain circumstances described in the Data Protection Legislation, you may ask us to restrict the processing of your Personal Data. This is for example the case when you contest the accuracy of your Personal Data. In such event, we will restrict the processing until we can verify the accuracy of your data.
5) Right to object to processing
Under certain circumstances described in the Data Protection Legislation, you may object to the processing of your Personal Data, including where your Personal Data is processed for direct marketing purposes.
6) Right to data portability
Where you have provided your data directly to us and where the processing is carried out by automated means and based on your consent or the performance of a contract between you and us, you have the right to receive the Personal Data processed about you in a structured, commonly used and machine-readable format, and to transmit this data to another service provider.
F. Security measures
Appropriate technical and organizational measures are implemented in order to ensure an appropriate level of security of your Personal Data, including but not limited to encryption techniques, physical and IT system access controls, obligations of confidentiality, etc.
In the event personal information is compromised as a result of a Personal Data Breach and where such breach is likely to result in a high risk to the rights and freedoms, we will make the necessary notifications, as required under the Data Protection Legislation.
G. What rules apply to children?
In the event we learn that we have collected Personal Data from a child under the age of 18 without verification of parental consent, steps will be taken promptly to remove that information. If you believe that we have or may have information from or about a child under 18 years of age, please contact us by sending an email to privacy@qtem.org.
H. How is your Personal Data shared with Third Parties?
We only share or disclose information as described herein, including with Third Parties.
Your Personal Data will also be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of the Controller(s) legitimate interests in compliance with applicable laws.
For the purposes described in this policy, your personal data will be transferred outside the EEA, notably to countries that do not provide an ‘adequate’ level of data protection, such as the US. When such a transfer happens, it takes place in accordance with this Policy and the necessary safeguards are put in place, such as concluding the applicable Standard Contractual Clauses approved by the European Commission (as amended from time to time). For more information about such mechanism, please do not hesitate to contact us at privacy@qtem.org.
We retain your Personal Data for as long as is required to fulfil the activities set out in this Privacy Policy, for as long as otherwise communicated to you or for as long as is permitted by applicable law. For example, we may retain your Personal Data if it is reasonably necessary to comply with any legal obligations, meet any regulatory requirements, resolve any disputes or litigation, or as otherwise needed to enforce this Policy and prevent fraud and abuse.
To determine the appropriate retention period for the information we collect from you, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorized use or disclosure of the data, the purposes for which we process the Personal Data, and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you click on a link to a Third Party website, you will be taken to a website we do not control and our Privacy Policy will no longer be in effect. Your browsing and interaction on any other website is subject to the terms of use and privacy and other policies of such Third Party website. Read the privacy policies of other websites carefully. We are not responsible or liable for the information or content on such Third Party websites.
We reserve the right to modify and update this Privacy Policy from time to time. We will bring these changes to your attention should they be indicative of a fundamental change to the processing or be relevant to the nature of the processing or be relevant to you and impact your data protection rights.
Questions, comments, remarks, requests or complaints regarding this Privacy Policy are welcome and should be addressed to:
QTEM AISBL, 50 Avenue Franklin Roosevelt, P.O. Box 135, 1050 Brussels Belgium, telephone number +3226506758, email address: privacy@qtem.org.
