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Privacy policy

Last revised on 31/07/2025

Below, we inform you of the privacy and cookie policy applicable to the online webshop of the VUB.

We adhere to the guidelines set out at: https://www.vub.be/privacy

If you have any comments or questions, please contact us by email at: dpo@vub.be

I. Introduction

This Privacy Policy is based on Article 13 of the General Data Protection Regulation (GDPR) and outlines the rights and obligations of VUB with respect to external individuals whose personal data it processes, primarily in the context of the online sale and marketing of goods and services.

II. Model

This Privacy Policy governs the processing of your personal data by the data controller:

VUB
Pleinlaan 2
1050 Brussels
BE0449.012.406
(hereinafter referred to as “VUB”).

Please read this Privacy Policy carefully, as it contains essential information about how your personal data is processed and which cookies are used. By providing your personal data on the website webshop.vub.be, and by submitting personal data to the email addresses listed on this website, you acknowledge that you have read this Privacy Policy and you expressly agree to its content, including the data processing itself.

Article 1- General Terms

VUB complies with the provisions of the European General Data Protection Regulation (Regulation (EU) 2016/679 of 27 April 2016), as well as with the anti-spam provisions set out in Book XII of the Belgian Code of Economic Law concerning the “law of the electronic economy.”

Article 2 - Processing 

Account Management:
Data: your profile name, password, email address, login details.
Purposes: the management of your account on this Website for the purpose of using our VUB and website services, with the legal basis being the performance of a contract requested by you, and, if indicated by you, also the sending of direct marketing, based on your explicit, prior consent.
Legal basis: contract (Art. 6(1)(b) GDPR)
Data transfer: no
Retention period: as long as the account remains active.

Orders:
Data: your name, address, order, payment details, any comments.
Purposes: the delivery and invoicing of products ordered by you, with the legal basis being the provision of a service requested by you.
Legal basis: contract (Art. 6(1)(b) GDPR)
Data transfer: no
Retention period: 3 years after the order.

Newsletter:
Data: your name and email address.
Purposes: the sending of direct marketing, newsletters, campaigns and promotions, with the legal basis being your explicit, prior consent.
Legal basis: consent (Art. 6(1)(a) GDPR)
Data transfer: no
Retention period: as long as you are not unsubscribed from the newsletter.

Cookies:
The Website also uses cookies that collect certain personal data. For the provisions regarding the use of cookies, see Article 8.

Article 3 - Data transfer

Disclosure to Third Parties:
In the event of a full or partial reorganization or transfer of activities of VUB, whereby VUB reorganizes, transfers, discontinues its business activities, or in the event of bankruptcy, this may result in your data being transferred to new entities or third parties through which VUB’s business activities are wholly or partially carried out.

VUB will reasonably endeavour to inform you in advance that your data will be disclosed to such third parties; however, you acknowledge that this may not always be technically or commercially feasible.

VUB will not sell, rent, distribute, or otherwise commercially make your Personal Data available to third parties, except as described above or unless with your prior consent.

Legal Requirements:
In rare cases, VUB may be required to disclose your Personal Data pursuant to a court order or to comply with other mandatory laws or regulations. VUB will reasonably endeavour to inform you in advance thereof, unless prohibited by law.

Article 4 - Retention period

Your personal data will be retained and processed by us for a period necessary to fulfill the purposes of the processing and in accordance with the contractual relationship between VUB and you. The specific retention periods are listed per processing activity under Article 2.

Annually, our collected personal data is reviewed for inactivity. Customers who have not placed an order for a period of three (3) years will be removed from our records.

Article 5 - Your rights

  1. Access right and right to obtain a copy.
    You have the right to freely obtain at any moment access to your personal data, as well as to be informed about the use of your personal data.
  2. Right to correct, delete and limit: 
    You have the choice to share your personal data with COMPANY. You also have the right to request COMPANY to correct, delete or complement your personal data. You acknowledge that a refusal to share data or a request to delete these data will make the delivery of certain services and/or products impossible.

    You can also request the processing of your personal data to be limited.
  3. Right to object:You have the right to object to the processing of your personal data when you have serious and legitimate reasons to do so.  

    You also have the right to object to the use of your personal data for purposes of direct marketing. In such case specific reasoning will not be requested.
  4. Right to free data transferring:
    You have the right to obtain your personal data which is processed by COMPANY in a structured, usual form, readable by machines and/or to transfer this data to another data controller.
  5. Right to withdraw consent
    When the processing is based on prior consent you have the right to withdraw this consent. 
  6. Exercise of rights:
    You can exercise your rights by contacting us, either through e-mail to info@vub.ac.be or through the link ‘Contact us’ on the Website, with inclusion  of your ID.  
  7. Automated decisions and profiling:
    The processing of your personal data does not include profiling, nor shall you be subjected to automated decisions. 
  8. Right to file a complaint:
    You have the right to file a complaint with the Data Protection Authority: Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel +32 (0)2 274 48 00, Fax +32 (0)2 274 48 35, e-maill: contact@apd-gba.be. 

    This does not affect a provision before the civil court.
    If you have suffered damages caused by the processing of your personal data you can file a claim for damages.

Article 6 - Safety and confidentiality

  1. We have adopted safety measures which are suited on both a technical and an organisational level to avoid the destruction, the loss, the forgery, the adjustment, the non-authorised access or the notification of the personal data by accident to a third party, as well as the non-authorised processing of these data.    
  2. VUB shall not be liable in any way for direct or indirect damages caused by a wrongfully or improper use of  the personal data by a third party.     
  3. At all times you shall comply with safety standards, for instance by avoiding all non-authorised access to your login and access code. You are solely responsible for the use of the Website on your computer, IP-address and identification data, as well as for the confidentiality.

Article 7 - Access by third parties

  1. In order to process your personal data we provide access to your personal data to our employees.
  2. We guarantee a similar level of protection by imposing contractual obligations to our employees that are similar to this Privacy Policy.

Article 8 – Cookies 

  1. What is a cookie?
    A “cookie” is a small text file that is sent from the server of COMPANY and is stored on your computer’s hard drive. This way we can remember your preferences when visiting our Website. The information stored through these cookies can only be read by COMPANY and only for the duration of your visit to the Website. 
  2. Why do we use cookies?
    Our website uses Cookies and similar technologies to distinguish your preferences from those of the other users of our Website. This allows us to offer you a better experience when you visit our Website and to optimize our Website in the meantime. 

    As a result of recent amendments of the law, all websites focusing on certain parts of the European Union are obligated to ask for your permission in order to use or save cookies and similar technologies on your computer or mobile devices. This cookie policy clearly and completely informs you about the cookies we use and their purpose. 
  3. Kind of cookies:
    Cookies can be subdivided based on their offspring, function and durability. The legislation mainly makes a division between functional or technical necessary cookies on the one hand and all other cookies on the other hand.

    The Website only uses the following cookies: 

    Not-functional cookies
    For cookies set by third parties (Google Analytics) we kindly refer you to the statements set forth by these parties on their respective websites. Beware, we do not have any influence on the content of these statements nor on the content of the cookies of these third parties: Google Analytics cookies

    Functional cookies
    • _ga, _gat, _gid - Google Analytics - user visit to this webshop is measured in an anonymous way via Google Universal Analytics to optimize the offer on this webshop - expired after max. 2 years
    • PHPSESSID - functioning of the web shop and the successful processing of order and payment process - expires when the browser is closed
    • UseCookie - remembers choice of Cookie popup banner - expires after 1 year
    • ml_Language - functioning of multilingualism on the webshop - expires when the browser is closed
    • OneTimePopupShown - showing a one-time popup - expires after 1 month
       
    Your permission:
    When you first visit our website you will be asked to accept our different kinds of cookies. For each category you can allow or refuse cookies. At any time, you can change the cookie settings for our Website through the hyperlink below our website and thus revoke your permission.

    You can refuse the installation of cookies when you use the Website for the first time by choosing in the offered pop-up screen “Refusing Cookies”.

    You can block Cookies by activating your browser settings which allows you to refuse the cookies. The rejection of these cookies may have the effect of not allowing you to use some functionalities on the Website.

    In case you have any more questions or remarks regarding the processing of personal data, please contact COMPANY per mail info@vub.ac.be or by using the “Contact us” button on the Website. 

    More information on cookies can also be found via the following link: http://www.allaboutcookies.org/
    More information on online behavioral advertising and online privacy can be found via the following link: http://www.youronlinechoices.eu/