VKI-AA Privacy Policy
Introduction
This privacy policy describes how the VKI-AA, an international non-profit association with its registered office at Chaussée de Waterloo 72, 1640 Sint-Genesius-Rode, collects, uses, protects, and shares personal data as part of its Alumni Association service.
We are committed to complying with the General Data Protection Regulation (GDPR – EU Regulation 2016/679) as well as Belgian data protection legislation.
Data Collected
In the course of our activities, we may collect the following categories of data:
Identification data: surname, first name, postal address, email address, telephone number.
Login data: account credentials, passwords (stored securely and encrypted).
Contractual data: information related to your membership, participation in projects, billing.
Technical data: IP address, connection logs, analytical cookies (where applicable).
Purposes of Processing
Your data is used exclusively to:
Provide the alumni service and manage your user account.
Respond to your contact or information requests.
Improve the quality of our services.
Comply with our legal and regulatory obligations.
Legal Basis of Processing
In accordance with Article 6 of the GDPR, the processing of your data is based on:
The performance of a contract (membership and service management).
Your explicit consent (for example, for the use of your data for communication purposes).
Compliance with legal obligations (tax, accounting, or regulatory obligations).
The legitimate interest of the non-profit association (system security and fraud prevention).
Data Retention
Your data is retained only for as long as necessary for the purposes described above:
Contractual data: for the duration of your membership and up to 2 years after its end.
Technical data (logs): maximum of 24 months.
Data for legal purposes: in accordance with the periods provided by Belgian law.
Data Sharing
We do not sell or rent your data. However, we may share it with:
Our technical partners or service providers (hosting, IT support), strictly as necessary.
Competent authorities, if required by law.
Regulatory or funding bodies, where required.
In all cases, we require these third parties to uphold high standards of confidentiality and security.
Data Security
We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or disclosure: encryption, strict access management, regular backups, secure hosting within the European Union.
Your Rights
In accordance with the GDPR, you have the following rights:
Right of access to your data.
Right to rectify inaccurate or incomplete data.
Right to erasure ("right to be forgotten"), within the limits provided by law.
Right to restrict processing.
Right to data portability.
Right to object, in particular in the case of marketing.
Right to withdraw your consent at any time.
To exercise your rights, you may contact us at: privacy@vki-alumni.org
You also have the right to lodge a complaint with the Data Protection Authority (DPA – www.gegevensbeschermingsautoriteit.be / www.autoriteprotectiondonnees.be).
Cookies
If our website uses cookies, a specific notice will inform you about the types of cookies used and the choices available to accept or refuse them.
Changes
We reserve the right to amend this privacy policy at any time to reflect developments in our services or legal obligations. The updated version will be published on our website.
Contact
For any questions relating to this privacy policy, you can contact us at:
ASSOCIATION DES ALUMNI DE L'INSTITUT VON KARMAN
Chaussée de Waterloo 72
1640 Sint-Genesius-Rode