Privacy Statement
Vlerick Business School (‘Vlerick’, ‘we’, ‘us’, ‘our’, as applicable) places great importance on the protection of personal data. This includes all information that allows us to identify a natural person (directly or indirectly), including, among other things, a name, an identification number, location data, and other information characteristic of that person.
Your personal data will always be protected by us in accordance with the GDPR[1], including any applicable current or future national or international legislation implementing or replacing the GDPR (hereinafter collectively referred to as “Applicable Privacy Legislation”).
Below you will find all privacy statements applicable to the various processing activities for which Vlerick acts as the data controller. This means that the School decides why and how your personal data is processed and that it is responsible for that processing.
- Website, social media, events, direct marketing & newsletters
- Programs (open, customised, masters/mba)
- Executive PhD Students
- External researchers
- Alumni
- Library
If you are a staff member, faculty or a PhD student, please note that the processing of your personal data is subject to our internal privacy policy, which provides detailed information on how Vlerick collects, uses, and protects your personal information. For more information, please refer to the internal privacy policy available through our Legal and HR Spice.
[1] Regulation (EU) 2016/679 of 27 April 2016 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter: “GDPR”)
I. Website, social media, events, direct marketing & newsletters
Last update date: 24 March 2025
1. Scope of this privacy statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- Persons who (wish to) contact us;
- Persons who wish to download a brochure, whitepaper, or another document via our website www.vlerick.com;
- Persons who subscribe to newsletters or wish to receive other invitations;
- Persons who register for events and/or webinars;
- Persons who visit our website, our social media pages, or one of our Vlerick branches;
- Persons who respond to our research surveys or provide us with feedback on our services; and
- Prospective clients.
2. Data controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
3. Overview of the processing
| Purpose | Personal Data | Legal Basis |
| To be able to contact you | First name, last name, email address, phone number(*) | Consent |
| To send a brochure, whitepaper, or other requested document | First name, last name, email address, phone number(*) | Consent |
| To send newsletters, event invitations, or other direct marketing via email or phone | First name, last name, email address, phone number(*) | Consent or legitimate interest |
| Organization of events and/or webinars | First name, last name, email, company details, job function details | Consent |
| Taking and using images, direct marketing, increasing engagement, and strengthening networks | Photos and videos | Consent |
Placing necessary and functional cookies on our website Placing non-essential, analytic cookies on our website (for more information, check our Cookie Statement) | Technical data, such as your IP address, login details, browser type and version, location, operating system, platform and device, and cookie IDs | Legitimate interest Consent for non-essentials cookies |
(*) Not mandatory to provide
4. Source of Personal Data
We process the personal data that we obtain directly from you, through our co-organizers or photographers.
5. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, regulatory authorities, when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- Or you have given your explicit, well-considered consent for the transfer of the data.
6. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located.
When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection.
7. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational security measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
For more information, you can always contact gdpr@vlerick.com.
8. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our Cookie Statement.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, please contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
9. Changes to this Privacy Policy
Vlerick may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
10. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com. If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
II. Programs (open, customised, masters/mba)
Date of last update: 24 March 2025
1. Scope of this Privacy Statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- Persons who register for:
- a customised programme;
- one of our short and/or long-term programmes (open programmes);
- one of our master's or MBA programs.
2. Data Controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
3. Overview of Processing Activities
| Purpose | Personal Data | Legal Basis |
| Processing applications via website | (First) name, address, email address, phone number (*), gender (*), nationality, employer (*), position (*), CV, diploma, motivation letter | Consent |
| Processing for statistical purposes | Neurodiverse conditions(*), physical disabilities(*), first-generation university student(*), part of a recognised minority group in your home country(*), Financial situation(*), Sexual orientation(*), medical records if applicable(*) | Explicit consent |
| Registration and administration of students and participants (data may vary depending on the program) | (First) name, email address, phone number, date of birth, place of birth, country of birth, nationality, gender, mother tongue, copy of ID/passport, emergency contact, academic curriculum, CV, diplomas, career, current employer, food preferences and dietary requirements, financial data | Necessary for the performance of a contract |
| Application for Social Profit Subsidy (if applicable) | (First) name, phone number, email address, date of birth, nationality, gender, mother tongue, employer, position, work experience, academic curriculum (diploma, training) | Necessary for the performance of a contract |
| Student administration for international students | Immigration status (visa, permit), national register number (copy of passport), phone number, address, emergency contact, insurance proof, school, academic curriculum, exchange period, photo | Necessary for the performance of a contract or legal obligation |
| Conducting analytical tests by external agency (if applicable) | (First) name, assessment test results | Necessary for the performance of a contract |
| Creation of student cards | (First) name, gender (*), date of birth, nationality, email address, photo, study program, Viper ID number | Necessary for the performance of a contract |
| Registration of attendance for Flemish Educational Leave (if applicable) | (First) name, national register number, attendance | Legal obligation |
| Administration of educational leave | (First) name, vocational training, date of birth, place of birth, name of the program, academic year, date of registration, study points, training hours, start date of the program, date of last exam (first attempt), vacation days, signature | Necessary for the performance of a contract |
| Administration of expenses for trips and travels | (First) name, email address, expense, financial data, date of expense, signature | Legitimate interest |
| Sharing student lists with guest speakers, external lecturers, coaches, companies, external supervisors and/or other students | (First) name, email address, program | Legitimate interest |
| Organizing reviews, feedback, and surveys | (First) name, email address, evaluations, feedback, and survey responses | Legitimate interest |
| Detection of plagiarism and potential fraud | (First) name, email address, program | Legitimate interest |
| Protection of accommodation and materials, access control | Surveillance footage, electronic data and IP address, username, badge data | Legitimate interest |
| Use of photos | Photo and video material | Consent |
| Marketing and publicity purposes | Atmosphere images – non-targeted visual material | Legitimate interest |
| Creation and management of MyVlerick account | (First) name, email address, address, postal code, date of birth, username, password, registrations made by you or on behalf of an organization, your areas of interest, preferences, feedback, and survey responses | Consent |
| Direct marketing | (First) name, email address, phone number | Legitimate interest |
(*) not mandatory to provide.
4. Source of Personal Data
We process the personal data that we obtain directly from you or through your employer. It is possible that we have received your data from universities, research centers, and (international) organizations abroad, both within and outside the EU, as part of our collaborative projects.
5. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, regulatory authorities, when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- Our legitimate interest (educational & academic purposes and for career development purposes);
- Or you have given your explicit, well-considered consent for the transfer of the data.
We can share student lists (name, programme, email address) with guest speakers, external lecturers, coaches, companies, external supervisors and/or other students in order to facilitate academic activities and/or connecting students.
6. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located. When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection.
7. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
For more information, you can always contact gdpr@vlerick.com.
8. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our cookie policy.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, we ask you to contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
9. Changes to this Privacy Policy
Vlerick may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
10. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com. If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
III. Executive PhD students
Date of last update: 24 March 2025
1. Scope of this Privacy Statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- Persons who register for the executive PhD programme.
2. Data Controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
The programme is a partnership with UGent or KU Leuven, depending on the programme. We share information with our partners and these partners may act as separate data controllers:
- UGent - https://www.ugent.be/nl/univgent/privacy/privacyverklaring.htm
- KU Leuven - https://admin.kuleuven.be/privacy
3. Overview of Processing Activities
| Purpose | Personal Data | Legal Basis |
| Processing applications via our website www.vlerick.com | (First) name, address, email address, phone number (*), gender (*), nationality, employer (*), position (*), CV, diploma and transcripts of academic records, statement of purpose, reflection paper | Consent |
| Processing for statistical purposes | Neurodiverse conditions(*), physical disabilities(*), first-generation university student(*), part of a recognised minority group in your home country(*), Financial situation(*), Sexual orientation(*), medical records if applicable(*) | Explicit consent |
| Registration and administration of students and participants (data may vary depending on the program) | (First) name, email address, phone number, date of birth, place of birth, country of birth, nationality, gender, mother tongue, copy of ID/passport, emergency contact, academic curriculum, CV, diplomas and transcripts, career, current employer, food preferences and dietary requirements, financial data | Necessary for the performance of a contract |
| Student administration for international students | Immigration status (visa, permit), national register number (copy of passport), phone number, address, emergency contact, insurance proof, school, academic curriculum, exchange period, photo | Necessary for the performance of a contract or legal obligation |
| Creation of student cards | (First) name, gender (*), date of birth, nationality, email address, photo, study program, Viper ID number | Necessary for the performance of a contract |
| Registration of attendance for Flemish Educational Leave (if applicable) | (First) name, national register number, attendance | Legal obligation |
| Administration of educational leave | (First) name, vocational training, date of birth, place of birth, name of the program, academic year, date of registration, study points, training hours, start date of the program, date of last exam (first attempt), vacation days, signature | Necessary for the performance of a contract |
| Administration of expenses for academic research (voucher/bench fee) | (First) name, email address, address, eID or date of birth, account number, expense, date of expense, signature | Legitimate interest |
| Sharing student lists with guest speakers, external lecturers, coaches, companies, external supervisors and other students | (First) name, email address, program, research topic, employer and work position | Legitimate interest |
| Organizing reviews, feedback, and surveys | (First) name, email address, evaluations, feedback, and survey responses | Legitimate interest |
| Detection of plagiarism and potential fraud | (First) name, email address, program | Legitimate interest |
| Protection of accommodation and materials, access control | Surveillance footage, electronic data and IP address, username, badge data | Legitimate interest |
| Use of photos | Photo and video material | Consent |
| Marketing and publicity purposes | Atmosphere images – non-targeted visual material | Legitimate interest |
| Creation and management of MyVlerick account | (First) name, email address, address, postal code, date of birth, username, password, registrations made by you or on behalf of an organization, your areas of interest, preferences, feedback, and survey responses | Consent |
| Direct marketing | (First) name, email address, phone number | Legitimate interest |
| Sharing data with guest speakers, external faculty & lecturers, coaches, companies, external supervisors and/or other students in order to facilitate academic activities and/or connecting students | (First) name, email address, program, research topic, employer and work position | Legitimate interest |
| Sharing research data with Flemish Government - Flanders Research Information Space (FRIS) | (First) name, email address, nationality, gender, research expertise, ORCID number, affiliation | Necessary for the performance of a contract |
| Sharing research data with Current Research Information System (CRIS) | (First) name, email address, nationality, gender, research expertise, ORCID number, affiliation | Necessary for the performance of a contract |
(*) not mandatory to provide.
4. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, and partner universities, regulatory authorities, Flemish government (WEWIS, FRIS), accreditation institutes (EQUIS, Financial Times ranking, AACSB, AMBA), when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- You have given your explicit, well-considered consent for the transfer of the data; or
- Our legitimate interest (educational & academic purposes and for career development purposes).
We can share student lists (name, programme, email address, research topic, employer and work position) with guest speakers, external faculty & lecturers, coaches, companies, external supervisors and/or other students in order to facilitate academic activities and/or connecting students. This data can be shared worldwide depending on the companies and/or external faculty.
5. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located.
When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection.
6. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
For more information, you can always contact gdpr@vlerick.com.
7. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our cookie policy.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick Business School manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, we ask you to contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
8. Changes to this Privacy Policy
Vlerick may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
9. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com. If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
IV. External researchers
Date of last update: 24 March 2025
1. Scope of this Privacy Statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- PhD type 2 students; is a PhD student funded by an external research institute or is self-funded, supervised by a Vlerick supervisor, has another research institute as main host but is part of the Vlerick Research Community;
- Research fellows; appointed affiliated researcher at Vlerick in accordance with “the research fellowship guidelines” (completed PhD, proven research record, collaborative work with Vlerick faculty or researcher);
- Affiliated researchers; appointed visiting PhD student at Vlerick in accordance with the affiliated researcher guidelines (ongoing PhD, proven research record, collaborative work with Vlerick faculty);
- External supervisors; supervises a Vlerick-affiliated (executive) PhD student and is affiliated with another research institute.
2. Data Controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
3. Overview of Processing Activities
| Purpose | Personal Data | Legal Basis |
| Registration and administration | (First) name, email address, phone number, nationality, gender (*), academic curriculum, CV, diplomas, career, current employer, food preferences and dietary requirements, financial data | Necessary for the performance of a contract |
| Creation of student cards | (First) name, gender (*), date of birth, nationality, email address, photo, study program, Viper ID number | Necessary for the performance of a contract |
| Use of photos | Photo and video material | Consent |
| Marketing and publicity purposes | Atmosphere images – non-targeted visual material | Legitimate interest |
| Processing applications and administration of researchers once approved | (First) name, email address, phone, gender (*), date of birth, nationality (*), address, diploma/scores, CV,motivation form, | Necessary for the performance of a contract |
| Sharing data with guest speakers, external faculty & lecturers, coaches, companies, external supervisors and/or other students in order to facilitate academic activities and/or connecting students | (First) name, programme, email address | Legitimate interest |
| Sharing research data with Flemish Government - Flanders Research Information Space (FRIS) – if applicable | (First) name, email address, nationality, gender, research expertise, ORCID number, affiliation | Necessary for the performance of a contract |
| Sharing research data with Current Research Information System (CRIS) - if applicable | (First) name, email address, nationality, gender, research expertise, ORCID number, affiliation | Necessary for the performance of a contract |
(*) not mandatory to provide.
4. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, and partner universities, regulatory authorities, Flemish government (WEWIS, FRIS), accreditation institutes (EQUIS, Financial Times ranking, AACSB, AMBA), when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- You have given your explicit, well-considered consent for the transfer of the data; or
- Our legitimate interest (educational & academic purposes and for career development purposes).
We can also share limited personal data (name, programme, email address) with guest speakers, external faculty & lecturers, coaches, companies, external supervisors and/or other students in order to facilitate academic activities and/or connecting students. This data can be shared worldwide depending on the companies and/or external faculty.
5. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located.
When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection.
6. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
For more information, you can always contact gdpr@vlerick.com.
7. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our cookie policy.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick Business School manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, we ask you to contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
8. Changes to this Privacy Policy
Vlerick may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
9. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com. If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
V. Alumni
Date of last update: 24 March 2025
1. Scope of this Privacy Statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- Vlerick alumni, graduates of Vlerick Business School.
2. Data Controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and registered office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
3. Overview of Processing Activities
| Purpose | Personal Data | Legal Basis |
| Registration and administration of alumni | (First) name, email address, phone number, address, professional positions, gender (*), mother tongue, nationality, date of birth, Vlerick Alumni membership, IP address | Legitimate interest |
| Organization of alumni events & newsletters | (First) name, email address, phone number, position, employer, address, financial data and billing address | Consent or legitimate interest (Alumni membership) |
| Taking & using images at events | Photo and video material | Consent |
(*) not mandatory to provide.
4. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, and partner universities, regulatory authorities, when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- Or you have given your explicit, well-considered consent for the transfer of the data.
5. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located. When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection.
6. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
More specifically, the aforementioned personal data will be retained for a period of five years after the data subject has unsubscribed from the last newsletter. For more information, you can always contact gdpr@vlerick.com.
7. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our cookie policy.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick Business School manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, we ask you to contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
8. Changes to this Privacy Policy
Vlerick Business School may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
9. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com. If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
VI. LIBRARY
Date of last update: 24 March 2025
1. Scope of this Privacy Statement
This privacy statement applies to the processing of personal data of the following categories of data subjects:
- Persons who rent materials (online or on-site) from the Vlerick Library;
- Researchers and master's students whose publications are included in the Vlerick Library.
2. Data Controller
The controller of these processing activities is Vlerick Business School, a public utility foundation, established in Belgium, with company number 0424.244.049 and registered office at 9000 Ghent (Belgium), Reep 1 (‘Vlerick’).
3. Overview of Processing Activities
| Purpose | Personal Data | Legal Basis |
| Overview of rented materials | (First) name, email address, phone number(*), address(*), place of birth (*), date of birth (*), gender (*), assets held by the borrower (reference works); Loan history. | Necessary for the performance of a contract |
| Repository and online library | (First) name, affiliation, Vlerick author profile, publications | Legitimate interest |
(*) not mandatory to provide.
4. With whom do we share your personal data?
Vlerick will only share your personal data, in accordance with the Applicable Privacy Legislation, with, among others, co-organizers of events, our external partners, and partner universities, regulatory authorities, when:
- It is required by law;
- It is necessary for the performance of a contract to which you are a party;
- Or you have given your explicit, well-considered consent for the transfer of the data.
5. International Transfer
Vlerick operates globally, and your personal data may be stored and processed outside Belgium by us or by our processors. We always take measures to ensure that personal data is always processed in accordance with the Applicable Privacy Legislation, regardless of where the data is located.
When we transfer personal data outside the European Economic Area (EEA) to countries where the applicable legislation does not offer the same level of data protection as within the EEA, we take measures to ensure an appropriate level of data protection. In other words, your rights and protection remain with your data.
6. Security & Retention of Your Personal Data
Vlerick guarantees that your personal data will be processed in an appropriate, correct, and secure manner. We take appropriate technical and organizational measures to protect your personal data against accidental loss or damage and unauthorized access, use, disclosure, alteration, or destruction, and to ensure the confidentiality, security, integrity, and availability of personal data.
We will not retain your personal data longer than necessary for the purposes for which we collected it, as outlined in the table above (point 3). When we no longer need your personal data, we will delete, destroy, or anonymize it in a secure manner.
For more information, you can always contact gdpr@vlerick.com.
7. Your Rights Regarding Your Personal Data
In accordance with the Applicable Privacy Legislation, you can exercise the following rights (if and to the extent applicable):
- Information about processing: You have the right to know why, how, and by whom your personal data is being processed (which is also the purpose of this policy).
- Access to personal data: If you would like to receive a copy of the personal data we hold about you, we will gladly provide it to you, subject to relevant legal provisions and exceptions, including the implementation of our identity verification procedures. Before providing you with the data, we will ask you to prove your identity and provide sufficient information about your interaction with us so that we can locate the relevant data.
- Request for correction: You have the right to correct or amend your personal data if it is incorrect or needs to be updated.
- Request for deletion: You have the right to request the deletion of your personal data. However, this is not always possible due to legal requirements and other obligations.
- Object to processing or withdraw consent: If you object to the processing of your personal data, or if you have given consent for processing and later wish to withdraw it, we will respect your choice in accordance with our legal obligations. This does not affect the lawfulness of processing carried out before you withdrew your consent. If you withdraw your consent, we may no longer be able to provide certain services to you. Regarding marketing preferences: You can choose to stop receiving email marketing by using the unsubscribe link in the emails you receive from us, or manage your subscription preferences. Also, refer to the information on managing cookies found in our cookie policy.
- Restriction of processing: You can ask us to suspend the processing of your personal data if you want us to verify the accuracy of the information; if our use of the information is unlawful but you do not want us to delete it; if we no longer need the information, but you want us to keep it so you can establish, exercise, or defend a legal claim; and if you have objected to our use of your data, but we need to verify whether our legitimate grounds for using it override yours.
- Request data portability: We will provide your personal data in a structured, commonly used, and machine-readable format to you, or to third parties chosen by you. Note that this right only applies to automated information for which you initially gave us consent to process or where we used the information to perform a contract with you.
- Automated decision-making: We will always ensure that any decision that significantly affects you will involve human intervention. Therefore, this right does not apply to our processing activities.
- File a complaint: If you are not satisfied with how Vlerick Business School manages your personal data, you have the right to file a complaint with the Belgian Data Protection Authority. Their contact details can be found on the Data Protection Authority's website (link: https://www.gegevensbeschermingsautoriteit.be/burger). If your personal data is or has been used in a way that you believe does not comply with data protection regulations, we ask you to contact us directly before filing a complaint so that we can try to address your concern or resolve any issues.
If you have any questions regarding your personal data or wish to exercise any of the above-mentioned rights, please contact our DPO (gdpr@vlerick.com) or Data Knowledge Centre (database@vlerick.com). In principle, we will always respond to your request within 1 month of receipt; in exceptional circumstances, this may be extended, but we will contact you.
8. Changes to this Privacy Policy
Vlerick Business School may change this Privacy Policy at any time to comply with business, legal, or technical developments. The most recent version of our Privacy Policy is always available and accessible on our website.
9. How to Contact Us
Questions regarding this Privacy Policy can be directed to our DPO (Data Protection Officer) via this email address: gdpr@vlerick.com.
If you wish to exercise any of your rights regarding your personal data, you can do so via this email address: database@vlerick.com.
Last updated: 08 April 2025