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Privacy Policy

The European Conference of Transport Research Institutes (ECTRI) , as WP Dissemination leader and responsible for the content of the BE OPEN website, respects your online privacy and handles your personal data with care. We are responsible for the use of the personal information that we collect to carry out our activities and take all measures within our power to ensure the safety of that use of personal data. The personal data are processed in accordance with the Regulation (EU) 2016/679, the General Data Protection Regulation (GDPR). 

When you register for certain services, we will ask you to provide personal information. When you sign up to stay informed about our activities, or when you send us your resume, you agree that ECTRI collects and registers the personal information that you transfer. If you are an employee or volunteer of one of our member organisations, based on our terms of reference we have a legitimate interest to retain your data to carry out our activities, unless otherwise indicated by you (see Article 5: Your rights).

This “Privacy Policy” regulates the processing of your personal data by the controller: ECTRI, with registered premises at Rue du Trône 98, 1050 Brussels, Belgium, and recorded in the Crossroads Bank for Enterprises under the number <831 370 370>. 

Please read through this Privacy Policy carefully, since it contains your rights vis-à-vis ECTRI. It maybe reworked or updated from time to time.

Article 1 
Personal data that you communicate to us

1.1. During a visit to this Website:

  • IP address
  • Authentication and tracking cookies – see our Cookies Policy.

1.2. When contacting us through this Website’s contact form:

  • e-mail address
  • First name
  • Last Name
  • Query

1.3. When registering for the BE OPEN partners’ area (Freedcamp):

  • e-mail address
  • First name
  • Last Name
  • Organisation
  • Position/Job title

1.4. When registering for our newsletters:

  • e-mail address
  • Tracking data (subscriptions, bounces, opens, clicks, geographic location) 

1.5. When registering to the events:

  • e-mail address
  • First name
  • Last Name
  • Organisation
  • Position/Job title

Article 2
Personal data that we collect indirectly

2.1. Public data of the principal, customer, or some other business relation.

ECTRI sometimes processes public data, e.g.  data that are subject to a publication duty, such as the publication of your appointment as director of an organisation, or data that you made public yourself, such as information posted on your website, or data that are generally known in your region or that have appeared in the press.

Article 3
Purposes of the processing

3.1. General purposes 

ECTRI will use the gathered personal data exclusively for the following purposes:

  • IP address (see article 1.1): to look after and improve this Website by including Personal Data in anonymous statistics, from which the identity of specific persons or companies cannot be discovered, with as legal basis the legitimate interests of ECTRI in continuously improving its Website and provision of services.
  • Name, e-mail address, query (see article 1.2) when contacting us through this Website’s contact form: with a view to managing your query, to be able to provide the requested information or services. Data processing though the Website’s contact form is based on our legitimate interests of getting into touch with interested users and providing further information about the project.
  • Name, e-mail address, position, organisation, mailing preferences, login data (see articles 1.3 and 1.4) when registering on the Partners’ area and for our newsletters: with a view to managing your account on this platform, to be able to provide the requested information or services. With as legal basis the execution of an agreement that was requested by you, and, if indicated by you, also the sending of newsletters, with as legal basis your prior explicit consent. 
  • Photos and videos  to be used for our internal and external communications, with as legal basis your prior explicit consent. 
  • Name, e-mail address, organisation, job title (see article 1.5): in order to be able to provide the requested services, with as legal basis the legitimate interest to carry out our activities as described in our terms of reference.

You are not obliged to release your personal data, but you do understand that the granting of certain services becomes impossible if you refuse the processing.

3.2. Newsletters and Emails

The personal data will also be used for direct marketing (sending content promoting directly or indirectly our activities).

If you are already included in our mailing list for receiving informative material in electronic form, ECTRI can use your data to send content relating to BE OPEN project and its activities.

This consent can be withdrawn at any time – free of charge and without any obligation for a justification, either via email: beopenprojecteu@gmail.com, or by post to: ECTRI, Rue du Trône 98, 1050 Brussels, Belgium – subject to including a copy of an official form of identification.

3.3. Transfer to third parties 

ECTRI will never pass on your personal data to third parties, with the exception of BE OPEN partners supporting us and technical service providers who handle technical support in so far as this is necessary for the technical provision of services and/or if they are obliged to do so on the basis of a statutory provision or a judicial ruling. The data transfer is based on our legitimate interest of efficiently organising and allocating our tasks and duties.

Furthermore, we use the following instruction-bound processors:

ECTRI will not sell your personal data, rent them out, share them or otherwise make them commercially available to third parties.

3.4. Legal requirements

In rare cases, it is possible that ECTRI is obliged to reveal your personal data subject to a court order or in order to comply with other compelling laws or regulations. ECTRI shall make reasonable attempts to inform you in advance about this, unless it is subject to legal restrictions.

Article 4
Duration of the processing

The personal data are kept and processed by us for a period that is necessary as a function of the purposes of the processing as described in article 3, and as a function of the contractual relationship between ECTRI and you:

  • IP address and and tracking cookies: up to 6 months after the project end (December 31, 2021).
  • E-mail address, name, query: for the duration of the requested delivery of services.
  • E-mail address, name, organisation, position, login data: for the duration of the requested delivery of services.
  • Name, e-mail address, organisation, job title: for the duration of the requested delivery of services. 

The aforementioned personal data are in any case kept in accordance with prescription periods that oblige us to maintain your personal data for a longer period, e.g. in order to defend ourselves against an action at law.

Article 5
Your rights

5.1. Your Rights

ECTRI is committed to ensuring fair and transparent data processing. You can always contact ECTRI in case of questions about the data subject rights and are free to exercise your data subject rights where the respective legal requirements are satisfied:

  • Right to information, Art 15 GDPR
  • Right to rectification, Art 16 GDPR
  • Right to deletion (right to be forgotten), Art 17 GDPR
  • Right to restrict processing, Art 18 GDPR
  • Right to data portability, Art 20 GDPR
  • Right to withdraw your consent, Art 7 Para 3 GDPR

Furthermore, you have the right to object to processing of your personal data on basis of our legitimate interests on grounds relating to your particular situation, Art 21 GDPR.

5.2. Exercising your rights

You can exercise your rights by contacting us either via email: beopenprojecteu@gmail.com, or by post to: ECTRI, Rue du Trône 98, 1050 Brussels, Belgium. Please provide information allowing us to identify you. This can be your name, organisation, e-mail address and postal address. If you send us a copy of your official form of identification, please black out all other information apart from your first and last name and address.

5.3. Automatic decisions and profiling

The processing of your Personal Data does not include any profiling, nor will you be subject by us to automated decisions.

5.4. Right to file a complaint

You have the right to file a complaint with the Belgian Privacy Commission: Commission for the Protection of Privacy, Rue de la Presse 35, 1000 Brussels, Tel +32 (0)2 274 48 00, Fax +32 (0)2 274 48 35, e-mail: commission@privacycommission.be.