Heads of University Management & Administration Network in Europe

Privacy Notice

This privacy notice is provided to inform about how and why your personal data is used so that we can be transparent and to ensure that you are aware of your rights under data protection legislation. This privacy notice explains how Humane asbl uses the personal information we collect from you, either through using our website, or in any other way, electronically, verbally or in writing.

Data controller

HUMANE asbl is a data controller, because we make decisions about what data we collect and how it is used and with whom it is shared with. We can be contacted at [email protected] or telephone number +32 493 50 18 35.

The purpose for processing your data and our lawful basis

We process your personal data so we can engage with you to offer and provide our membership and event services to you. We also collect data in relation to your communications and interaction with us. This can include emails, text messaging, postal service delivery, social media posting or any other form of communication.

So that we can enrol you as a member of Humane asbl we will process your full name, job title, institution email, institution physical address and telephone number. The lawful basis we use for this is Article 6.1.f GDPR (Legitimate Interest). The legitimate interest we pursue is to grow our organisation through expanding and retaining our membership base.

If you fail to provide the information required, we will be unable to provide the agreed services to you.

For event delegates, we will process your full name, job title, email address, institution name and telephone number. We will also process any dietary requests and travel details. The lawful basis we use for this is Article 6.1.f GDPR (Legitimate Interest). The legitimate interest we pursue is to provide opportunities for members and guests to engage with each other at conferences.

During our events, we may take photographs for publicity purposes. Our lawful basis for doing this is Article 6.1.f (Legitimate Interest). We ask that if you do not wish your image to be taken, then please let the photographer know.

You have the right to object to legitimate interest processing and you can do so by contacting us using the information provided above.

HUMANE asbl processes your personal data for the purposes of sending you marketing emails to keep you informed of events and provide other information we believe will be of interest to you. If you request a copy of a report from our website, we will ask your consent (Article 6.1.a GDPR) to receive further marketing material. If you attend one of our events or residential schools you will be added to our mailing list and provided with an opportunity to opt out with every email.

We collect data through our website analytics some of which may identify you, such as an IP address. The lawful basis for doing this is Consent (Article 6.1.a). Our Cookie Notice details the cookies we use and you can manage your preferences through our cookie consent platform. You have the right to withdraw consent at any time

Data recipients and data transfers

As a general principle, we will not transfer your personal data to other recipients without your permission. There are some exceptions to this:

It is possible that we might be obliged to disclose personal information in response to a court order or other lawful obligation.

We will share limited personal data with our external accountants as well as other service providers which support the organisation.
We may share your data as part of a sale, transfer, or merge part of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.

We use the services of other organisations in the processing your data. We use cloud-based email and document storage, customer relationship management, marketing and video conference platforms. Our website processes personal data through web forms.

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the GPDR. This ensures that your data is handled in accordance with the GPDR.

We transfer personal data outside of the EEA to the USA. The USA does not offer the same protection for personal data as the GDPR and so we utilise a data processing agreement with EU standard contractual clauses in place.

Retention policy

The data we collect directly from you is the minimum we require to facilitate the lawful processing described above and is held only for as long as it is required for the purposes that we collected it for, or where there is a legitimate interest reason for HUMANE asbl to retain it. Personal data placed on our system will be retained in accordance with legal obligations or in compliance with our organisation’s retention schedule.

Personal data processed for the purposes of membership is deleted once membership has expired. Personal data processed for the purposes of contacting the Alumni is retained for as long as HUMANE asbl has a legitimate interest, or where the subscriber opts out of communications

Automated decision making

HUMANE asbl does not use automated decision making to process personal data.

Your rights as a data subject

The regulations provide a number of rights to you as the Data Subject. HUMANE asbl is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in Belgium is the Autorité de protection des données.

  • The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is processed. This privacy policy sets out that information
  • Right of Access – you have the right to know what personal information is held, by whom and why.
  • The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.
  • Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.
  • Right to Restrict Processing –  If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until accuracy is verified.
  • Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and secure way.
  • Right to Object – You have the right to object to profiling and direct marketing
  • You also have rights in relation to automated decision making.

You also have the right to lodge a complaint with the Belgium supervisory body, the Autorité de protection des données. They can be contacted at:

Gegevensbeschermingsautoriteit
Rue de la presse 35, 1000 Brussels

Tel: +32 (0)2 274 48 00 Fax: +32 (0)2 274 48 35
Email:    [email protected]

Changes to our privacy policy

We keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in May 2023.

How to contact us

You can write to us at this address:
HUMANE asbl
100 Rue Thédore de Cuyper
1200 Brussels, Belgium

You can telephone us on this number:
+32 493 50 18 35

You can email us by using this link: here