Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, and protect your personal data when you use our website and services.

We are committed to protecting your privacy and handling your data in accordance with applicable data protection laws, including the UK GDPR.

Data Controller:

VUB (Vrije Universiteit Brussel)

Pleinlaan 2, 1050 Brussels, company number 449.012.406

2. What Data We Collect

We may collect and process the following types of personal data:

a) Information you provide directly

  • Name and email address (e.g. when registering or contacting us)
  • Account information (username, password)
  • Basic demographic information (age, gender, esports experience)
  • Course-related data (progress, quiz results, completion status)
  • Survey responses

b) Automatically collected data

  • IP address
  • Browser type and device information
  • Course-related data (progress, quiz results, completion status)
  • Usage data (pages visited, interactions)

3. How We Use Your Data

We use your personal data to:

  • Provide access to our courses and services (via LearnDash)
  • Respond to enquiries submitted through our contact forms
  • Deliver and analyse surveys (via Qualtrics)
  • Improve our website and user experience
  • Ensure the security and proper functioning of our site

We will not use your data for marketing purposes unless you have explicitly opted in.

Your data may be re-used for the purposes of scientific research in the general interest, in the EU and in countries recognized by the European Commission as providing adequate protection, under the condition that protection measures are taken. In case data is used for research purposes, we will only use anonymised data. Your name or other data that can identify you will never be revealed.

4. Legal Basis for Processing

We process your data under the following legal bases:

  • Contract – to provide access to courses and services you have requested
  • Consent – for surveys, cookies, and optional communications
  • Legitimate interests – to operate and improve our website securely

5. Cookies and Tracking

Our website uses cookies to enhance functionality and user experience.

Some cookies are essential for the operation of the site, while others (such as those related to embedded content) require your consent.

We use a cookie consent tool to manage your preferences.

Embedded content from third parties such as YouTube may set cookies when you interact with it.

For more information, please see our Cookie Policy.

6. Third-Party Services

We use trusted third-party providers to deliver our services, including:

  • LearnDash – for course delivery and user management
  • Qualtrics – for surveys and feedback collection
  • YouTube – for embedded video content

These providers may process your data on our behalf in accordance with their own privacy policies and applicable data protection laws.

7. International Data Transfers

Some of our third-party providers may transfer and process your data outside the United Kingdom or European Economic Area.

Where this occurs, we ensure appropriate safeguards are in place, such as standard contractual clauses, to protect your personal data.

8. Data Retention

We retain personal data only for as long as necessary:

  • User accounts: for the duration of your account and up to [X] years after inactivity
  • Contact form submissions: up to [X] months
  • Survey responses: up to [X] years or as required for analysis

We may retain data longer where required by law.

9. Your Rights

Under data protection law, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Withdraw consent at any time

You are entitled to withdraw the consent to process your data at any time, without having to justify your request. To exercise your rights, please contact us using the details above.

The exercise of your rights may be limited if this would seriously complicate our research. For example, if you withdraw your consent, we might continue to use the data we had collected before the withdrawal of your consent.

10. Data Security

The storage of your data will offer a high degree of protection, in accordance with the guidelines of VUB (VUB Charter of the Researcher, ICT Security policy). 

We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse.

Your data will be pseudonymised. This means that we will replace data that can directly identify you, such as your name and e-mail address, by codes. A "translation key" will be necessary to convert the codes back to the original data. Only the researchers will have access to this key.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

12. Contact Us

If you have any questions about this Privacy Policy, about how your data is handled, or if you wish to exercise your rights, please contact:

[email protected]

13. Complaints

If you wish to complain about the way we handle your data, you can contact the researchers (cf. above).

 

Or you can file a complaint with the data protection authority:

 

Drukpersstraat 35, 1000 Brussel 

Tel. +32 2 274 48 00 

email: [email protected] 

website: www.dataprotectionauthority.be 


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