Privacy Policy

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This privacy policy (“Privacy Policy”) governs the processing of your personal data as part of your use via the website (www.SciVenia.com) or the app of TechVenia ’s online platform SciVenia (the “Platform” or “App”), and its associated services (hereinafter together referred to as “Services”). By downloading the App and using the Services, you acknowledge that you have read this Privacy Policy carefully and that you agree with it without reservation.

Please note that as part of the Services, especially those provided via the website, TechVenia uses so-called cookies. Cookies are small text files that are stored on a device’s hard drive and contain certain information and sometimes personal data. For more information on the way TechVenia uses cookies, refer to the section on cookies below.

1. What TechVenia processes

1.1. During the registration process and when using the Services, TechVenia collects personal data pertaining to you. Such personal data include:

In principle TechVenia obtains the above mentioned personal data directly from you. If, however, you choose to register via a social media account (e.g. Facebook or Google Plus), these data will be collected from your social media profile. TechVenia advises that you consult the privacy policy of your social media service provider to ascertain what data is processed by your social media service provider when you use the social media login feature. Indeed, it may happen that social networks collect information of apps and/or services which you use with your social media login. TechVenia will not send any of the personal data you provide via the App to social media service providers unless you consent to it.

1.2. For processing your personal data under the conditions outlined in this Privacy Policy, TechVenia as the responsible party requires your consent. TechVenia therefore asks specifically for consent with its processing of your personal data at the end of the registration process. By consenting to the processing of your personal data, you also accept this Privacy Policy. You acknowledge that your consent for processing is freely given and pertains specifically to the processing activities listed in the Privacy Policy, which you have read and understood.

2. Why TechVenia processes

2.1. TechVenia first and foremost processes your personal details to provide you the Services. TechVenia needs to process the details mentioned under clause 1.1 in order to provide an only space where Organisers and scientists may encounter each other in order to identify events for collaboration.

2.2. TechVenia processes some of your information to be able to personalize your experience, based on what type of events you are interested in, what instruments you play an where you are located.

2.3. TechVenia also processes some of your information or photo’s to provide you with relevant commercial messages from other organizations, or to promote the Platform or App. Note, however, that TechVenia never transfers your information to these organizations in a way that allows them to identify you.

2.4. TechVenia processes your personal data to perform statistical analyses so that it may improve its Services.

2.5. TechVenia uses your personal information to inform you of updates, initiatives, events or promotions from TechVenia or its selected partners.

2.6. Your personal data may be transferred to the police or the judicial authorities as evidence or if there are justified suspicions of an unlawful act or crime committed by you through your registration with or use of the Services.

2.7. TechVenia may process your personal data for informing any third party in the context of a possible merger with, acquisition from/by or demerger by that third party, even if that third party is located outside the EU.

2.8. TechVenia may also process your personal data for the preservation of the legitimate interests of TechVenia , its partners or a third party if and when your registration with or use of the Services can be considered (a) a violation of the Terms or the intellectual property rights or any other right of a third party, (b) a threat to the security or integrity of the Services, (c) a danger to the App or any of TechVenia ’s or its subcontractors’ underlying systems due to viruses, Trojan horses, spyware, malware or any other form of malicious code, or (d) in any way hateful, obscene, discriminating, racist, slanderous, spiteful, hurtful or in some other way inappropriate or illegal.

3. To whom TechVenia sends

3.1. TechVenia does not send your personal data in an identifiable manner to any third party without your explicit permission to do so.

3.2. TechVenia relies on third party processors to provide you the Services. These third party processors are only allowed to process your personal data on behalf of TechVenia upon explicit written instruction of TechVenia . TechVenia warrants that all third party processors are selected with due care and are obliged to observe the safety and integrity of your personal data.

3.3. TechVenia may send anonymized and/or aggregated data to other organizations that may use those data for improving products and services as well as tailor the marketing, displaying and selling of those goods and services.

4. Where TechVenia processes

4.1. TechVenia and its third party processors will only process your identifiable personal data in the EEA.

4.2. TechVenia may transfer anonymized and/or aggregated data to organizations outside of the EEA. Should such transfer take place, TechVenia will ensure that there are safeguards in place to ensure the safety and integrity of your data as well as all rights with respect to personal data you might enjoy under applicable mandatory law.

5. How TechVenia processes

5.1. TechVenia does its utmost best to process only those personal data which are necessary to achieve the purposes listed under article 2.

5.2. Your personal data are only processed for as long as needed to achieve the purposes listed under article 2 of this Privacy Policy or up until such time where you withdraw your consent for processing them. Note that withdrawal of consent may imply that you can no longer you the whole or part of the Services. TechVenia will delete your personal data if you delete/close your profile, unless a legal or regulatory obligation or a judicial or administrative order prevents TechVenia to do so.

5.3. TechVenia will take the appropriate technical and organizational measures to keep your personal data safe from unauthorized access or theft as well as accidental loss, tampering or destruction. Access by personnel of TechVenia or its third party processors will only be on a need-to-know basis and subject to strict confidentiality obligations. You understand, however, that safety and security are best efforts obligations only which can never be guaranteed.

6. Your rights

6.1. You have the right to request access to all personal data processed by TechVenia pertaining to you. Subsequent requests for access addressed to TechVenia that are manifestly submitted for causing nuisance or harm to TechVenia , will not be dealt with.

6.2. You have the right to ask that any personal data pertaining to you that are inaccurate, are corrected free of charge. In any case you can correct a lot of these data yourself via your profile. If a request for correction is submitted, such request shall be accompanied of proof of the flawed nature of the data for which correction is asked.

6.3. You have the right to withdraw your earlier given consent for processing your personal data, in which case clause 5.2 will apply.

6.4. You have the right to request that personal data pertaining to you be deleted if they are no longer required in light of the purposes outlined in article 2 or if you withdraw your consent for processing them. However, you need to keep in mind that a request for deletion will be evaluated by TechVenia against legal or regulatory obligations or administrative or judicial orders which may contradict such deletion.

Instead of deletion you can also ask that TechVenia limits the processing of your personal data if and when (a) you contest the accuracy of that data, (b) the processing is illegitimate or (c) the data are no longer needed for the purposes listed under article 2 but you need them to defend yourself in judicial proceedings.

6.5. You have the right to oppose the processing of personal data if you are able to proof that there are serious and justified reasons connected with his particular circumstances that warrant such opposition. However, if the intended processing qualifies as direct marketing, you have the right to oppose such processing free of charge and without justification.

6.6. If you wish to submit a request to exercise one or more of the rights listed above, you can send an e-mail to support@techvenia.com or you could use the contact form. Such request should clearly state which right you wish to exercise and the reasons for it if such is required. It should also be dated and signed, and accompanied by a digitally scanned copy of your valid identity card proving your identity. If you use the contact form, TechVenia may ask you for your signed confirmation and proof of identity.

6.7. TechVenia will promptly inform you of having received this request. If the request proves valid, TechVenia shall honour it as soon as reasonably possible and at the latest thirty (30) days after having received the request.

6.8. If you have any complaint regarding the processing of your personal data by TechVenia , you may always contact TechVenia via the e-mail address listed in clause 6.6. If you remain unsatisfied with TechVenia ’s response, you are free to file a complaint with the competent data protection authority, i.e. the Belgian Privacycommission. For more information, visit http://www.privacycommission.be.

7. Cookies

7.1. You can avoid cookies being placed by configuring your browser as such. Guidelines as to how to do this can be found here:

However, not allowing cookies when visiting the website may cause certain or all features of the website to stop working properly.

7.2. When you visit TechVenia ’s website, TechVenia places first party cookie PHPSESSID which manages your user profile information on PHP technology. It is a functionality cookie which enables TechVenia to provide you with a more personalized experience. The cookie is essential for our website to recognize you when you return to our website.

7.3. When you visit TechVenia ’s website, TechVenia places a number of third party cookies, particularly cookies from Google’s Google Analytics service. These cookies help TechVenia gain insight in how visitors use its website by gathering statistical data.

The Google Analytics cookies used are:

Specific information on what each of these cookies do and how long they remain on your computer, can be found here: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage#gajs.

TechVenia also uses the Hotjar cookies. Specific information on what each of these cookies do and how long they remain on your computer, can be found here: https://www.hotjar.com/cookies . More information about disabling the Hotjar service can be found here: https://www.hotjar.com/opt-out

7.4. You may at all times withdraw your consent with TechVenia ’s use of cookies. To exercise this right, it suffices to delete the cookies which have been placed on your device. To do so, you are kindly asked to refer to the appropriate instructions of your browser manufacturer, as listed above.