Privacy Policy & Data Processing Notice

1. INTRODUCTION

The European Association for eXtended Reality (EuroXR) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with the General Data Protection Regulation (GDPR) and the Belgian Data Protection Act.

By using our website and services, you acknowledge the processing of your data as described in this policy.

2. DATA CONTROLLER

EuroXR Association acts as the Data Controller for the personal data collected through this website and during our association activities.

  • Name: EuroXR Association

  • Registered Address: Rue du Trone 98, 1050 Brussels, Belgium

  • Company Registration: 0833.142.106

  • Email: info@euroxr.org

  • Data Protection Contact: privacy@euroxr.org

3. DATA WE COLLECT

We collect several types of information for various purposes:

  • Identity & Contact Data: Name, surname, professional affiliation/company, country, and email address (primarily collected during membership registration or event sign-ups).

  • Technical & Usage Data: Data on how you interact with our website.

  • Third-Party Data: If you provide information on behalf of someone else (e.g., registering a colleague for a conference), you confirm you have obtained their prior consent to do so.

4. LEGAL BASIS FOR PROCESSING

In accordance with Article 6 of the GDPR, we process your data based on:

  • Performance of a Contract: To manage your membership and provide access to the EuroXR private member area.

  • Legitimate Interests: To improve our website functionality, communicate association updates, and organize events.

  • Consent: For newsletter subscriptions or the use of non-essential cookies.

  • Legal Obligation: To comply with Belgian tax or statutory reporting requirements.

5. HOW WE STORE AND PROTECT YOUR DATA

  • Security: We implement technical and organizational measures such as unique usernames, password protection, and SSL encryption.
    Data is stored on secure servers located within the European Economic Area (EEA).

  • Retention: We only keep your data for as long as necessary.

  • Membership data: Retained for the duration of your membership plus statutory limitation periods.

  • Analytical data: Retained for 12 months according to standard SquareSpace analytics settings.

  • Comments/Forum posts: Retained indefinitely to maintain the integrity of scientific discussions unless deletion is requested.

6. COOKIES

Our website uses cookies to enhance user experience:

  • Necessary Cookies: Required for logging into the private area.

  • Preference Cookies: To remember your language or display settings.

  • Analytics Cookies: We use Google Analytics to monitor traffic. You can opt-out of these via your browser settings.

7. DATA SHARING AND TRANSFERS

EuroXR does not sell your personal data. We may share data with:

  • Service Providers: IT hosting, newsletter platforms (e.g., Mailchimp), or event management tools.

  • Legal Authorities: If required by Belgian law.

  • International Transfers: If data is transferred outside the EEA, we ensure "Standard Contractual Clauses" (SCCs) are in place to maintain a GDPR-equivalent level of protection.

8. YOUR RIGHTS

Under the GDPR, you have the following rights:

  • Access: Request a copy of the data we hold about you.

  • Rectification: Correct inaccurate or incomplete data.

  • Erasure ("Right to be Forgotten"): Request deletion of your data under certain conditions.

  • Restriction: Request that we limit how we use your data.

  • Data Portability: Request your data in a machine-readable format.

  • Object: Object to processing based on legitimate interests or for direct marketing.

To exercise these rights, contact us at info@euroxr.org. We will respond within 30 days.

9. COMPLAINTS

If you believe your data is being handled incorrectly, you have the right to lodge a complaint with the Belgian Data Protection Authority:

  • Gegevensbeschermingsautoriteit (GBA) / Autorité de protection des données (APD)

  • Address: Drukpersstraat 35, 1000 Brussels

  • Website: www.dataprotectionauthority.be

10. CHANGES TO THIS POLICY

We may update this policy from time to time. Changes will be posted on this page with an updated "Last Updated" date.