Privacy notice

University of Liège

Information notice on the use of personal data by the Smart City Institute

Version 1.1 of March 22, 2022

Data controller 

Processing of personal data by the SCI

1. Annual creation of a survey (“barometer”)

• Processed data: name, first name, e-mail address, IP address, current job.
• Purposes: sending a quantitative questionnaire to all Walloon municipalities in order to carry out statistical analyses, scientific productions and popularization tools. 
• Legal basis: consent (RGPD, art. 6-1, a.).
• Retention period: until withdrawal of consent.
• External recipients: HEC consulting Group (subcontractor involved in the realization of the study).

2. Realization of statistics of the downloads of the Practical Guide and the Barometer

• Processed data: name, first name, e-mail address, personal details, personal identification data, current job.
• Purposes: statistical analysis; optional subscription to a newsletter.
• Legal basis: legitimate interest (GDPR, art. 6-1, f.), consent (GDPR, art. 6-1, a.) for newsletter subscription.
• Retention period: 2 years, except for the subscription to the newsletter for which the data are processed until the withdrawal of consent.
• External recipients: -

3. Management of the database of contacts (Newsletters / information / telephone calls / DB postal addresses for various mailings)

• Processed data: name, surname, e-mail address, postal address, personal identification data, current job, sector of activity (academic, private, public, municipal administrations).
• Purposes: this database gathers the contact data of people with responsibilities within the communes and of people interested in the activities of the SCI (events, workshops, publications, realization of surveys, results of surveys...), to whom information about these activities is regularly sent.
• Legal basis: consent (RGPD, art. 6-1, a.).
• Retention period: until withdrawal of consent.
• External recipients: Mailchimp.

4. Management of participants to events and trainings

• Processed data: name, first name, e-mail address, postal address, telephone number, date of birth, personal details, current job, professional experience, training courses, photo, interests, training interests; self-evaluation of knowledge before training).
• Purposes: Management of registrations for events and trainings; optional subscription to the newsletter; realization of statistics, realization of a booklet to present the participants
• Legal basis: contractual execution (RGPD, art. 6-1, b.), consent (RGPD, art. 6-1, a.) for the subscription to the newsletter.
• Retention period: 18 months after the event or training.
• External recipients: HEC Executive School (only with regard to the continuing education in Smart Cities Management)

Rights of the data subject

• to obtain, free of charge, a copy of the personal data concerning her/him and, where appropriate, any available information on their purpose, origin and destination;
• to obtain, free of charge, the rectification of any inaccurate personal data concerning her/him and to obtain that incomplete data be completed;
• to obtain, subject to the conditions laid down by the regulations and free of charge, the deletion of personal data concerning her/him;
• to obtain, subject to the conditions provided for by the regulations and free of charge, the limitation of the processing of personal data concerning her/him;
• to obtain, free of charge, the portability of the personal data concerning her/him and that he/she has provided to the University, meaning to receive, free of charge, the data in a commonly used structured format, provided that the processing is based on consent or on a contract and that it is carried out using automated processes;
• to object, subject to the conditions provided for by the regulations and free of charge, for reasons relating to her/his particular situation, to the processing of personal data concerning her/him;
• to withdraw her/his consent, without any justification being necessary;
• to lodge a complaint with the Data Protection Authority (https://www.dataprotectionauthority.be, contact@apd-gba.be).

Contacts