At Transport & Mobility Leuven, we are committed to protecting and respecting your privacy and to complying with the General Data Protection Regulation (GDPR) and other legislation applicable. Please find below our privacy policy.
1 When and for which purposes are we collecting and processing data?
Transport & Mobility Leuven NV (TML) is an independent research company and, as such, is continuously working on a diversity of projects. As a consequence, we are processing a variety of data on a regular basis. On the one hand, we process data in a more generic way, in order to ensure and support the general functioning of the company. These include, amongst others, our customers and suppliers management, as well as our communications and marketing activities, which are primarily focused towards a transparent dissemination of information towards our various stakeholders.
On the other hand, we also carry out more specific, project-related data collection, which varies depending on the nature and purpose of the project. Both categories are being explained in more detail in the sections below.
2 Which data are we collecting and processing?
2.1 Data being collected and processed for TML’s general management and marketing and communication purposes.
2.1.1 Contact list of our customers and suppliers for the usual client and suppliers management
We collect and process personal data from our suppliers (including subcontractors and persons associated with our suppliers and subcontractors) in order to receive or provide services to our customers. These are mainly business card data.
2.1.2 Website
2.1.2.1 Use of ‘cookies’*
While you are visiting our website www.tmleuven.be, it is possible that ‘cookies’ are being installed on your computer’s hard drive. A cookie is a text file that is being installed in the browser of your computer or mobile device by the server of a website at the moment you are visiting that website. Cookies can’t be used for people identification; a cookie is only able to identify a certain IP-address and accompanying PC.
More detailed information about the type of cookies our website uses, and how to change your cookie preferences, can be found at the bottom of this page under the separate heading '*The use of cookies'.
2.1.2.2 Google analytics
This website uses Google Analytics, a web analysis service that is being offered by door Google Inc. (‘Google’). Google Analytics makes use of ‘cookies’ to help the website analysing how users make use of the site. The information on your use of the website (including your IP address), that is being generated by the cookie, is being transferred to Google and being stored by Google to servers in the United States. Google uses this information to keep track of how you are using the website, to generate reports on the website activities for website operators, and to offer other services regarding website activity and internet usage. Google is allowed to transfer this information to third parties if Google is legally obliged to do so, or if third parties process this information on behalf of Google. Google will not combine your IP address with other data possessed by Google. You can refuse the use of cookies by choosing the appropriate settings in your browser. Possibly you won’t be able to use this website in the best possible way. By using this website, you automatically give permission to let Google process the information, in the manner previously described and for the purposes previously indicated. For more information on Google Analytics, please consult the Google website:
https://www.google.com/analytics/terms/gb.html
More detailed information about this type of cookies used by our website, and how to change your cookie preferences, can be found at the bottom of this page under the separate heading '*The use of cookies'.
2.1.2.3 Subscriber list newsletter
In order to keep you informed on our projects, we send an electronic newsletter to our subscriber list a few times a year. To this end, your email address and language preference will, after your explicit consent, be stored in our files on our server. Should you wish to do so, you can unsubscribe to the newsletter at any time. In that case, your e-mail address will be put on hold for newsletter purposes, but your e-mail address will remain passive in our database so that we will not write to you in the future asking you if you wish to receive the newsletter.
2.2 Data being collected and/or processed in the context of specific projects
Specific projects may require the processing of data containing personally sensitive information. If the data from the study is gathered directly from the participant, the participant will be informed at the start of the study, explaining which data will be collected, for which purpose and on what basis, for how long, and whether the data will be shared with third parties. At the start of such a project, a specific privacy clause or processor agreement will be drawn up and a note will be created in the data register managed by TML, which is coordinated by the internal GDPR manager. In that case, the people concerned will always be informed carefully so that they can give their consent or not.
Previously collected data may also be further processed within the framework of scientific research on the basis of the GDPR. Wherever possible, the persons whose data are being processed will again be informed individually about what data is involved, for which purpose and on which basis, for how long, and whether the data will be shared with third parties. Otherwise, the relevant information will be made publicly available. The same applies if data previously collected is obtained via a third party.
2.3 Employee data
These data are being processed as part of personnel management. It concerns personal data as prescribed by laws, regulations and instructions on regional, federal and international level, regarding labour law, social security, or fiscal law, including collective and individual agreements and work regulations. This concerns the administration of wages, allowances and commissions.
3 How do we collect and process data?
We collect data directly or indirectly.
We collect data directly from the people concerned: for example through e-mail or via our website (cf. point 2), for informative or research purposes. In such cases, the people concerned are always being informed on the purpose and the way in which their data are being collected; either via e-mail, via a notification on the newsletter/survey, or on demand.
In some cases, we collect data indirectly, via partners: for some projects, it is possible that we request data via our project partners or subcontractors. In such cases, a data processing agreement or specific clause is being drafted, in order to ensure the privacy of the people concerned.
4 What are the principles for the processing of data?
The processing of data is always being done in the context of legitimate interest. The purpose of the data processing is always being communicated to the people concerned and is being noted within the data processing register.
5 Are the data being supplied to third parties?
In some cases it may be necessary to supply data to third parties; but only in cases of legitimate interest and for specific purposes.
In such cases, a separate agreement is being drafted, in order to ensure your privacy. This so-called ‘processing agreement’ establishes the goal of the data processing, the confidentiality and the security of the data. This applies, for instance, to our website partner, who ensures the technical management of our website and therefore has access to data being collected through our site – for example to manage the newsletter. Likewise, we also have a processing agreement with our payroll administrator.
6 How are the data being secured?
a) The data that are being collected within the framework of the newsletter/website/social media are being stored in a data file on the server of TML, which is only accessible by its own employees. Next to that, the data are also being stored on the server of our website partner, with whom TML has a processing agreement to ensure the compliancy to TML’s data privacy policy.
b) If TML collects and/or processes data as part of specific projects, the framework is always being registered by means of a clause or agreement. In case of a questionnaire or stakeholders survey, the people concerned will always being informed on the goal of the survey, the way in which the data are being stored and secured, and their rights. The data collected in this context is stored in a separate password-protected folder, which can only be accessed by employees directly involved in this project.
c) Personnel data is stored in a database on the TML server, which can only be accessed by those employees who are competent for personnel administration and management. In addition, the data necessary for payroll administration and insurance are shared with our social secretariat and insurance office, for which a processing agreement has been drawn up.
7 Your rights
A privacy controller assigned by TML ensures the compliance with our privacy policy.
Should you have any questions regarding the storage or processing of your personal data, or would like to get access to your data, change your data, or have your data removed, please contact our GDPR contact person via our special emailaddress:
privacy@tmleuven.be, or send your request by regular mail to: Transport & Mobility Leuven, to the attention of the GDPR responsible, Dieststesteenweg, 57, 3010 Leuven.
Your request will be handled within 1 month. If requests are complicated, this can be extended by 2 months, as provided by law.
In case you haven’t received any answer within the legal time frame, you are entitled to file a complaint at the Belgian data protection authority (
https://www.gegevensbeschermingsautoriteit.be/algemene-verordening-gegevensbescherming).
