Privacy policy

Version 24/02/26

Kunstwerkt vzw attaches great importance to the protection of your personal data and to respecting your privacy. In this privacy statement, we explain which data we collect and how we handle personal data. We make every effort to safeguard your privacy and therefore handle personal data with due care.

Kunstwerkt vzw complies in all cases with applicable laws and regulations, including the General Data Protection Regulation (GDPR). This means that we always:

process personal data in accordance with the purpose for which it was provided; these purposes and the types of personal data concerned are described in this privacy statement;
limit the processing of your personal data to what is strictly necessary for the purposes for which it is processed;
request your explicit consent where required for the processing of your personal data;
have taken appropriate technical and organisational measures to ensure the security of your personal data;
do not disclose personal data to other parties, unless this is necessary for the execution of the purposes for which it was provided;
are aware of your rights regarding your personal data, inform you thereof, and respect these rights.

1. Data controller

Kunstwerkt vzw is responsible for the processing of your personal data. If, after reviewing this privacy statement or more generally, you have any questions or wish to contact us, you may do so using the contact details below:

Kunstwerkt vzw
Nederpolder 2
9000 Ghent
info@kunstwerkt.be
Telephone: +32 09 235 22 75

2. To whom does this privacy statement apply?

This privacy statement applies to all our current and former contacts, participants in activities, individuals who express or have expressed interest in our activities, services or products, customers and prospects, suppliers, (prospective) interns and volunteers, and all other natural persons whose personal data we process in the context of our operations.

3. Why do we process personal data?

Your personal data are processed by Kunstwerkt vzw for the following purposes and legal bases:

to enable you to participate in activities or make use of the services of Kunstwerkt vzw (performance of a contract);
to allow you to create a proﬁle on our platform and share your online portfolio; users may decide themselves which (contact) details are made public (performance of a contract);
to keep you informed about the activities of Kunstwerkt vzw, including newsletters and invitations to our events or activities (legitimate interests or, if required, consent). You can unsubscribe at any time via the unsubscribe link in our emails or by contacting us;
to communicate with you if you have registered for one of our activities or use our services (performance of a contract), and to inform you of other similar activities or services(legitimate interests; you can unsubscribe from these communications at any time – see previous point);
to enable your subscription to Kunstletters or the purchase of exhibition materials (identiﬁcation at the time of ordering) (performance of a contract);
to report to subsidising authorities or to comply with other legal obligations (legal obligation);
other speciﬁc purposes for which separate consent may be requested.

For the above purposes, we may request, store, collect and process the following personal data:

Personal identiﬁcation data: ﬁrst name, last name, address, telephone number, email address, links to online proﬁles (social media) and/or website;
Personal characteristics: date of birth, place of birth, nationality;
Education or training;
Financial details (e.g. bank account number);
Visual material (photos, videos, recordings, etc.).

These data are provided by you through registration forms, input and contact forms on our websites, personal contact, or contact by email or telephone. If you provide us with personal data of third parties, you declare that you have obtained their consent to do so.

We use the collected data exclusively for the purposes for which they were obtained and to maintain anonymous statistics that allow us to map the users of our services (and the target group more broadly). This is done in order to account for our mandate to the Flemish Government.

3. Disclosure of data to third parties – processors

The data you provide to us may be shared with third parties if this is necessary for the execution of the purposes described above.

We use third-party service providers for:

grouping and storing data (in particular Google Drive);
hosting and maintaining the internet environment (web hosting);
IT infrastructure services (including IT networks and servers);
the creation and distribution of newsletters (in particular via Campaign Monitor and Brevo);
registration of data in the CRM system (Salesforce);
payroll and social secretariat services (SD Worx);
accounting services (WinBooks and onFact).

We enter into the necessary agreements with these parties (processors) to ensure the security of your personal data. We never share personal data with third parties - processors with whom we have not concluded a data processing agreement or who are not themselves compliant with the GDPR.

In principle, we do not transfer personal data to parties established outside the European Economic Area. If this does happen, we will ensure that appropriate safeguards are provided in accordance with the GDPR.

4. Disclosure of data to third parties (recipients)

We may share personal data with external parties (recipients) if this is necessary for the execution of the purposes described above. This includes, among others, partners with whom we organise activities (including but not limited to organisers of open calls on the exhibition opportunities platform or structural partners of Kunstwerkt vzw for whom we organise speciﬁc activities), subsidising authorities or public services, external trainers and media.

Appropriate agreements are concluded with these parties to ensure that your personal data are adequately protected and treated conﬁdentially.

At no time do we sell or rent your personal data to third parties. Nor do we ever provide your contact details to third parties for commercial purposes.

Personal data may be shared with other third parties if you have given us your explicit consent. You always have the right to withdraw this consent.

We will not otherwise disclose the data you have provided to other third parties, unless this is legally required or permitted. For example, law enforcement authorities may request (personal) data from us in the context of an investigation. In such cases, we are obliged to cooperate and provide the requested data.

5. Data retention period

Kunstwerkt vzw does not retain personal data longer than necessary for the purpose for which it was provided, or as required by law. As a general rule, personal data are retained for a maximum of ﬁve years after last use.

6. Data security

We have taken appropriate technical and organisational measures to protect your personal data against unlawful access, use, loss or disclosure. These measures include, among others:

all persons who may take cognisance of your data on behalf of Kunstwerkt vzw are bound by conﬁdentiality obligations;
our employees are informed about the importance of personal data protection and follow clear internal guidelines; they receive regular training and awareness-raising regarding their responsibilities;
access to your data is granted only to employees who require such access to perform their duties properly;
the use of username and password policies on all systems;
databases containing your data are secured against unauthorised access by third parties;
regular testing and evaluation of our security measures;
cooperation with IT partner Open Up Media to ensure the protection of data submitted via our websites kunstwerkt.be and atelierinbeeld.be, including regular software updates and checks;
for new projects that may impact your privacy, a thorough analysis is conducted to safeguard your personal data.

7. Your rights regarding your personal data

You have the following rights with respect to the processing of your personal data:

Right of access: You have the right to access the personal data we process about you and to receive a copy of it.
Right of rectification: You may request that any inaccurate or incomplete personal data be corrected or completed.
Right of erasure: You may request that your personal data be deleted when it is no longer necessary for the purposes for which it was collected, or if the processing is unlawful, unless we are legally required to retain it.
Right to restriction of processing: You may request that we temporarily restrict the processing of certain personal data.
Right to object: You may object to the way certain personal data about you is processed. This includes the right to object to the use of your personal data for direct marketing purposes (for example via the unsubscribe options in emails).
Right to data portability: You may request that the personal data you have provided to us be provided to you in a structured, commonly used and machine-readable format, or that we transmit it directly to another data controller, to the extent technically feasible.
Withdrawal of consent: If a processing is based on your consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing prior to withdrawal.

The contact details for exercising your rights are provided at the top of this privacy statement. We may request proof of identity before complying with such requests. For identiﬁcation purposes, we ask that you include a copy of your identity card, preferably with your photograph obscured and clearly marked as a copy. More information about your rights can be found on the website of the Belgian Data Protection Authority: www.gegevensbeschermingsautoriteit.be.

8. Complaints

If you have a complaint regarding the processing of your personal data, you may always contact us directly using the contact details listed above.

You also have the right to lodge a complaint with the Gegevensbeschermingsautoriteit (Belgian Data Protection Authority), the supervisory authority for data protection. Its contact details are:

Gegevensbeschermingsautoriteit (Belgian Data Protection Authority)
Drukpersstraat 35, 1000 Brussels
+32 (0)2 274 48 00
contact@apd-gba.be

9. Amendments to this privacy statement

Kunstwerkt vzw reserves the right to amend this privacy statement. Any changes will be announced on our website. The most recent amendment was made on 24 February 2026. Previous versions of this privacy statement are archived. Please email us if you wish to consult them.

10. Cookies

Our website uses cookies. A cookie is a small ﬁle sent by the website owner to the hard drive of the website visitor and stored there. It records the address of the visited site together with certain information about the visit, enabling us to maintain anonymous statistics.

When you first visit our website, you will be informed about the use of cookies via a cookie banner, where you can set or change your preferences. For cookies that are not strictly necessary, your consent will be requested.

More information about which cookies we use, for what purposes, and how you can manage your preferences can be found in our separate cookie policy, which is available on our website.