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Hydrogen HiveMinds
Privacy Notice

This privacy notice explains how Ghent University (UGent) and Kreativdistrikt S.r.l. (KDKT) process your data when you participate in the Hydrogen Hiveminds Ideathon (the Event). Please also see the event terms and conditions.

 

  1. Who is responsible for data processing?

Ghent University (UGent) is the data controller with respect to the processing of personal data in relation to the Event. This means UGent has decision-making authority concerning how your data is used. Processing of your personal data is governed by the applicable European and Belgian data protection regulations, including GDPR.

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UGent Contact for Data Protection Questions:

 

Kreativdistrikt S.r.l. (“KDKT”), A company based in Italy has developed the online Challenge platform. About the processing of personal data within the framework of the Challenge, KDKT is the “data processor”, which means it processes personal data on behalf of Ghent University. You can find the KDKT privacy policy here.

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2. What data do we process and for what purpose?

We process personal data that we receive from you in connection with your participation in the Event.

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a) Participant administration

  • Name, surname, and email address to manage registration and participation.

  • If you participate as a mentor or jury member, we also collect your professional position and, optionally, a photograph.

  • Jury members will complete a declaration of interest regarding potential conflicts with participants. If applicable, additional information will be requested solely to assess eligibility.

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b) Publication in participant lists

  • Participant lists (including mentors and jury) will contain name, surname, and email address.

  • If you prefer not to appear, please contact info@kreativdistrikt.com. 

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c) Publication on the Event website

  • Mentors' and jury members’ names, surnames, positions, and photographs may be published on the Event website.

  • If you do not wish certain information to be published, please contact info@kreativdistrikt.com. 

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d) Communication via email

  • Post-event, your email may be used to provide information about related events or opportunities.

  • You may opt out at any time by contacting info@kreativdistrikt.com. 

 

3. What is the legal basis for our processing of your data?

We process your personal data based on your consent and for the legitimate purpose of organising the Hydrogen Hiveminds Ideathon.

 

4. Who has access to your data?

Only UGent and KDKT staff responsible for Event organisation and administration have access.

Participant lists will be shared with prospective judges to manage declarations of interest.

Information published on the Event website will be accessible worldwide unless you request otherwise.

 

5. How do we store your personal data? 

Your personal data will be stored securely on UGent and KDKT servers.

We have implemented appropriate technical and organisational measures to prevent accidental loss, unauthorised access, or disclosure, including encryption, access restrictions, and secure backups.

 

6. How long will your data be stored?

Data will be retained for the duration of Event preparation, execution, and follow-up.
 

After the Event, personal data will be deleted, except contact details retained for future relevant communications.

 

7. What are your data protection rights?

 

You have the right to:

  • Access your personal data held by UGent/KDKT.

  • Request correction of incomplete or inaccurate data.

  • Request deletion of data where no legitimate reason exists to retain it.

  • Object to specific processing activities.

  • Withdraw consent at any time (processing will stop, except for data already used or disclosed).

 

8. Contacts

If you wish to exercise the above rights or have any queries, concerns, or requests in connection with the way your data is collected and used, please contact Kreativdistrikt by: 

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