Future Media Hubs Privacy notice

Version 2 - 2022-11-10

Dear visitor, thank you for your interest in Future Media Hubs!

In this notice we explain as clearly as possible which data we need from you and what we do with the information in the context of Future Media Hubs.

Who is responsible for collecting and using my data?

We are the ‘Vlaamse Radio- en Televisie-omroeporganisatie’ (the Flemish Radio and Television broadcasting corporation) (hereinafter also referred to in short as “(the) VRT”). We are a limited liability company governed by public law, with our registered office at at 1043 Brussels, Auguste Reyerslaan 52, and registered in the Crossroads Bank for Enterprises under company number 0244.142.664. This privacy notice applies to your personal data that we collect and use in the context of Future Media Hubs. We are responsible for the collection and processing of your data.

What does this privacy notice apply to?

This privacy notice applies to the activities of Future Media Hubs, an initiative of VRT in collaboration with RTBF.

The Future Media Hubs is an international network of media organisations that focuses on innovation through collaboration and knowledge sharing. After the Sandbox Hub was established in January 2018 with the goal to connect start-ups and scaleups with other media organisations in Europe, the network has now grown into an international community of media stakeholders that collaborates within different hubs and related focus areas. These hubs vary from supporting intrapreneurship, introducing young digital talent, to collaborating with start-ups, and more.

The main goal of the Future Media Hubs is to foster innovation and accelerate the development of the media industry and their local ecosystems by facilitating partnerships between public as well as commercial media organisations.

All partners share the belief that a broader, international collaboration and a network of like-minded people can grow, support and accelerate brilliant ideas.

The Future Media Hubs currently includes the following hubs:

• SANDBOX HUB: matching start-ups, scaleups and entrepreneurs to media organisations to scale their businesses and introduce new technologies in the media ecosystem
• VIDEO SNACKBAR HUB: exchanging knowledge on new technologies, ideas and workflows to support content creators in future broadcast
• NEXT GENERATION HUB: introducing young talent to grow digital skills within organisations
• GAMING HUB: inspiring broadcasters to enrich storytelling and media experiences with gaming technologies
• This list of hubs is non-exhaustive and may be extended over time.

To build international networks, Future Media Hubs organises events with inspiring speakers and opportunities for you to network, organises workshops and gives you the opportunity to enter into a dialogue with international partners about the focus areas of the Future Media Hubs. Clearly, to make this community and these initiatives a reality, we need your involvement. We therefore ask for your commitment and, as a result, we need to collect some data from you in order for Future Media Hubs to be Future Media Hubs. This privacy notice applies to all initiatives that Future Media Hubs offers.

Why does the VRT collect my data and on what basis?

We process your data for the following purposes:

Future Media Hubs-database account/profile:

A database gives our community a face. In order for you to be included in this database, to make your focus areas known, to add your work, or to track down others and their focus areas, we need a the following data for different purposes:

• First name & Surname:
  User identification
• Email-address:
  We communicate all our information by email

To expand your profile, you can share the following data in our community. We can use it for the following purposes

• Your photo:
  Allows you to identify yourself to other members of the community
• Short bio:
  Allows you to introduce yourself to other members of the community
• Your focus areas:
  Allows you to put the best of yourself in the spotlight and allows visitors of the community to discover your achievements when searching by field.

What others may contact you for:

• Community operation.
  Contact details: phone number, website, Facebook, Instagram, Dribble: Allows other members of the community to connect with you and whatever else you share on those platforms

After you register for the Future Media Hubs account, we may also ask for additional information that can help us provide even more customised services. Should you contact us, for example, if you send us an email with questions, reviews or complaints, if you participate in a Future Media Hubs event or workshop, ... we will also collect the personal data you use.

We collect and use data for the purposes described above on the basis of an agreement that we conclude with you in the context of Future Media Hubs.

Statistical Purposes: We use your data for statistical purposes, to analyse and improve the use and overall operation of our community and services with Future Media Hubs. In addition, the data help us to find out which services and content are interesting and useful for our users. By knowing how you and other media users use our services, we can provide the necessary feedback to our organisation, programme-makers and developers. In this way, we can make Future Media Hubs even better and more relevant for you. We also need your data to be able to report to the Flemish government on the achievement of our objectives as a public broadcasting organisation. These reports are always based on coded data in the form of statistical reports. We take all the actions mentioned in order to be able to fulfil our task as a public broadcasting organisation. So this is of general interest.

Interaction and feedback: We need your data for invitations to events, workshops and similar initiatives with many opportunities for interaction and feedback. In addition, the data shared in your account are necessary for you to interact in our community. For example, you can share comments or opinions, but also upload your photos, videos, concepts, etc. What you have shared with us may be spotted by visitors to our community or…. by the VRT itself. What you have shared with us may be distributed through our online channels.

Newsletter: You can subscribe to our newsletter to stay informed about all kinds of initiatives with respect to our community. If you do not longer want to receive our Future Media Hubs newsletter, you can easily unsubscribe via the unsubscribe link at the bottom of each newsletter in your mailbox.

Customer and Complaint Management: We welcome your opinion and feedback to improve our services every day, and our customer service is here to listen. For this purpose, we collect and use your data on the basis of your consent. For all questions and / or comments, you can contact the customer service at the e-mail address klantendienst@vrt.be.

Detecting and investigating abuse: Of course, we would like to be able to completely trust everyone, but that would be rather naive. Consequently, we use data to prevent and detect abuse on or via our platforms. We do this to avoid illegal practices via Future Media Hubs. This is always done on the basis of a legitimate interest or legal basis to properly carry out our mission as a public broadcasting organisation.

From which sources does the VRT collect my data?

We collect data:

• From you directly, for example when you create a Future Media Hubs account/profile, or when you visit our website, community or one of our events or workshops.
• From social networking sites, if you give us your consent to do so and if the personal settings of your profile on the social networking site concerned allow this.

Are my data at risk with the VRT?

Unfortunately, the exchange of information via the Internet is never completely secure. Hackers and viruses are simply a part of the Internet. Therefore, we can never completely rule out the loss of or unauthorized access to data. We do everything we can to protect your data in the best possible way. We use various security technologies and measures to guarantee your privacy. In addition, we repeatedly evaluate those technologies and measures to ensure that our system is as resistant as possible to the latest viruses and malware. We cooperate with specialised companies to this end.

Which third parties can receive my data?

We can share your data to the following categories of recipients:

Service providers: We share your data with the service providers we rely on. They provide support services such as infrastructure or IT services, carry out payment transactions through our services or conduct surveys. Those service providers gain access to certain data and information in the context of their assignment. In other words, they only act on our behalf and on our account. They may therefore never use your data for their own purposes.

Social Media Providers: Have you noticed that some of our online services refer you to social networking sites such as Facebook, Twitter or Instagram? With the specific buttons you can share information on those platforms. The buttons that direct you to those social networking sites, are created and managed by those social networking sites themselves. These social networking sites sometimes also place cookies on your (mobile) device. In other words, we do not have full control over the applications those companies make with those buttons. We therefore recommend that you also read the terms of use and the cookies and privacy notice of such social networking sites. Our own privacy notice, which you are now reading, only covers the use of the data that we collect as the VRT. Be sure to read our cookie notice, in which we explain more about how you can control cookies.

Partners: In the context of specific collaborations with certain partners, we sometimes have to share data with those partners. For example, for the organisation of one of the Future Media Hubs events or workshops, we can work with partners or call on organisers who need data from the participants. We will always inform you about this in a timely manner, so that it is clear to you that your data are being shared. Our partners may only use the data for the intended purpose, and only for as long as this is necessary within the collaboration.

Government and authorities: We do share your data to the government and authorities if this is required by law.

Does the VRT engage in automated decision-making with legal consequences or does it have profiles?

We do not engage in automated decision-making with legal consequences. In concrete terms, this means that we never use your data to make decisions without human intervention that could have legal consequences or far-reaching consequences for you.

How can I check the data that VRT has about me?

Because this concerns your data, we think it is important that you can check your personal information at any time. You have the following rights, which you can exercise in accordance with the conditions and modalities of the European privacy legislation:

You have the right to access your data. This means that you can check what data we have about you. Firstly, you can check your data via your Future Media Hubs profile. For any other information we may have about you that is not associated with the Future Media Hubs profile, please contact us through our customer service. They will address your question as soon as possible.

You have the right to rectify your data. We may have information about you that is incorrect or no longer correct. Have you moved or do you have a new email address? Then you can easily amend or improve your data via your Future Media Hubs profile. If it concerns data that is not connected to your Future Media Hubs profile, you can ask our customer service to amend incorrect information. They will address your question as soon as possible.

You have the right to erasure of your data. If you want us to no longer store or use your data, you can delete the data we have of you. For example, you can request to delete your Future Media Hubs profile and the data associated with it. For the erasure of all other data we hold, you can file a request for deletion with our customer service. However, we are not always obliged to delete your data when you request this. We are only obliged to do this in the cases provided for by law.

You have the right to restrict the processing of your data. You can therefore request us to restric the processing of your data. In that case, we will continue to store your data, but we will restrict its use. This happens, for example, if you believe that your data is incorrect and you do not want us to process that data until it has been amended. You also have this right if the storage or use of your data by us would be unlawful, but you would not want us to delete the data. However, we are not always obliged to comply with such requests. We are only obliged to do this in the cases provided for by law. You can ask questions about the restricted processing of your data via our customer service. They will address your question as soon as possible.

You have the right to object to the processing of your data. This means that you can object to the further use of your data by us. You can only do this if you have valid grounds relating to your specific situation. We are not always obliged to comply with such a request.

You have the right to object to the use of your data for direct marketing purposes. This includes the showing of advertisements (on our websites or in our apps) that are adapted to your preference and profile. You can exercise this right by managing your consents via the cookie settings. For more information be sure to read our cookie notice. You can also unsubscribe from newsletters you have previously consented to, if you do no longer want to receive information about our content or offers from us through this means. You can unsubscribe via your account or the unsubscribe link at the bottom of each newsletter in your mailbox.

You always have the right to withdraw your consent if the processing of your data is based on your consent.

You have the right to data portability. This offers you the option of moving, copying or forwarding personal data smoothly from one controller to another. However, we are not always obliged to comply with this request.

Should you ask us any of the above questions, we may first require you to provide us with additional information just to check whether you are the right person.

How long does the VRT keep my data?

We do not keep your data longer than is necessary for the intended purpose. If you choose not to share your data with us anymore, we will no longer use your data. This happens, for example, when you unsubscribe from one of our newsletters or when you delete your Future Media Hubs profile. We will keep your data for another two years for the handling of possible complaints or legal disputes. In that case, your data is archived and only accessible to a limited extent. At the end of that retention period, your data will of course be permanently deleted or anonymised.

Who can I contact if I have further questions or complaints about privacy?

Have you read our privacy notice, but have not found an answer to your question yet? Then we kindly invite you to ask your question regarding privacy via our customer service. They will address your question as soon as possible. In addition, we have a so-called Data Protection Officer (DPO). This person guards the protection of your data at the VRT. Our DPO is happy to speak to you via DPO@vrt.be.

We hope you will not be needing the following email address anytime soon. But for complaints regarding our privacy notice, we would like to forward you to our complaints department (klachtenprocedure@vrt.be). You can also file a complaint with a supervisory authority. In Belgium, this is the Data Protection Authority (Gegevensbeschermingsautoriteit). More information about this can be found on their website.

Can this privacy notice change?

This privacy notice may be amended if our services or applicable law so require. Our online services are, for example, a dynamic and innovative environment. This means that we are constantly looking for a better service tailored to your needs. It is possible that new applications will be introduced in which we will collect or want to use your data in a different way. Of course we will let you know when there are significant changes and if necessary, ask for your consent.

This privacy notice was updated on November, 2022