Data protection policy

In the following data protection policy, we explain how the Flanders Architecture Institute vzw (hereinafter: VAI) handles your personal data. Personal data is understood to mean any form of information that allows you to directly or indirectly identify yourself as a natural person.

VAI attaches great importance to the protection of your personal data and fully respects your personal privacy. VAI therefore handles and protects your personal data in a lawful, proper, and transparent manner. In processing your personal data, VAI naturally complies with the law, i.e., European Regulation No. 2016/679 of April 27, 2016, concerning data protection (better known as the General Data Protection Regulation or 'GDPR') or any other legislative decree amending it.

More information about the protection of personal data can be obtained from the Belgian Data Protection Authority or the Flemish Supervisory Committee.

We invite you to carefully read this statement so that you understand VAI's policy in this area. This statement is regularly updated. The most recent version of the statement is available on our website. We will inform you via the usual communication channels (newsletter) if important changes have been made.

Who is responsible for processing your personal data?

  • Flanders Architecture Institute vzw (BE0476.914.455)
  • Jan Van Rijswijcklaan 155, 2018 Antwerp
  • +32 (0)3 242 89 70

VAI is responsible for processing your data. VAI has appointed a data protection officer, who can be contacted via the contact details mentioned above.

VAI is the entity responsible for accountability to the Data Protection Authority regarding the processing of your personal data. VAI determines the purposes for which your personal data is processed, as well as how it is collected and processed.

VAI may use specialized service providers to process your personal data on behalf of VAI and in accordance with VAI's instructions in accordance with this privacy policy. Only the personal data that is strictly necessary will be passed on to these service providers (hereinafter referred to as 'VAI processors').

For what purposes does VAI process your personal data?

VAI collects and processes your personal data solely for the purposes described below. We ensure that only the necessary and relevant data for a specific purpose is processed.

These are the situations permitted by law:

  1. To perform a contract with you or to take certain measures at your request before the conclusion of this contract.
  2. For the pursuit of VAI's legitimate interests, taking into account these interests with your fundamental rights and freedoms.
  3. For the pursuit of the general interest, according to the defined tasks as described in our mission and vision.
  4. In specific cases, with your consent, as a result of a specific and unambiguous request, preceded by clear and understandable information; you can withdraw this consent at any time.
  5. To comply with legal obligations or to meet any reasonable request from the competent police services, judicial authorities, government institutions or bodies, including the competent data protection authorities.

To whom does VAI disclose your personal data?

VAI treats your personal data with the utmost care and only shares your data to offer you the best services in fulfilling its mission. VAI may send your data to organizations with which it is directly or indirectly affiliated.

In some cases, VAI is legally obliged to share your data with third parties, including:

  • government agencies or supervisory authorities when there is a legal obligation to provide information (e.g., 10-year contractual liability, tax obligations);
  • judicial investigation agencies at their explicit request.

VAI may also transfer your data to specific service providers to assist with:

  • designing and maintaining computer equipment and internet applications or hosting services;
  • providing communication services, including online and social network providers;
  • preparing reports and statistics, printing documents, and designing products or services;
  • organizing events and managing customer communication.

In the aforementioned cases, VAI ensures that third parties have only limited access to the personal data necessary to perform the required specific tasks. VAI will also ensure that third parties commit to using the personal data in a safe and confidential manner and in accordance with VAI's instructions and its data protection policy.

In principle, your personal data is not transferred outside the European Economic Area (the European Economic Area consists of the EU, Liechtenstein, Norway, and Iceland). If this is the case, VAI will only do so: (1) based on an adequacy decision of the European Commission, (2) VAI takes sufficient guarantees to protect your personal data during transfer (e.g., by concluding an agreement based on model contract clauses as drawn up by the European Commission), or (3) there is a specific situation for which the GDPR provides for a derogation.

How are your personal data secured?

VAI adheres to strict standards to protect the personal data under its control against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

Therefore, VAI takes technical and organizational measures such as Multifactor Authentication, encryption, antivirus firewalls, access controls, strict selection of employees and suppliers to prevent and detect unauthorized access, loss, or disclosure of your personal data.

In particular, all persons who can access your data on behalf of VAI are informed about the importance of protecting personal data and are aware of its confidential nature. VAI has a password policy on its CRM and database systems and backs up the personal data to restore it in case of physical or technical incidents.

In the unlikely and unfortunate event that your personal data under VAI's control is compromised by a breach of information security, VAI will immediately take action to identify the cause of such breach and take action through adequate measures. If necessary, VAI will notify you of this incident in accordance with applicable law.

What are your rights regarding the processing of your personal data?

The following overview shows the rights you have regarding your personal data with regard to VAI. You can exercise your rights by sending an email to or by sending a dated and signed written request by post to Flanders Architecture Institute vzw, Jan Van Rijswijcklaan 155, 2018 Antwerp, Belgium.

  • Right to access
  • Right to rectification
  • Right to restriction
  • Right to erasure
  • Right to data portability
  • Right to object
  • Right to withdraw consent
  • Right to lodge a complaint