General Privacy Notice
LUCA School of Arts
1. What is this notice about?
With this notice (here in after the “Notice”) we want to inform you about the reasons why and the manner in which personal data are collected and processed by LUCA School of Arts vzw, a non-profit association under Belgian law, with registered office at 1030 Brussels, Paleizenstraat 70, and with enterprise number 0456.758.944 (hereinafter referred to as “we” or “LUCA”).
2. Scope of this notice
This notice does not apply to the processing of personal data of our students, our (candidate) staff and the participants in our research. The aforementioned processing operations are governed by separate and specific privacy notices. You will be informed about this where applicable.
By “personal data” we mean all information that refers to a specific living natural person. Depending on the purpose of the processing, we process different types of personal data.
It is not our intention to process so‑called “sensitive personal data”, such as personal data revealing racial or ethnic origin, religious or philosophical beliefs, or data concerning health.
3. Why do we need your personal data and on what legal basis do we do this?
3.1. Information and commercial communication
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What does this involve? |
Which personal data? |
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We wish to be able to inform you about our activities, events, services or relevant news items. This can be done at your explicit request, or if we suspect that this may be of interest or benefit to you. If you do not wish to receive any communication at all, please make use of your right to object to direct marketing, as mentioned further in this Notice. |
For this purpose we collect and process your name, e‑mail address, telephone number, address, as well as data relating to your fields of interest. |
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The use of your personal data is based on legitimate interest or on your consent. If you do not yet have a relationship with us, you will only receive our direct marketing communication if you have given your explicit consent for this. |
3.2. Services, customer relations and supplier management
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What does this involve? |
Which personal data? |
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We may use your personal data in order to be able to create you in our systems as a relation, participant in events, customer or supplier and in order to be able to fulfil our commitments and/or agreement with you. The use of your personal data is necessary for the performance of a contract that you have concluded with us or in order to take, at your request, the necessary steps to enter into a contract with us. These personal data may also be processed on the basis of our legitimate interest, for example when optimising our management systems. |
For this purpose we collect and process your identification data (such as your name), contact details (such as e‑mail address, telephone number and address), contract data and invoicing data. |
3.3. To be able to function as an organisation
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What does this involve? |
Which personal data? |
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We may process your personal data because this is necessary in order to be able to function as an organisation. In this way, personal data are processed in various situations: - Personal data may serve as evidence (archives); - Personal data may be used for the establishment, exercise, defence and safeguarding of our rights or those of the persons who may represent us, for example in disputes; - Personal data may be used for the management, (risk) management and control of our organisation, such as compliance (such as anti‑money laundering and fraud prevention and investigations, and privacy), risk management, risk functions and inspection, complaints management, internal and external audits; - Personal data may be used to support and simplify the taking out, use and termination of services by and/or from our partners (customers, suppliers, …), among other things in order to avoid that you have to re‑enter information that you have already provided in the past. |
For this purpose we collect and process identification data (such as your name), contact details (such as e‑mail address, telephone number and address), and the data required for the intended purposes (complaints, audits, disputes, …). These personal data are processed on the basis of our legitimate interest. |
3.4. Legal obligations
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What does this involve? |
Which personal data? |
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We collect and process personal data where this is necessary for complying with our legal obligations. For example, we must process personal data in order to comply with our accounting and tax obligations, or with our legal obligations when you exercise your privacy rights. Your personal data will only be processed where this is necessary pursuant to our legal obligations. |
The personal data that are necessary for complying with our legal obligations. |
3.5. Cookies on our websites
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What does this involve? |
Which personal data? |
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Our websites use cookies. Cookies are small text files that are stored on your device (computer, smartphone, …), as well as similar technologies. More information about this can be found in our cookie notice that can be consulted on the relevant websites. Your consent is requested, except where the cookies are necessary for the functioning of the websites. More information about this can be found in our cookie notice that can be consulted on the relevant websites. |
More information about this can be found in our cookie notice that can be consulted on the relevant websites. |
4. With which other parties do we share your personal data?
Your personal data are not passed on to other parties, with the exception of the following parties:
- Employees of LUCA: Only our employees who effectively need access for the performance of their duties are given access to your data. These persons act under our supervision and responsibility.
- Suppliers: We use specialised external suppliers who carry out certain processing operations for us, such as IT services, lawyers and bailiffs. In particular, in the context of our digital learning and examination environment, we make use of external providers of specialised platforms. Since these third parties, in the context of the services requested by us, have access to personal data, we have taken technical, organisational and contractual measures in order to ensure that your personal data are only processed and used for the purposes mentioned under point 2 of this Notice.
- Public authorities and external organisations: If you participate in specific events that are subsidised by the authorities, we may be obliged to share lists of participants, on which personal data may be mentioned, with the subsidising body. This is done only for the purpose of providing evidence of the number of participants in the event.
- Police and judiciary: Only if we are legally obliged to do so will your personal data be provided to police and investigative services and the judiciary.
- Third parties on the basis of your consent: Certain data may also be passed on to the following persons, but only if you have given your consent for this.
5. Where are the data stored and processed?
Your data remain within the European Union (EU) and we always ensure that the legal rules and security standards are strictly followed.
Should it nonetheless be necessary to store or process your data outside the EU, we ensure that your data are protected just as well as here in the EU.
6. How long do we keep your personal data?
We keep your personal data only as long as necessary for the purpose for which we use them (see point 3 of this Notice). How long that is exactly may differ: some data are only needed for a short period, others need to be kept for much longer.
When determining the retention period, we take into account questions such as:
- How long do we need the data in order to be able to assist you properly?
- Is there a period that we have set or announced in advance?[
- Have you given consent to keep the data for longer?
- Are we legally or contractually obliged to keep the data?
As soon as we no longer need your data and there is also no legal reason to keep them, we will delete them definitively or make them anonymous.
Sometimes we do need to keep data for longer, for example to comply with the law, to resolve disputes or to enforce agreements made.
7. How do we secure your personal data?
Your personal data are treated as strictly confidential. We take appropriate technical and organisational measures to protect the personal data provided and collected against destruction, loss, accidental alteration, damage, accidental or unlawful access or any other unauthorised processing of personal data.
8. What are your rights and how can you exercise them?
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Right |
What does this mean? |
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Right of access to your personal data |
You always have the right to access and inspect your personal data that are processed by us. In this context, we will provide you with a free copy of these personal data if you request this. |
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Right to rectify your personal data |
You always have the right to have incorrect, incomplete, inappropriate or outdated personal data deleted or rectified. If you dispute the accuracy of the personal data, you can request a restriction of the processing for a period enabling us to verify the accuracy of the personal data. |
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Right to object to direct marketing |
You have the right to object to the processing of your data for direct marketing purposes if you do not (or no longer) wish to receive such communications from us. In that case we will no longer process your data for direct marketing purposes. Your request will be implemented as soon as possible. We draw your attention to the fact that the exercise of your right to object does not prevent us from contacting you, where appropriate, for any other purpose, including the performance of the contract, in accordance with this Notice. |
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Right to withdraw your consent |
Where the processing is based on your consent, you have the right to withdraw this consent at any time. |
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Right to object |
Where your personal data are processed on the basis of a legitimate interest, you have the right to object to the processing of your personal data. |
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Right to erasure of your personal data |
You have the right to have your personal data erased. On this basis, when you no longer wish to have a relationship with us, you can ask us to stop using your personal data. We may, however, keep personal data that are required for evidential purposes. Under this right to erasure, you also have the right to ask us at any time to stop using your personal data that have been processed on the basis of your consent or our legitimate interest. On the basis of legitimate interests, we may still continue to process your personal data after balancing your interests with ours, unless you decide to terminate the relationship with us. |
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Right to data portability |
With regard to the processing of your personal data on the basis of your consent or because this is necessary for the provision of the requested products or services, you can ask us to send your personal data – in a structured, commonly used and digital form – to you so that you can store them for personal (re)use, or to send these personal data directly to another data controller, insofar as this is technically possible for us. |
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Right not to be subject to automated decision‑making |
You are not subject to automated individual decision‑making, including profiling, by us. |
To exercise the aforementioned rights, you can submit a request via the following link: [request form]
When exercising your right(s), we ask you to clearly indicate which right(s) you wish to invoke. You will receive an answer within the legal period of 30 days.
9. How can you submit questions or complaints?
If you have a question or complaint about our processing of personal data, you can contact us and our data protection officer via the following channels:
- by e‑mail: aanspreekpunt.avg@luca-arts.be
- in writing to the following postal address: 1030 Brussels, Paleizenstraat 70, for the attention of the GDPR Contact Point.
If you are not satisfied with our answer, if you have comments regarding the exercise of your rights or if you believe that our processing of your personal data does not comply with the legislation, you have the right to lodge a complaint with the Data Protection Authority. All information about this can be found at https://www.gegevensbeschermingsautoriteit.be
Privacy Statement for Applicants at Luca School of Arts
Last update: June 24, 2026
1. What is this statement about?
When you apply, we need certain information from you to process your application. In this privacy statement, we explain what data this is, why we use it, and how we protect it. By personal data, we mean all information that can identify you, such as your name, contact details, CV, diplomas, or cover letter.
This statement comes from LUCA School of Arts vzw, a non-profit association under Belgian law. Our registered office is located at 70 Paleizenstraat, 1030 Brussels, and our company number is 0456.758.944 (hereinafter referred to as "we" or "LUCA").
2. Which personal data do we process and why?
During the application procedure, we process certain personal data of candidates. We do this exclusively to handle the application correctly and transparently. In the table below, you will find an overview of the purposes for which we use your data, the legal basis on which we rely, and the types of personal data processed in this process. Purpose of processing
Legal basis
Categories of personal data
Assessing the suitability of the candidate and handling the application procedure
Necessary for taking pre-contractual measures (Art. 6.1 b GDPR)
Identification data (name, address, contact), CV, cover letter, education and work experience, diplomas, references, portfolio
Communication with the applicant during the procedure
Pre-contractual measures (Art. 6.1 b GDPR) or legitimate interest (Art. 6.1 f GDPR)
Identification data, contact details, communication content (e-mails, telephone calls)
Organizing interviews, tests or trial assignments
Pre-contractual measures (Art. 6.1 b GDPR)
Identification data, competence and skills data, results of tests/trial assignments
Contacting candidates for future opportunities, obtaining a better picture of the candidate for future applications and conducting analyses
Legitimate interest (Art. 6.1 f GDPR)
Identification data, CV, cover letter, education and work experience, contact details
Compliance with legal obligations (e.g. anti-discrimination, selection and recruitment rules) Legal obligation (Art. 6.1 c GDPR) Identification data, diplomas, legal supporting documents
Defense in the event of possible legal disputes regarding the application procedure Legitimate interest (Art. 6.1 f GDPR) All data relevant to the application procedure (file, correspondence, notes)
3. How we disclose and share your information
Your personal data is shared only with persons directly involved in the application procedure and exclusively when this is necessary for its proper handling. This includes, among others:
Employees within LUCA Members of the selection and recruitment committee, managers or HR officers participating in the assessment and decision-making.
External service providers In limited cases, we may call upon external parties (e.g. software suppliers for application management or testing agencies). These parties process your data only on our behalf and are contractually bound to ensure confidentiality and security. Government Authorities
If we are legally required to do so, data may be passed on to competent government authorities or supervisory bodies.
Under no circumstances will applicants' personal data be sold or shared with third parties for commercial purposes.
4. Where is the data stored and processed?
Your data remains within the European Union (EU), and we always ensure that legal regulations and security standards are strictly followed.
Should it nevertheless be necessary to store or process your data outside the EU, we will ensure that your data is protected just as well as it is here in the EU.
5. How long do we retain your personal data?
We do not retain applicants' personal data for longer than is necessary for the aforementioned purposes for which it was collected. Specifically, this means:
• Data of unsuccessful candidates is retained for as long as is justified for contacting candidates regarding future opportunities, gaining a better understanding of the candidate for future applications, and conducting analyses. • Data retained based on consent (e.g. CV and cover letter in our recruitment reserve) is retained for a maximum of 2 years. You can withdraw this consent at any time.
• Data relevant to a potential legal dispute may be retained for longer, as long as this is necessary for the handling of proceedings or to comply with legal obligations.
Upon expiration of the retention periods, the data will be securely deleted or
Privacy Statement for LUCA Students
1. What is this statement about?
With this privacy statement, we want to explain to you why and how LUCA School of Arts collects and uses your personal data. Personal data is any data that tells something about you or with which we can identify you as a student. Examples include your name, student number, email address, study programme, results, attendance, or photo. It is important that you know what data we keep, why we need it, and how we handle it.
This statement comes from LUCA School of Arts vzw, a non-profit association under Belgian law. Our registered office is located at 70 Paleizenstraat, 1030 Brussels, and our company number is 0456.758.944 (hereinafter also referred to as “we” and “LUCA”).
2. Why do we need your personal data, and on what basis do we do this?
2.1. Education and student administration
What does this entail? Which personal data? As a university of applied sciences, we need certain data from you to properly organize your study program. Therefore, we process your personal data from the moment you enroll until the completion of your studies, and even for a while afterwards. We call this the education and student administration. This administration consists of various components, such as:
- student enrollment;
- concluding agreements with students;
- organizing educational activities;
- providing information about class schedules;
- organizing exams;
- keeping track of exam results;
- issuing diplomas, certificates, titles, and degrees;
- facilitating information flows so that we can communicate effectively with you via post, email, and telephone, including sending newsletters;
- …
The personal data we receive is also further processed for statistical purposes and for scientific research. These statistics and scientific research projects are aimed at the analysis and improvement of our education, your experience as a student, and our policies. - identification data (name, address, telephone number, identity card number, passport number, INSZ number, personal email address…);
- personal characteristics (age, gender, date of birth, country and place of birth, marital status, nationality…);
- education and training (overview of schools attended, nature of courses taken, intended diplomas, exam results, attendance, other information you share via submissions, reflections…);
- financial data (bank account number);
- profession and employment if you are a working student;
- health data if this is required for your study and/or internship activities;
- data that may be used to contact you in case of emergency (e.g. mobile phone number) and data of the persons you have specified who may be contacted in case of emergency.
We are legally obliged to process certain data. This is the case for processing operations carried out based on the obligations we have as an educational institution as defined in the Higher Education Code. We also need your personal data to correctly fulfill our agreements with you as a student. When you register at LUCA, you are essentially entering into an agreement with us. Thanks to your data, we can comply with that agreement and properly organize your study program. Even while you are still in the process of registering, we use your data to take the necessary steps so that you can officially become a student.
2.2. Digital learning and examination environment
What does this entail? Which personal data?
The learning process within the university of applied sciences is supported by a digital learning and examination environment. To ensure the optimal functioning of this environment, we also need your personal data for the following purposes:
- logging in and uniquely identifying a person in these environments;
- linking a person to submitted assignments;
- awarding grades and feedback;
- monitoring the study process and the progress of a student;
- facilitating communication between the university of applied sciences/lecturer and the student; - logging actions within these environments in order to resolve disputes, detect problems, or provide clarification in cases of fraud.
Finally, the personal data we receive from the digital learning and examination environment and the platforms linked to it are further processed for statistical purposes and for scientific research. These statistics and scientific research projects are aimed at the analysis and improvement of our education, your experience as a student, and our policy. - identification data (name, address, telephone number, personal email address…);
- personal characteristics (age, gender, date of birth, country and place of birth, marital status, nationality,…);
- education and training (nature of the courses taken,
Use of the website
Access to and use of the website are subject to the following modalities and conditions, subject to all rights.
General
All modalities and conditions as mentioned below relate to the LUCA School of Arts VZW website with domain name www.luca-arts.be and all other websites, satellite sites or web pages developed by LUCA School of Arts, or to be developed in the future. As soon as you access or use any LUCA School of Arts website, you are supposed to have read and explicitly agreed to our Terms of Use. If you do not agree with the content of these terms of use, we request that you no longer consult the website.
If one clause of these terms of use is not applicable or is contrary to a clause of mandatory law, this non-applicability will not affect the validity or applicability of the other clauses.
Access to and use of the website
LUCA School of Arts makes every effort to ensure, as far as possible, access to the website, without any guarantee whatsoever. However, this access can be interrupted for any reason and without prior notice or motivation by LUCA School of Arts.
The user is responsible for the proper functioning of his/her IT system and his/her Internet access. The user explicitly undertakes not to disturb the optimal functioning and security of the website, for example by using viruses and/or other harmful files or data and/or by accessing files or data to which he/she has no access.
LUCA School of Arts always reserves the right to completely or partially deny a user access to the website unilaterally and without prior notification or motivation. The user cannot hold LUCA School of Arts responsible for this.
The user is forbidden to supplement, change, delete, replace and/or improve the information that LUCA School of Arts makes available on the website, in whole or in part.
Guarantees and liability
The website is intended to provide general information about LUCA School of Arts. It is not adapted to personal or specific circumstances and therefore cannot be considered as personal, professional, legal advice or equivalent to the user.
Although LUCA School of Arts endeavours to provide information that it believes is current and correct, LUCA School of Arts does not guarantee that all information is adequate, correct and complete, nor that the website is comprehensive.
Under no circumstances can LUCA School of Arts be held liable for direct or indirect damage that could result from:
- consulting and/or using the information offered on the website or websites to which this website refers or
- the absence of specific information.
- Nor does LUCA School of Arts guarantee that the website or the server making the website available is free from computer viruses.
LUCA School of Arts is not responsible for the content of job offers submitted by employers on our website. LUCA School of Arts cannot be held responsible for the content of the vacancies, as to the correctness of the information, nor for direct or indirect damage resulting from the information offered in these vacancies.
LUCA School of Arts always has the right to change, improve, delete and/or change the content of the website without prior notice.
LUCA School of Arts may provide links to other websites on its website. However, LUCA School of Arts is never responsible for, and cannot be held to investigate, evaluate, or provide any guarantees regarding the content of these websites. LUCA School of Arts can therefore in no way be held responsible for direct or indirect damage that would be caused by consulting and/or using the information offered on the above-mentioned websites.
If LUCA School of Arts is charged or if costs are imposed on LUCA School of Arts as a result of misuse of this website or a breach of these terms of use by the user, the user undertakes to indemnify LUCA School of Arts for all costs, claims, loss and damage (including legal costs).
Intellectual property rights
The user has the right to consult the information on the website (including the editorial material, the informative texts, photos, illustrations, drawings and other graphic material, names, logos, trademarks and other brands) and download and reproduce only for personal use, provided he/she mentions the source, in accordance with the provisions of the law on copyright and related rights of 30 June 1994.
However, this permission does not apply to texts explicitly mentioning a restriction of use. Reproduction or use of multimedia information (sound, images, software, etc.) always requires prior written permission from LUCA School of Arts.
Under no circumstances may the user use the content of the website for commercial purposes, nor distribute it or communicate it to third parties, for-profit purposes or otherwise, without the prior explicit written permission of LUCA School of Arts.
LUCA School of Arts reserves all current and future intellectual property rights on the website itself and on the information made available.
Confidentiality
All messages, information, data, material, etc. that the user provides to the administrator of the LUCA School of Arts website, unsolicited and of his own agreement, including the data or reactions regarding the content of this website, are considered non-confidential. LUCA School of Arts disclaims any obligation regarding the action to be taken on the above communications and general responses and data. LUCA School of Arts has the right to use all of the above messages, responses and data in its discretion, taking into account the restrictions provided by the Law of 8 December 1992 on the protection of privacy with regard to the processing of personal data.
The user agrees that LUCA School of Arts can use the ideas, concepts, knowledge and techniques contained in the information, data, material, etc. that he/she has communicated to LUCA School of Arts for any purpose.
Applicable law and competent court
All disputes related to or arising from the use of the website as well as from the application and interpretation of these terms and conditions of use are governed by Belgian law, whereby the courts of the judicial district of Brussels have exclusive jurisdiction.
Contact details
For any questions about the content and/or use of the website, the user can contact artoffice@luca-arts.be
Emails
Emails from LUCA School of Arts employees may contain confidential information and are therefore intended only for the addressee(s). If you have received an email from one of our employees by mistake, please contact the sender and delete this email, including any attachments, from all computers.