Junior Orsi Academy

Privacy policy

Last updated: 7 October 2026

Junior Orsi Academy takes the protection of your personal data seriously. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, with whom it may be shared, and what rights you have under the General Data Protection Regulation (GDPR).

This Privacy Policy applies to our website, memberships, event registrations, activities, communications and other services provided by Junior Orsi Academy

1) Who we are

Junior Orsi Academy is a Belgian student organisation bringing together students interested in medicine, engineering, biomedical sciences, research and healthcare innovation.

For the purposes described in this Privacy Policy, Junior Orsi Academy acts as the controller of your personal data.

Contact details

Junior Orsi Academy
Proefhoevestraat 12
9090 Melle
Belgium

Email: digitalisation@juniororsi.be

2) Personal data we collect

Depending on how you interact with Junior Orsi Academy, we may collect information such as:

first name and surname;
email address;
university or educational institution;
field and year of study;
organisation or company;
membership status;
event registrations and ticket information;
event attendance and participation history;
Junior Orsi credits and certificates;
payment and transaction information relating to memberships or other services;
information you provide through forms, applications or competitions;
communications you send to us;
photographs and video recordings taken during Junior Orsi activities;
technical information relating to your use of our website, such as browser information, device information, cookies and website usage data.

We only collect personal information that is relevant to the services we provide.

a) How we collect your personal data

We may collect personal data when you:

Create a Junior Orsi account
Purchase or activate a membership
Register for an event or workshop
Check in at an event
Apply for a Junior Orsi programme, research opportunity or competition
Request a certificate
Subscribe to communications
Complete a registration, application or feedback form
Contact us by email or through our website
Participate in an event where photographs or video recordings are made
Interact with our website or online services

Some information is necessary to provide a particular service. For example, we require certain identification and contact details in order to register you for an event, issue a ticket or manage your membership.

If required information is not provided, we may not be able to provide the relevant service.

b) Personal data you provide about other people

In some circumstances, you may provide Junior Orsi Academy with personal information relating to another person.

If you do so, you must ensure that you are authorised to provide this information and that the person concerned has been appropriately informed that their personal data may be shared with and processed by Junior Orsi Academy.

Where appropriate, you should also make that person aware of this Privacy Policy.

Junior Orsi Academy will process such information only where there is an appropriate legal basis for doing so.

c) Why we use your personal data

We process personal information for several purposes.

Membership management

We process your information to:

Create and manage your Junior Orsi account
Activate memberships
Verify your membership status
Provide membership-related benefits
Manage renewals and payments where applicable

The legal basis for this processing may include the performance of a contract and our legitimate interest in administering our membership system.

Event registration and administration

We use your information to:

Process registrations
Issue tickets
Communicate practical information
Organise workshops and tracks
Manage waiting lists
Check attendance
Contact you regarding changes to an event

The legal basis may include the performance of a contract and our legitimate interest in organising our events effectively.

Attendance, credits and certificates

Junior Orsi Academy may record which events you attend in order to:

Calculate credits
Maintain your participation history
Determine eligibility for certificates
Issue certificates of attendance

Attendance information may be retained across academic years because participation in different Junior Orsi events can be accumulated towards a certificate.

The legal basis is our legitimate interest in maintaining an accurate attendance and certification system and, where applicable, the provision of services you have requested.

No-show policy and event capacity

We may process attendance and cancellation data to:

Administer our no-show policy
Manage limited event capacity
Prevent repeated unused reservations
Offer available places to other participants

If you cancel less than 24 hours before an event or do not attend without cancelling, this may result in your Junior Orsi membership being temporarily frozen in accordance with our Terms and Conditions.

This processing is based on our legitimate interest in organising events efficiently and fairly.

Applications and competitions

If you apply for a research programme, competition, opportunity, fellowship or similar Junior Orsi activity, we may process the information you submit in order to:

Evaluate your application
Communicate with you about the application
Select participants
Organise the relevant programme or competition

Communication

We may contact you regarding:

Events for which you have registered
Changes to an event
Membership administration
Applications
Certificates
Payments
Waiting lists
Feedback requests
Other services you have requested

These are considered service or administrative communications where they are necessary to provide the relevant service.

Marketing and newsletters

Where required, and with your consent, we may send you information about:

Upcoming Junior Orsi events
Research opportunities
Programmes
Workshops
Applications
Membership opportunities
Other Junior Orsi activities

You may withdraw your consent or unsubscribe from marketing communications at any time.

Research, statistics and improvement

We may analyse information about:

Registrations
Attendance
Universities
Study programmes
Academic years
Memberships
Event participation
Workshop popularity

This helps us understand our community, improve future events and evaluate our activities.

Where possible, these analyses are performed using aggregated or anonymised information.

d) Photography and video

Photographs and video recordings may be taken during Junior Orsi Academy events.

These images and recordings may be used for Junior Orsi Academy communication and promotional purposes, including:

Our website
Social media
Event recaps
Presentations
Promotional materials
Communication about future Junior Orsi Academy activities

Where we rely on your consent for the use of identifiable photographs or recordings, you may withdraw that consent by contacting:

digitalisation@juniororsi.be

If you have concerns about appearing in photographs or video recordings during an event, please contact us before or during the event so that reasonable measures can be taken.

Where reasonably possible, we will also respect requests regarding the future use or removal of identifiable photographs from Junior Orsi Academy communications.

e) Payments

When you purchase a membership or another paid service, payment processing may be carried out by an external payment provider.

Junior Orsi Academy does not generally store your complete payment card or banking credentials itself. These are processed by the relevant payment provider.

We may retain transaction information necessary to:

Confirm your payment
Administer your membership
Resolve payment-related issues
Meet applicable accounting and legal obligations

f) Who we may share your information with

Junior Orsi Academy may share personal information with third parties where this is necessary to operate our services, administer events, manage memberships or comply with legal obligations.

This may include:

Website and hosting providers
Membership management platforms
Ticketing and event registration providers
Database and cloud service providers
Payment providers
Email and communication services
Workflow and automation providers
Analytics providers
Professional advisers where necessary
Regulatory authorities
Courts
Law enforcement agencies where required by law

Our current infrastructure may include services such as:

Framer
Thenty
Ticket Tailor
Supabase
Zapier

as well as their relevant subprocessors.

These service providers may process personal information where necessary to provide their services to Junior Orsi Academy.

We expect service providers processing personal data on our behalf to use appropriate technical and organisational safeguards and to comply with applicable data protection requirements.

Junior Orsi Academy does not sell personal information to third parties.

We may also disclose personal information where required by law, a court order, regulatory authority or law enforcement agency.

g) International data transfers

Some of our technology providers or their subprocessors may process personal information outside the European Economic Area (EEA).

Where personal information is transferred outside the EEA, appropriate safeguards will be used in accordance with applicable data protection law.

Depending on the relevant provider and destination, these safeguards may include:

An adequacy decision by the European Commission
Standard Contractual Clauses
Other legally recognised safeguards

Cookies and similar technologies

Our website may use cookies and similar technologies to ensure that the website functions correctly and to understand how visitors interact with it.

These technologies may collect information such as:

Pages visited
Website interactions
Device and browser information
Traffic and usage statistics
Session information

Some cookies may be strictly necessary for the operation of the website, while others may be used for analytics or other purposes.

Where legally required, non-essential cookies will only be used after you have provided consent.

You can manage or withdraw your cookie preferences through the available cookie settings.

Please note that certain website functions may not operate correctly if some cookies are disabled.

Marketing

Where permitted, Junior Orsi Academy may send you information about events, programmes, opportunities or other activities that may be relevant to you.

Where consent is required, we will ask for this separately.

You may unsubscribe or withdraw your consent at any time by:

Using the unsubscribe link included in our communications
Contacting us at digitalisation@juniororsi.be

Withdrawing consent for marketing does not affect administrative or service-related communications that are necessary for memberships, events or other services you have requested.

How long we keep your information

Junior Orsi Academy retains personal information only for as long as reasonably necessary for the purposes for which it was collected or where retention is required by law.

Different categories of information may therefore be retained for different periods.

Account and membership information

Membership and account information may be retained while your account remains active and for a reasonable period afterwards.

Attendance and credits

Attendance and credit information may be retained across several academic years because participation at different events can contribute towards Junior Orsi certificates.

Event registration

Event registration and administrative information may be retained where necessary for:

Administration
Record keeping
Resolving disputes
Applying our no-show policy
Evaluating previous participation

Applications

Application information may be retained for as long as necessary to administer the relevant selection procedure, programme or opportunity and for a reasonable period afterwards.

Financial information

Financial and transaction information may be retained for the period required under applicable accounting, financial and tax legislation.

Marketing information

Marketing preferences may be retained until you withdraw your consent or until the information is no longer reasonably necessary.

Junior Orsi Academy periodically reviews whether stored information remains necessary and may delete or anonymise information that is no longer required.

Keeping your information secure

Junior Orsi Academy takes reasonable technical and organisational measures to protect personal information against:

Unauthorised access
Accidental loss
Alteration
Misuse
Unauthorised disclosure
Destruction

Access to personal information is limited to persons who require it for legitimate Junior Orsi Academy activities.

External service providers processing information on our behalf are also expected to implement appropriate security measures.

We may use measures such as:

Secure cloud infrastructure
Access restrictions
Authentication mechanisms
Role-based access where appropriate
Secure transmission of information

However, no method of transmitting or storing information online can guarantee absolute security.

Your rights

Under the GDPR, you may have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Request the deletion of your personal information in certain circumstances
Request the restriction of processing
Object to certain types of processing
Receive certain personal information in a structured, commonly used and machine-readable format
Request the portability of certain personal information
Withdraw consent at any time where processing is based on consent
Object to direct marketing at any time
Lodge a complaint with a supervisory authority

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are not absolute and may be subject to conditions or exceptions under applicable law.

To exercise any of these rights, contact:

digitalisation@juniororsi.be

Please provide sufficient information for us to identify you and understand your request.

Belgian Data Protection Authority

If you believe that Junior Orsi Academy has not handled your personal information appropriately, you have the right to lodge a complaint with the competent Belgian supervisory authority:

Belgian Data Protection Authority
Gegevensbeschermingsautoriteit / Autorité de protection des données

You may also contact Junior Orsi Academy first at:

digitalisation@juniororsi.be

and we will do our best to address your concerns.

Changes to this Privacy Policy

Junior Orsi Academy may update this Privacy Policy when our:

Activities
Services
Technologies
Service providers
Legal obligations

change.

The latest version will be published on our website together with the date on which it was last updated.

Where significant changes materially affect how we process personal information, we may communicate these changes through our website, email or other appropriate channels.