Privacy Policy

Last updated on 28/09/2026

Pilar handles your personal data with care. In this privacy notice, you can read about what data we process when you visit our website, buy tickets, register for activities or contact us. We also explain why we do this and what rights you have.

  1. Who is responsible for your data?

Pilar vzw is responsible for the data processing described in this statement.

Registered office: Pleinlaan 2 – 1050 Brussels
Company registration number: 0430.906.959
Email for privacy enquiries: pilar@vub.be

  1. What personal data do we process?

Depending on your contact with Pilar, we process:

  • Contact details: your email address
  • Demographic data: your gender, date of birth and postcode.
  • Order and registration details: the event for which you are buying tickets or registering, the number of tickets, the selected price, your order number and the date of your order.
  • Payment details: the amount paid, the payment status and the transaction reference.
  • Communication details: the content of messages you send to us and our replies to them.
  • Newsletter preferences: your subscription, unsubscription and the record of your consent.

We receive data that you enter yourself or provide to us, including via the ticket shop, registration forms and email. Technical data may be collected automatically when you use the website, within the limits of your cookie preferences and the applicable regulations.

If someone else buys a ticket on your behalf or registers you, we may receive the necessary data from that person.

  1. What do we use your data for?

Tickets, registrations and practical information

We use the necessary contact, order and payment details to process your purchase or registration, deliver your tickets and inform you about the booked activity. This may, for example, concern start times, a change of venue or a cancellation.

The legal basis for this is the performance of our contract with you or taking steps at your request prior to entering into that contract.

Data necessary to process your order or registration is marked as mandatory. Without this data, we cannot provide the service in question.

Newsletters
If you subscribe to our newsletter, we use your email address to send you news about Pilar’s programme and activities. We rely on your consent for this.

You can unsubscribe at any time via the link in each newsletter or by contacting us. Purchasing a ticket does not automatically mean you will be subscribed to our newsletter.

Insight into our audience
With your consent, we use gender, date of birth and postcode to gain insight into the composition and geographical reach of our audience. This enables us to evaluate and improve our audience engagement.

For reporting to partners and funding bodies, we use only anonymous, aggregated results from which individual visitors cannot be identified.

Enquiries and complaints
We use your contact details and the information in your message to deal with your enquiry or complaint.

If your message relates to a purchase or registration, this is done for the purpose of fulfilling that contract. For other enquiries, we rely on our legitimate interest in being contactable and monitoring our service provision.

Administration and legal obligations
We process the necessary order, invoicing and payment details to maintain our accounts and comply with our legal obligations.

Website operation and security
We use the necessary technical data to ensure our website functions properly, to resolve faults and to prevent misuse. We rely on our legitimate interest in providing a secure and reliable website for this purpose.

We ask for your consent in advance for non-essential cookies and similar technologies. You can find more information in our [cookie policy – link].

  1. Who do we share your data with?

Within Pilar, only those individuals who need your data to carry out their duties have access to it.

In addition, we work with service providers who support us:

Stager B.V. for ticket sales and the management of the associated visitor and order data.

  • Mailchimp for sending newsletters.
  • Minsky for website hosting and technical maintenance.
  • SumUp and Lightspeed for payment processing.

When a service provider processes personal data on our behalf, we agree on security, confidentiality and the permitted use of that data.

Stager processes the data we manage via the platform on our behalf. Further information about Stager can be found in Stager’s privacy policy.

We may also disclose data where this is required by law or necessary to deal with legal claims.

Pilar does not sell personal data and does not share identifiable visitor data with partners or funders for their own marketing purposes.

  1. How long do we retain your data?

We do not retain personal data for longer than is necessary for the purpose for which we collect it. After that, we delete it or make it irreversibly anonymous. The retention periods apply per processing purpose. A legal obligation to retain invoice data does not mean that we also retain your audience data or newsletter subscription details for the same length of time.

If certain data are required for an ongoing dispute or a legal obligation, we will only retain the data necessary for that purpose for as long as that need exists. Use is restricted to that purpose.

We may retain irreversibly anonymised statistics for longer, as they can no longer be traced back to individual persons.

  1. How do we protect your data?

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration or disclosure.

We restrict access to those who need the data and enter into agreements with our service providers regarding secure processing.

  1. What rights do you have?

Under the terms of the General Data Protection Regulation, you may:

  • Request access to your personal data and receive a copy.
  • Have inaccurate data corrected or incomplete data supplemented.
  • Request the erasure of data that we are no longer permitted or required to retain.
  • Request a restriction on processing, for example whilst we investigate a dispute regarding the accuracy of the data.
  • Object to processing based on our legitimate interests, on grounds relating to your particular situation.
  • Object at any time to direct marketing, including any profiling associated with it.
  • Request data portability for data you have provided yourself and which we process automatically on the basis of consent or a contract.
  • Withdraw your consent where the processing is based on it. This does not affect the lawfulness of the processing prior to withdrawal.

You can send a request to pilar@vub.be. If there is reasonable doubt about your identity, we may ask for additional information, limited to what is necessary to verify your identity.

  1. Complaints

Do you have a question or complaint about how we handle your personal data? You can contact us via pilar@vub.be.

You also have the right to lodge a complaint directly with the Data Protection Authority via www.gegevensbeschermingsautoriteit.be, or with the competent supervisory authority in the EU country where you usually live or work.

  1. Changes

We may amend this privacy notice if our operations or the services we provide change. The date at the top indicates when the notice was last updated.

In the event of significant changes, we will inform you in an appropriate manner. Where new processing requires consent, we will seek it in advance.