Horizon Europe Participation of Associated and Other Third Countries

CANCELLATION POLICY Cancellations should be made in writing at least 10 days before the event starts. The full amount of your registration will be reimbursed minus 10% of an administrative fee. Alternatively, a substitute person may be named before the event starts. Cancellations made after this date will be charged at the full amount.

​EBN reserves the right to cancel the event two weeks before the start. All registrants will receive a full refund of fees paid (no administration charge) no later than two business days following the scheduled date of the event. Expenses incurred, such as transportation and accommodation, will not be covered by the organisers.

This notification is issued in accordance with Articles 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (the “GDPR”), and in compliance with the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

Last updated: 21/10/2026

1. Who we are

EBN aisbl (the European Business and Innovation Centre Network) (“EBN”, the “Data Controller” or “we”) is an international non-profit association (association internationale sans but lucratif) having its registered office at Avenue Roger Vandendriessche 18, 1150 Brussels, Belgium, and registered in the Crossroads Bank for Enterprises under registration number 0426.938.768. EBN is the controller of the personal data processed in connection with the Website and the Event.

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1. General information This Privacy Policy governs the privacy terms of the Event to which you registered or purchased a ticket. It relates to the Event and the tools and services we provide in connection with them (together, the “Service”). Any capitalised terms not defined in this Privacy Policy have the meaning given in our Terms and Conditions.

The processing of your personal data will be based on the principles of lawfulness, fairness and transparency, and will be carried out in a way that protects your privacy, your rights and your fundamental freedoms, in compliance with the legislation in force on the security and protection of personal data.

The applicable data protection laws include (i) the GDPR; (ii) the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data; and (iii) all other existing or new applicable laws relating to or affecting the processing of information about a living person and privacy.

1. Contacts Internal responsible person and contact for the Event – Sofia Katechi, Communication Officer. Email: sofia.katechi@ebn.eu

Person responsible for personal data protection and contact point – Thierry Veys, CFO. Email: thierry.veys@ebn.eu and João Carvalho, Communication Officer. Email joao.carvalho@ebn.eu

The data will be processed by other authorised persons, who are given the necessary instructions for this purpose in compliance with the legislation in force.

1. Your privacy This Privacy Policy is a legal statement that explains how we collect information from you, how we store and share it, and what rights you have in relation to the personal information we hold about you. Some terms in this Privacy Policy are capitalised. These terms have the meanings set out in the Definitions section below.

2. Definitions •    “Personal Data”, “Data Controller”, “Data Processor” (or service provider), “Data Subject” and “Processing” have the meanings given in Article 4 of the GDPR; •    “Usage Data” means data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit); •    “User” means the individual using our Service, also known as the Data Subject, whose Personal Data is being processed.

3. Information collection and use We collect several different types of information for various purposes to provide and improve our Service to you.

4. Types of data collected When you access and browse the Website, including when you submit personal information to us through data entry fields, we collect the following categories of Personal Data from or about you: •    Identity and contact details: first name, last name and email address; •    Professional details: job title and organisation name; •    Address details: address, state or province, postal code and city •    Dietary and accessibility requirements will be asked, but not required •    Travel plans related to your participation at the Event •    Payment details: payments are handled by our payment processor, Stripe; we do not store or collect your payment card details (see “Payments” in section 13); •    Images and recordings: photographs, film and audio or video recordings taken at the Event (see “Photography, filming and recording at the Event” in section 10);

5. Purposes of processing your data In general, we use the collected data for the following purposes: a) To provide and maintain our Service and the Event; b) To notify you about changes to our Service or the Event; c) To allow you to participate in interactive features of our Service and the Event when you choose to do so; d) To provide support; e) To gather analytics or other information so that we can improve our Service; f) To monitor the usage of our Service; g) To detect, prevent and address technical and security issues; h) To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased from us, unless you have opted out of receiving such information (see “Consent for electronic communications” in section 10). i) To provide a better networking experience. We may share your identity and professional data with an external provider who offers an online matchmaking experience. This information will only be used as an invite, where you will be able to accept or refuse usage of this service.

With regard to specific categories of Data Subjects, we use the collected data for the following purposes:

For everybody We use your Personal Data to prepare name badges for the Event, to send you relevant information about the Event and to communicate with you about payments to take part in the Event. Legal basis: performance of a contract with you (Article 6(1)(b) GDPR).

Event participant You have registered for, and will participate in, the Event and related activities carried out by EBN and its partners. For the purposes of the application of European and national legislation on the matter (including the GDPR), we inform you that: •    the personal data requested in the registration form, i.e. first name, last name, email address and work information (job title and organisation name), are processed for the following purposes: •    to register you for the Event and to manage and administer your attendance, whether the relationship is between you and EBN or between the organisation that employs you and EBN, using an online event platform, a ticketing system and the Event’s physical venue; the ticketing platform is Tito (for more information, please follow the link: https://ti.to/privacy); •    to comply with obligations under law, regulations or European Union rules, as well as instructions given by authorities or bodies authorised to do so; •    to contact you, using your first name, last name and email address, for the evaluation of the Event; •    to use your images and name, when you interact in a session (in film, audio and/or writing), take part in an interview (in film, audio or both) or are photographed during the Event, for non-commercial purposes, including the promotion of EBN’s events and institutional activities (see “Photography, filming and recording at the Event” in section 10); •    to display your name, company and position on the event platform to enable other participants to connect with you; you may choose at any time to hide this information.

The legal bases for this processing are the performance of the contract concerning your participation in the Event (Article 6(1)(b) GDPR), compliance with legal and administrative obligations to which EBN is subject (Article 6(1)(c) GDPR) and, for the evaluation of the Event and the display of your name on the event platform, our legitimate interests (Article 6(1)(f) GDPR). Where your employer or another person registers you for the Event, and you are therefore not yourself a party to the contract, we rely on our legitimate interests in organising your attendance at the Event (Article 6(1)(f) GDPR).

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Providing the data requested in the registration form is necessary to register you for the Event; if you do not provide it, we will not be able to register you. Where your employer or another person registers you for the Event, we receive your Personal Data from them rather than from you (Article 14 GDPR).

Dietary and accessibility requirements may reveal information about your health or religion. We process them only to accommodate your needs at the Event, on the basis of your explicit consent (Article 9(2)(a) GDPR), which we ask for separately in the registration form.

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We use information about your travel plans for two possible reasons: To potentially organise transfers, and to know which moments of the Event you may not attend and reduce food waste.

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Mailing list subscribers If you subscribe to our mailing list, we ask you to provide certain personal information that can be used to contact or identify you, namely your email address and name. We use it to send you our newsletter and related communications. Legal basis: your consent (Article 6(1)(a) GDPR), which you may withdraw at any time by using the unsubscribe link in any of our emails.

EBN Members We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any or all of these communications from us at any time by following the unsubscribe link or instructions provided in any email we send. Legal basis: your consent (Article 6(1)(a) GDPR) or, where Article XII.13 of the Belgian Code of Economic Law allows it (similar products or services offered to our existing customers, with a free and easy way to object when the contact details were collected and in every message), our legitimate interests (Article 6(1)(f) GDPR).

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We may also use your Personal Data for the general administration of EBN membership and to contact you with statutory information regarding your organisation’s membership of EBN, for example an invitation to the General Assembly, voting forms for the EBN Board of Directors or links to the annual questionnaire. You will continue to receive this information while you are employed by a member of EBN. Legal bases: our legitimate interests in administering our membership (Article 6(1)(f) GDPR) and, where applicable, compliance with our legal obligations as an association (Article 6(1)(c) GDPR).

Non-EBN Members We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you, if you have given us your consent or, within the limits of Belgian law, because you have previously purchased a ticket for one of our events and the message concerns similar events. You may opt out of receiving any or all of these communications from us at any time by following the unsubscribe link or instructions provided in any email we send. Legal basis: your consent (Article 6(1)(a) GDPR) or, within those limits, our legitimate interests (Article 6(1)(f) GDPR).

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1. Rights of the Data Subject As a Data Subject, you have the following rights under the GDPR: •    the right of access Article 15 GDPR; •    the right to rectification Article 16 GDPR; •    the right to erasure, also known as the “right to be forgotten” Article 17 GDPR; •    the right to restriction of processing Article 18 GDPR; •    the right to data portability Article 20 GDPR; •    the right to object Article 21 GDPR. If you object on the basis of our legitimate interests, we will stop unless we demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims; •    the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you [Article 22 GDPR].

Further information about Data Subject rights can be obtained from the Belgian Data Protection Authority on https://autoriteprotectiondonnees.be/citoyen.

Under Article 19 GDPR, EBN will inform the recipients to whom Personal Data have been disclosed of any rectification, erasure or restriction of processing, unless this proves impossible or involves disproportionate effort. On request, we will tell you who those recipients are.

Where processing is based on your consent, you can withdraw it at any time by sending an email to: info@ebn.eu.

Under Article 7(3) GDPR, the withdrawal of consent does not affect the lawfulness of the processing based on the consent given before its withdrawal.

Where the registration platform allows it, you can update your Personal Data yourself in your registration details. If you are unable to do so, please contact us to make the required changes.

You can exercise any of these rights by sending a request to info@ebn.eu or in writing to The CEO, EBN, Avenue Roger Vandendriessche 18, 1150 Brussels, Belgium. If we have reasonable doubts about your identity, we may ask you for additional information to confirm it. We will respond without undue delay and in any event within one month of receiving your request; this period may be extended by two further months where necessary, in which case we will tell you why.

You also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, your place of work or the place of the alleged infringement (Article 77 GDPR). In Belgium, this is the Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit):

Rue de la Presse 35, 1000 Brussels, Belgium Email: contact@apd-gba.be; telephone: +32 (0)2 274 48 00

1. On which basis do we process your data? By registering for the Event, you enter into a relationship with us for your participation, and we process your data on the legal bases described below. Where we rely on your consent (for example, for our newsletter), we ask for it separately and you may withdraw it at any time.

Personal data will be processed in paper and electronic format and entered in the relevant databases, which may be accessed by employees appointed by EBN and specifically instructed for this purpose. They may consult, use, process, combine and carry out any other operation, including by automated means, in accordance with the legal provisions necessary to ensure the confidentiality, security, accuracy and up-to-date status of the data and their relevance to the purposes.

For the purposes of the Event, your data will be collected through Tito and processed by EBN and, where applicable, by event service provider partners acting on our behalf. Tito acts as our Data Processor for registrants’ data. You can read Tito’s information about the GDPR here: https://ti.to/privacy.

Photography, filming and recording at the Event We inform you that the Event may be photographed, filmed and recorded in audio and video. These photographs, films and recordings (the “Images”), including in partial, modified or adapted form, are taken during the Event, with the aid of electronic means, by EBN or by persons authorised by EBN and specifically instructed for this task, and will be handled in full compliance with the GDPR.

The Images are processed for the dissemination and communication activities of EBN, including the promotion of the Event and of EBN’s other events and institutional activities, for non-commercial purposes. They are stored in electronic form and may be published on the ebn.eu website, on the Website and through social media channels (X (formerly Twitter), LinkedIn, Facebook and YouTube, by way of example and not exhaustively). The use of Images does not give rise to any right to compensation.

You may withdraw your consent at any time, stopping us from using images where you are the specific subject of an Image (for example as a speaker, panellist or interviewee, or in an individual portrait). For general Images of the Event in which no individual is the specific focus (for example wide shots of the audience), we rely on our legitimate interest in promoting the Event and EBN’s activities (Article 6(1)(f) GDPR); we inform you of this here and through notices at the Event.

You may object to the use of an Image of you at any time, and ask for it to be removed, by contacting us at info@ebn.eu or by telling a member of the EBN team at the Event. We will stop using the Image and remove it from the channels we control; we cannot withdraw copies that have already been printed or shared by third parties. Images are kept in EBN’s archive for as long as they remain relevant to the promotion of EBN’s activities.

Any use of the Images that could harm the honour, reputation or dignity of the person portrayed, photographed or recorded is excluded.

Consent for electronic communications Where you have given us your specific prior consent, we process your electronic contact details, i.e. your email address, to provide you with news, special offers and general information about our goods, services and events. In addition, where Belgian law allows it, we may send you information about goods, services and events that we offer which are similar to those you have already purchased from us, unless you have opted out of receiving such information. You can withdraw your consent or opt out at any time, free of charge, by using the unsubscribe link in any email or by writing to info@ebn.eu.

Performance of the contract We process your personal data for the purposes mentioned above insofar as the processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract (Article 6(1)(b) GDPR), in particular to register you for the Event, issue your ticket, provide and maintain our Service, notify you about changes to our Service and the Event, allow you to participate in interactive features of the Event, and provide support.

Legitimate interests We process your personal data for the purposes mentioned above insofar as the processing is necessary for the purposes of the legitimate interests pursued by EBN (Article 6(1)(f) GDPR), namely to conduct its activities, to evaluate and improve the Event and its services, to keep its network and services secure and to inform its members, except where those interests are overridden by your interests or fundamental rights and freedoms. To this end, EBN strives to maintain a fair balance between the need to process data and the preservation of your rights and freedoms, including the protection of your privacy. You have the right to object (see section 9).

Legal obligation We process your personal data for the purposes mentioned above insofar as the processing is necessary for compliance with a legal obligation to which EBN is subject (Article 6(1)(c) GDPR), in particular the management of Board members and the voting procedures that follow from the rules governing the establishment of EBN’s Board, and our accounting, tax and other record-keeping obligations.