1. General
If you use this website, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.
The operators of this website take the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy. In order to ensure data protection during data transmission, we use state-of-the-art encryption technology.
Please note, however, that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.
The following gives a simple overview of what happens to your personal information when you visit our website. Detailed information on the subject of data protection can be found in our privacy policy found below.
2. Contact details
The responsible party is the natural or legal person who, alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).
The party responsible for processing data on this website is:
Adel El Gammal
Secretary-General
European Energy Research Alliance (EERA)
Telephone: +32 2 511 16 18
E-mail: secretariat@eera-set.eu
The data collected on this website are processed by the website operator. The operator’s contact details can be found in the legal notice.
3. Data collection on our website
Personal data is processed in various ways by our organisation. It depends on the type of data whether they can be consulted by persons within our organisation or by third parties. This is specified below.
a. Website visitors
When visiting our website, statistical analyses may be made of your surfing behaviour. This happens primarily using cookies and analytics. The analysis of your surfing behaviour is usually anonymous, i.e. we will not be able to identify you from this data. You can object to this analysis or prevent it by not using certain tools. We will inform you below about how to exercise your options in this regard (see point 5).
b. Newsletter
If you would like to receive our newsletter, we require your explicit consent. You can subscribe via the following link: https://eera-set.us17.list-manage.com/subscribe/post.
We use Mailchimp, a service provided by Intuit Inc., headquartered at 675 Ponce de Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA, to manage our newsletter distribution. Mailchimp acts as a data processor on our behalf under a data processing agreement in accordance with Art. 28 GDPR.
When you register for our newsletter, we and Mailchimp may collect and store:
- Your email address (mandatory)
- Any additional information you choose to provide (e.g., name, organization, preferences)
- The date and time of your registration
- The confirmation email sent, and your response to it.
While only your email address is required to subscribe, we may collect and use the additional data you voluntarily provide to tailor our communications more effectively and deliver content that is relevant to your interests. This constitutes a legitimate interest under Art. 6(1)(f) GDPR, provided it aligns with your expectations and preferences.
We process this data solely for the purpose of sending you the requested newsletter and improving our communication campaigns. Your data may be shared with external service providers (e.g., enveloping or email services) who process it on our behalf under strict contractual agreements.
You may revoke your consent at any time, either via the “unsubscribe” link included in every newsletter or by contacting us directly at secretariat@eera-set.eu. Upon unsubscribing, your data will be deleted unless we are legally required to retain it. The data processed before we receive your request may still be legally processed, unless you ask for its deletion.
For more information on how Mailchimp handles personal data, please refer to their privacy policy: https://www.intuit.com/privacy/statement/.
4. What rights do you have regarding your data?
As a data subject, you have the following rights under the General Data Protection Regulation (GDPR). You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection.
a. Revocation of your consent to the processing of your data
Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed
b. Right to file complaints with regulatory authorities
If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities.
c. Right to data portability
You have the right to have data which we process based on your consent or in fulfilment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.
d. Information and deletion
As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.
e. Right to rectification
You may request correction of inaccurate or incomplete personal data.
f. Restriction of processing
You may request that we restrict the processing of your data under certain conditions. In such cases, we retain the personal data without further processing or use.
g. Right to object
You may object to the processing of your data based on legitimate interest or for direct marketing purposes.
h. Opposition to promotional emails
We hereby expressly prohibit the use of contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The website operator reserves the right to take specific legal action if unsolicited advertising material, such as email spam, is received.
5. Cookies and Cookie Policy
Cookies are information placed on your browser when you visit a website or use a social network with your PC, Smartphone or tablet. Each cookie contains various data such as, for example, the name of the server from which it comes, a numeric identifier, etc.
Cookies can remain in the system for the duration of a session (that is, until you close the browser used for web browsing) or for long periods and may contain a unique identifier.
Some of our web pages use cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make our website more user-friendly, efficient, and secure.
Most of the cookies we use are so-called “session cookies”. They are automatically deleted after your visit. Other cookies (i.e. persistent cookies) remain in your device’s memory until you delete them. These cookies make it possible to recognise your browser when you next visit the site.
The following list gives an overview of the types of cookies that we use:
- Functional cookies: these are strictly necessary and are essential for the operation of our website. Therefore, these do not require your consent.
- Preference cookies: these allow the website to remember choices you make (e.g. language settings).
- Analytical cookies: these provide insight into how visitors interact with the website by anonymously collecting information.
- Marketing cookies: these track user behaviour across websites to display relevant advertisements personalised to the visitors' interests and needs
You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies may limit the functionality of this website.
Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use are stored pursuant to Art. 6 paragraph 1, letter f of GDPR. The website operator has a legitimate interest in the storage of cookies to ensure an optimised service provided free of technical errors. If other cookies (such as those used to analyse your surfing behaviour) are also stored, they will be treated separately in this privacy policy.
i. Server log files
The website provider automatically collects and stores information that your browser automatically transmits to us in “server log files”. These are:
- Browser type and browser version
- Operating system used
- Referrer URL
- Host name of the accessing computer
- Time of the server request
- IP address
These data will not be combined with data from other sources.
The basis for processing these server log files is Art. 6 (1) (f) GDPR, which allows the processing of data to fulfil a contract or for measures preliminary to a contract.
ii. Analytics
This website uses Google Analytics, a web analytics service. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
We have entered into an agreement with Google for the outsourcing of our data processing and fully implement the strict requirements of the Belgian data protection authorities when using Google Analytics.
The information generated by the Google Analytics-cookie about your use of this website is usually transmitted to a Google server in the USA and stored there.
Google Analytics cookies are stored based on Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in analysing user behaviour to optimise its website.
You can prevent these cookies being stored by selecting the appropriate settings in your browser. However, we wish to point out that doing so may mean you will not be able to enjoy the full functionality of this website. You can also prevent the data generated by cookies about your use of the website (incl. your IP address) from being passed to Google, and the processing of these data by Google, by downloading and installing the browser plugin available at the following link: https://tools.google.com/dlpage/gaoptout?hl=en.
For more information about how Google Analytics handles user data, see Google’s privacy policy: https://support.google.com/analytics/answer/6004245?hl=en.
- YouTube
On some of our pages, we use embedded YouTube videos. YouTube is operated by Google. The operator of the pages is YouTube LLC, 901 Cherry Ave., San Bruno, CA 94066, USA.
YouTube is used to help make our website appealing. This constitutes a justified interest pursuant to Art. 6 (1) (f) GDPR.
If you visit one of our pages featuring a YouTube plugin, a connection to the YouTube servers is established. Here the YouTube server is informed about which of our pages you have visited.
If you’re logged in to your YouTube account, YouTube allows you to associate your browsing behaviour directly with your personal profile. You can prevent this by logging out of your YouTube account.
As soon as you start a YouTube video, cookies are used in order to collect information on your browsing behaviour.
If you deactivate the storage of cookies for the Google Ad programme, you won’t have any cookies of this type stored while looking at YouTube videos either. However, Youtube also stores non-personal data in other cookies as well. If you don’t want to allow this procedure, you can block cookie storage via your browser.
Further information about handling user data, can be found in the data protection declaration of YouTube under https://policies.google.com/privacy?hl=en&gl=de.
- Vimeo
We also embed videos from Vimeo on our website. Vimeo is operated by Vimeo, Inc., 555 West 18th Street, New York, NY 10011, USA.
Vimeo is used to enhance the visual appeal and informational value of our website. This constitutes a legitimate interest pursuant to Art. 6(1)(f) GDPR.
If you visit one of our pages featuring Vimeo plugin, a conncetion to Vimeo’s servers is established. In doing so, Vimeo is informed about which of our pages you have visited. If you are logged into your Vimeo account, Vimeo may associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your Vimeo account before accessing embedded videos.
As soon as you start a Vimeo video, cookies may be placed on your device to track usage behavior. These cookies may include personal and non-personal data and can be used for analytics and marketing purposes. Vimeo may also use tracking technologies such as web beacons or pixel tags.
If you do not wish Vimeo to store cookies or track your behavior, you can block cookie storage via your browser settings or manage your preferences through our cookie banner. Please note that disabling cookies may affect the functionality of embedded Vimeo content.
Further information about how Vimeo handles user data can be found in Vimeo’s privacy policy: https://vimeo.com/privacy
- Luma
For our events, we use the platform Luma for registration and participant management. Luma is operated by Lu.ma, Inc., 548 Market Street, PBM 36143, San Francisco, California 94104-5401, USA.
When you register for an event via Luma, personal data such as your name, email address, and any other information you provide during registration is collected and processed. This data is used to manage event participation, send updates, and facilitate communication related to the event. This constitutes a legitimate interest pursuant to Art. 6(1)(f) GDPR, and in some cases may be necessary for the performance of a contract pursuant to Art.6(1)(b) GDPR.
Luma may also collect usage data and apply cookies or similar technologies to improve its services. You can manage your cookie preferences via your browser settings or through Luma’s own privacy controls.
Further information about how Luma handles user data can be found in their privacy policy: https://lu.ma/privacy.
- SharePoint and Microsoft Teams
We use Microsoft SharePoint and Teams as part of our internal infrastructure and to provide access to restricted content via our Members Area. These services are operated by Microsoft Corporation, One Microsoft Way, Washington 98052-6399, USA.
When you access the Members Area, your email address is used to authenticate your identity. If you have a Microsoft account, additional personal data (such as your name, profile picture, or organizational affiliation) may be retrieved and displayed based on your account settings. This is necessary to ensure secure access and personalized functionality, and constitutes a legitimate interest pursuant to Art. 6(1)(f) GDPR.
SharePoint and Teams may store personal data and usage information, and may use cookies or similar technologies to support authentication, improve performance and enhance user experience. You can manage these settings via your Microsoft account or browser preferences.
Further information about Microsoft’s data handling practices can be found in their privacy policy: https://privacy.microsoft.com/en-us/privacystatement.
We do not sell or share your personal data with third parties unless:
- You have given explicit consent,
- It is required by law,
- It is necessary to protect our legal rights or comply with legal obligations.
Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. Data is not transferred outside the EEA, except in accordance with GDPR, namely by establishing Standard Contractual Clauses that ensure data protection obligations are upheld by both sender and recipient or to countries that fall under adequacy decisions adopted by the European Commission.
7. Data retention
Personal data is retained only as long as necessary to fulfil the purposes for which it was collected, in accordance with legal, regulatory, and accounting requirements. Specific retention periods depend on the legal basis for processing:
- Contractual necessity: data collected to fulfill an agreement with the User will be retained until that agreement has been fully performed.
- Legitimate interests: data collected for the Owner’s legitimate interests will be stored as long as needed to fulfill those purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
- User consent: where Users have provided consent for extended retention, data may be stored until such consent is withdrawn.
- Legal obligation or authority order: data may be retained longer if required by law or upon order of an authority.
After the applicable period expires, Personal Data will be securely deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
8. Changes to this Privacy Policy
We reserve the right to occasionally adapt this Privacy Policy so that it continually meets the current legal requirements or in order to incorporate changes to our services into the Privacy Policy, e.g. following the launch of new services. The new version of this Privacy Policy will apply by your next visit on our website.
Last updated: 03 October 2025