Data privacy

About the Luxembourg Research Clinic and this website

The Luxembourg Research Clinic – Fuerschungsklinik Lëtzebuerg (“LRC”) is a Common Research Platform established by the Centre Hospitalier de Luxembourg (CHL), the Centre Hospitalier Emile Mayrisch (CHEM), the Hôpitaux Robert Schuman (HRS), the Centre Hospitalier du Nord (CHdN), the University of Luxembourg and the Luxembourg Institute of Health (“LIH”) (together, the “LRC Partners”). The LRC does not constitute a separate legal entity and does not possess independent legal personality.
References in the notices below to the Luxembourg Institute of Health (“LIH”) should be understood as reflecting LIH’s role in determining the purposes and means of the processing of personal data covered by those notices, in the context of the activities carried out within the LRC.

General Privacy Notice

Privacy Notice : events

Privacy Notice: donation

General Privacy Notice

Version last updated on January 24th, 2022

LIH, 1A-B rue Thomas Edison L-1445 Strassen, Luxembourg (“we”) is committed to the protection of your personal data in accordance with data protection legislation, especially the General Data Protection Regulation EU 2016/679 (the “GDPR”).

This Data Protection Notice is directed to users or visitors of our website (the “Site”), and to individuals who contact us by any means or provide services to us (together “You”). It provides You with detailed information relating to the protection of your personal data by us.

1. Who is the controller of your personal data?

LIH, 1A-B rue Thomas Edison L-1445 Strassen is responsible as a data controller, for collecting and processing your personal data in relation to our activities. The purpose of this Data Protection Notice is to inform You about which personal data we collect, the reasons why we use and share such data, how long we keep it, what rights You have and how You can exercise them.

Where necessary, further information may be provided when You are in contact with us for a specific activity.

2. What personal data do we process?

We collect and use your personal data to the extent necessary in relation to our activities.

We may collect various types of personal data about You, including:

identification data (such as your name, contact details, address, telephone, email, country),
professional details (such as company/organisation name and job title),
electronic identification data (e.g. email address, IP address, web browser and operating system used electronic signature, remote connection data),
details of information request, claims or other information related to users interaction with LIH,
banking details (such as bank account number, IBAN).

The data collected on our Site stem exclusively from the voluntary registering of your personal data (for example by contacting us through our online contact forms, by subscribing to our newsletter, by applying to one of our job offers, or by registering to an event).

With the exception of the information indicated above and in the cookies settings ([wt_cli_manage_consent], according to your preferences), we do not collect, via freely accessible pages on this Site, personal data other than those listed above and those voluntarily entered by You, using the online forms provided for that purpose, most notably to contact us.

If You wish to learn more about cookies, please click here.

3. What are the purposes of and the legal basis for our processing?

We collect and use your personal data for the following purposes:

for the provision of services or information requested by You,
for the management of our events (registration, list of attendees),
to send You our newsletter,
to manage our business relationship with You,
to provide You with a safe and comfortable experience when visiting our Site,
to manage or improve our Site and services provided by us,

We collect your personal data on the following basis:

to perform a contract or for pre-contractual measures with You or an organisation You represent,
to comply with our legal and regulatory obligations,
for our legitimate interests, or
with your consent.

4. Who do we share your personal data with?

In order to fulfil the aforementioned purposes, we may communicate your personal data to:

service providers/vendors that perform services on our behalf,
law enforcement or other government and regulatory bodies or agencies, upon request and to the extent permitted by law
certain regulated professionals such as lawyers or auditors.

In particular, we would like to inform You that this Site uses cookies that are linked to a web analytics service called “Google Analytics”, therefore, if You accept such cookies, your data will be accessed and processed by Google LLC (USA). You can find additional information about the processing of your data in the context of LIH’s use of Google Analytics.

We may also receive requests from third parties with authority to access your personal data. We will only respond to such requests where we are permitted to do so in accordance with applicable laws and regulations.

We require all third parties to respect the security of your personal data and to process it in accordance with the law.

5. Where do we transfer your personal data?

We may use third party providers to deliver our services and this may involve transfers of your personal data to countries outside of the European Union/European Economic Area (EU/EEA). In case of international transfers originating from the EU/EEA to a country outside the EU/EEA, the transfer of your personal data may occur where the European Commission has decided that the country outside the EU/EEA ensures an adequate level of data protection.

For transfers to countries outside the EU/EEA for which the level of protection has not been recognised as adequate by the European Commission, we will either implement appropriate safeguards provided for by current data protection law (e.g. the entry into standard data protection clauses) or rely on a derogation applicable to specific situations (such as your explicit consent).
You can obtain more information regarding relevant safeguards we rely on by contacting our Data Protection Officer.

6. Security of your personal data.

The processing of your personal data is carried out through IT, electronic and manual tools, with logics strictly related to the aforementioned purposes and, in any event, in compliance with the appropriate technical and organisational measures required by law to ensure a level of security that is adequate to the risk, in order to avoid unauthorised loss or access to your data.

7. How long do we keep your personal data?

We will retain your personal data for: (i) as long as necessary to fulfil the purposes we collected it for, (ii) the period defined by our operational requirements (such as facilitating our relationship management with You) and (iii) for the time necessary for compliance with our legal obligations.

8. What are your rights regarding your personal data?

In accordance with applicable data protection law, you may exercise at any time the following rights in relation to your personal data:

right to access, which enables You (according to art. 15 of the GDPR) to obtain from us confirmation of whether personal data are being processed or not and, if so, obtain access to such data; we process a large quantity of information, and can thus request, in accordance with the GDPR, that before the information is provided, You specify the information or processing activities to which your request relates;
right to rectification, which enables You (according to art. 16 of the GDPR) to obtain from us the correction and/or integration of any of your personal data that are incorrect and/or incomplete;
and in certain limited cases (in which case we will analyse whether the conditions for the exercise of such rights are fulfilled):
right to erasure, which enables You, in specific cases provided for by art. 17 GDPR, to obtain from us the erasure of your personal data;
right to restriction of processing, which enables You, in the specific cases provided for by art. 18 of the GDPR, to restrict the processing of your personal data by us;
right to object, which enables You to object to the processing of your personal data when the conditions provided for by art. 21 of the GDPR are met;
right to data portability, which enables You, in specific cases provided for in art. 20 of the GDPR and only with regard to the data You have provided to us, to request receipt of your personal data in a structured and commonly machine-readable format.

If You have provided your consent to the processing of your personal data, You can withdraw such consent at any time.

To exercise any of these rights, You may contact our Data Protection Officer by email or by postal mail:

Luxembourg Institute of Health
Data Protection Officer
1A-B rue Thomas Edison 
L-1445 Strassen

You have the right to lodge a formal complaint with the Commission nationale pour la protection des données (CNPD). Full details may be accessed on the complaints section of CNPD’s website.

Changes to this Data Protection Notice

Changes may occur in the way we process personal data. In case these changes oblige us to update this Data Protection Notice, we will clearly communicate it to You, either via our Site or via other appropriate means. The latest applicable version will always be available on our Site.

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Privacy Notice in connection with Events management

The Luxembourg Institute of Health (LIH), 1A-B rue Thomas Edison L-1445 Strassen, Luxembourg (“we”) values your privacy. We collect and process personal data about guest speakers and other attendees (“you”) to events organized by us.

We are committed to compliance with the General Data Protection Regulation EU 2016/679 (GDPR) and any other applicable EU or local legislation or regulation implementing GDPR (notably the Luxembourg law of 1 August 2018 on the organisation of the National Commission for Data Protection and the implementation of the GDPR), as well as their successor texts (together “data protection legislation”).

This Data Protection Notice describes how we collect or otherwise process personal data as a data controller in relation to your participation and attendance at events organised by LIH (the “Event” or “Events”) the reasons why we use and share such data, how long we keep it, what rights you have and how you can exercise them.

1. Personal data processed, purposes and legal bases of processing

We collect and use your personal data to the extent necessary to organise and manage the Event as well as
to inform about and promote our activities. On the basis of the role under which you participate to our
Events, we process different categories of personal data, for different purposes and under different legal
bases. In the table below you will find the details regarding the processing of your personal data by LIH depending on the category to which you belong:

2. Who do we share your personal data with?

Your personal data will be collected and processed primarily by our members of staff who have a legitimate need to process it for purposes set out above (our communication department and/or our scientific team(s) in charge of a specific event).

We will also communicate your personal data to certain:

third-party service providers/vendors to whom we outsource certain support services (e.g. translation, photocopying/printing, hosting and catering, streaming or filming of the Event),
certain regulated professionals such as lawyers or auditors.

Where necessary, your personal data will also be shared with law enforcement or other government and regulatory bodies or agencies, only upon request and to the extent permitted by law.

Please note that in order to be able to reimburse your expenses that occur in the course of your invitation as a Guest Speaker in the Event, your name, bank account number and amount of total expenses will be processed by members of our finance department. This data will be sent to our bank in order to proceed to the payment. Your expense declaration will be potentially accessible by our service provider for destruction of archives.

Photos taken or videos recorded during Events we organize may be published, in paper or electronic format, including on the internet (notably press releases, national and international newspapers and magazines, our website and social mediaaccounts). Where requested, we will share material including photos and videos of you taken during our Events with funding authorities (such as the Luxembourg National Research Fund) in the course of our reporting for specific projects and activities.

3. Where do we transfer your personal data?

Your personal data are processed by us within the European Union and no transfer of your personal data occurs outside of the European Union/European Economic Area (EU/EEA). If international transfers originating from the EU/EEA to a country outside the EU/EEA will occur in the future, we will update this Notice and ensure your personal data is adequately protected and we will implement appropriate safeguards in accordance with the GDPR. You can obtain more information regarding relevant safeguards we rely on by contacting the Data Protection Officer of LIH by email.

4. Security of your personal data

5. How long do we keep your personal data?

We retain your personal data until the end of the Event and for a period of time thereafter to inform you about our future events unless you object to the processing of your personal data in order to receive this information, to keep a record of your participation as a Guest Speaker or Attendee, to analyse data in relation to our events for LIH’s own operations, to comply with our legal obligations (up to a maximum of 10 years).

Photos and/or videos of you taken during our events will be kept as long as you do not object to their use and in any case for a maximum of 10 years from their collection, for statistical and historical purposes.

With regards to data related to your expenses as a Guest Speaker, we will keep them for a maximum of 10 years from the end of the financial year during which the expenses occurred, in order to comply with our accounting obligations.

6. What are your rights regarding your personal data?

In accordance with data protection legislation, you may exercise at any time individual rights in relation to your personal data:

right to of access, which enables you (according to art. 15 of the GDPR) to obtain from us confirmation of whether personal data is being processed or not and, if so, obtain access to such data. We process a large quantity of information, and can thus request, in accordance with GDPR, that before the information is provided, you specify the information or processing activities to which your request relates;
right to rectification, which enables you (according to art. 16 of the GDPR) to obtain from us the correction and/or integration of any of your personal data that are incorrect and/or incomplete; and

in certain limited cases (in which case we will analyse whether the conditions for the exercise of such rights are fulfilled):

right to erasure, which enables you, in specific cases provided for by art. 17 GDPR, to obtain from us the erasure of your personal data;
right to restriction of processing, which enables you, in the specific cases provided for by art. 18 of the GDPR, to restrict the processing of your personal data by us;
right to object, which enables you to object to the processing of your personal data when the conditions provided for in art. 21 of the GDPR are met. Please note that you have the right to object to the processing of your personal data that it is based on legitimate interest as per art. 6(1)(f) GDPR (see table above) at any time and free of charge by contacting LIH’s Data Protection Officer by email.
right to data portability, which enables you, in certain cases provided for in art. 20 of the GDPR and with regard only to the data you have provided to us, to request receipt of your personal data in a structured and commonly machine-readable format.

Please note that the extent to which these rights apply will vary and that in some circumstances rights may be restricted.

In case you do not wish your image to be captured or published, please inform us before the Event by contacting our Data Protection Officer or by approaching the photographer and/or one of our event organisers during the Event. It is also recommended not to pose in any photos taken and/or to avoid being in the photographer’s scope.

To exercise any of these rights, you may contact our Data Protection Officer by email or by postal mail:

Luxembourg Institute of Health (LIH)
Data Protection Officer
1A-B rue Thomas Edison
L-1445 Strassen

You have the right to lodge a formal complaint with the Commission nationale pour la protection des données (CNPD). Full details may be accessed on the complaints section of CNPD’s website.

7. Changes to this data protection notice

Changes may occur in the way we process your personal data. In case these changes oblige us to update this Data Protection Notice, we will clearly communicate it to you, via our website.

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Privacy Notice in connection with your Donation to the LRC

The Luxembourg Research Clinic (“LRC”) thanks you for your generous donation in support of its research activities. Your donation is received by the Luxembourg Institute of Health (“LIH”), which is responsible for the operational management of donations made to the LRC and, as part of this role, processes your personal data in connection with your donation.
We attach great importance to the protection of your personal data. This notice therefore explains how your personal data is processed in connection with your donation and informs you of your rights in relation to such processing.

1. Purposes and legal basis for the processing

The LIH, as the Data Controller for the management of your donation, processes your personal data for the following purposes

to collect your donation (execution of the donation contract),
to provide you with a thank you letter which also serves as tax certificate relating to the payment of your donation (compliance with our legal obligations),
in case of a donation made at the request of a third party (in particular the family of a person whose death motivated your donation), to transmit your contact details only when requested by the third party, so that they can thank you directly as is customary (legitimate interest pursued by the third party), and
to keep you regularly informed by mail of the progress of research projects carried out by our laboratories thanks to your financial support (legitimate interest pursued by the LIH).

2. Data processed

The data we collect for these different purposes are your last name, first name, title, postal address (street, postcode, city and country), electronic address (if you provided it to us), phone number (optional), company (optional), the amount and the reason of your donation and your bank details.

The above data is collected directly from you. No further data about you is processed by LIH.

3. Who has access to your data?

LIH processes the personal data of donors in a confidential manner and exclusively in Luxembourg.

Your data will not be shared with any third party except where necessary for the above purposes or as required by law (e.g. law enforcement agencies, competent government and regulatory bodies, or certain regulated professionals such as lawyers or auditors).

Your bank account details are only processed by our finance department for the management of your donation and are shared with our service provider for the online payment, WORLDLINE (SIX Payment Services Europe), for the purposes of the payment execution.

Your contact details (name, surname, email address, company) will be shared with our service provider for the management of our information newsletter, Sarbacane (Europe), in order to be able to distribute our newsletter to you.

When you have made a donation following a call for donations made by third parties (in particular family members, in memory of a deceased person), we may communicate your contact details in order to allow them to thank you, unless you object to it. Under no circumstances will we communicate the amount of your donation.

4. How long your data will be kept

The data collected in order to manage your donation will not be kept beyond the time necessary to achieve the above purposes and to comply with our legal obligations in tax and accounting matters (up to a maximum of 10 years from the end of the year following receipt of your donation).

The data collected in order to keep you regularly informed about our research projects via our newsletter are stored as long as you do not object to their processing.

5. Your rights

In accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), you have the right to access and rectify your personal data. In some cases (depending on the conditions set by law), you have the right to request the deletion of your data, the right to request the restriction of certain aspects of the processing of your data, the right to retrieve your data with a view to passing it on to a third party (right to portability), and finally, the right to object to the way your data is used. In particular you can at any time object to LIH passing on your details to the third party that prompted your donation as well as to being contacted again by LIH in order to hear about our research projects. If you wish to exercise your rights, you can contact the LIH Data Protection Officer at dpo@lih.lu. If you do not wish to receive electronic information about our research projects, you can either contact LIH’s Data Protection Officer or unsubscribe via the dedicated link available at the end of our newsletter.

Finally, you have the right to lodge a complaint with the National Commission for Data Protection (CNPD) regarding the processing of your personal data by LIH. Full details may be accessed on the complaints section of CNPD’s website.

If you have any queries regarding the processing of your personal data by the LIH, you can contact the LIH’s Data Protection Officer by e-mail at dpo@lih.lu or by post at the address:

Luxembourg Research Clinic – Data Protection – 1A-B, rue Thomas Edison – L-1445 Strassen – LUXEMBOURG

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