Privacy statement

Last updated: 25 October 2026

Who we are

This website is run by ESN Antwerp, the Antwerp section of the Erasmus Student Network, Rodestraat 14, building R, room R009, 2000 Antwerp, Belgium. We are responsible for the personal data you share with us through this website. Questions about privacy? Mail us at info [at] esnantwerp.org.

What we collect and why

Contact form

When you send a message, we receive your name, email address, the topic you picked and your message. It arrives as an email in our inbox. We only use it to answer you, and we delete it when it's no longer needed, at the latest one year after our last contact. We don't add you to a mailing list.

To stop spam, the server temporarily keeps a scrambled (hashed) version of your IP address and the time you sent the form, so it can limit the number of messages per hour. This is deleted automatically after a few hours.

Visiting the website

We don't use cookies, advertising or outside analytics services (like Google Analytics). Like every website, our hosting provider keeps technical server logs (such as IP address, browser and time of visit) for security and to keep the site running.

To see what's useful on our website, we keep simple counts on our own server: how many visits and page views we get, roughly where visitors come from (for example Instagram or Google), and how often people click things like the WhatsApp group, our social media, events, tickets and ESNcard deals. We only save totals per day, like "Instagram link: 12 clicks today". We don't save your IP address, don't use cookies and can't tell who you are. If your browser sends a "Do Not Track" or "Global Privacy Control" signal, nothing is counted. To count a visit only once, your browser remembers that you're already here until you close the tab (using "session storage"); this stays on your device.

After you pass the quick colour check for the WhatsApp group, your browser remembers this until you close the tab (using "session storage"), so you don't have to do it again. This stays on your device and is not sent to us.

Feedback on our events

On the page of a past event you can tell us how it was. Your answers are anonymous: we don't store your name or IP address (an IP address is only used in scrambled form to stop spam, and is not kept with your answers). Your browser remembers that you already gave feedback, so we don't ask again.

Photos and videos at our events

Our photographers take photos and short videos at our events. We use them to show what ESN Antwerp does: in the photo albums on this website, on our social media (Instagram, Facebook, LinkedIn) and to promote our future events, for example on posters and in event posts.

We do this based on our legitimate interest (GDPR, article 6.1.f): showing our activities helps us reach new international students and keep the association running. We keep that use reasonable:

• We only share photos where people look good and are shown in a normal, respectful way.
• We don't name or tag people without asking them.
• For a close-up portrait of one person in an advert or on a poster, we ask that person first.
• Photos stay online as long as they're relevant for our association, and come down as soon as you ask.

You can always say no. Tell our photographer or a board member at the event that you don't want to be photographed, and we'll leave you out. Found a photo of yourself that you'd rather not see online? Send us a message and we'll remove it, no questions asked. Ticket buyers and participants are told about this on the event page; buying a ticket doesn't take this right away.

ESNcard

When you buy an ESNcard, the details on your card are used to issue it. When you register your card on esncard.org, that data is handled by ESN International under the ESNcard privacy policy.

Other services

• Tickets are sold on tickets.esnantwerp.org, which has its own privacy policy.
• Fonts: the Lato font is loaded from Google Fonts, which means your browser connects to Google's servers.
• Calendar: if our event calendar is loaded from Google Calendar, your browser connects to Google for that too.
• WhatsApp, Instagram, Facebook, Linktree and Google Maps links take you to those services, where their own privacy policies apply.

We never sell your data

We don't sell or rent your personal data, and we only share it when that's needed to help you or when the law requires it.

Your rights

Under the GDPR you can ask to see, correct or delete your personal data, object to how we use it, or ask us to limit it. Just send us a message and we'll answer within one month. If you think we're not handling your data correctly, you can also file a complaint with the Belgian Data Protection Authority (dataprotectionauthority.be).

Changes

We may update this statement when our website changes. The date at the top shows the latest version.