How does the city of Leuven come by my personal data?

Personal data are data that allow us to identify a particular individual. There are 2 types of personal data:

  • General data Name, address, telephone number, e-mail address, IP address, National Number, etc.
  • Sensitive data Details of your sexual orientation, ethnicity, religion, political convictions, etc. These data demand extra protection.

In a lot of cases where you call on services or products provided by the City of Leuven, we require personal data from you. You provide us with said data when completing a form on our website or over the phone, for example. In some cases, we are provided with this information by other authorities (e.g. to use data held in the National Register).

What are my personal data used for?

We use your personal data only for the purpose for which we obtained them.

  • Have you given us your name and address in order to be a sent a brochure? In that case, the City of Leuven will use your data only to send you this particular brochure, not to send you any other material.
  • Where we obtained your consent to collect your data from the National Register, we will use said data only for the purpose for which we obtained your consent.

If we would like to use your data for other purposes as well, we will first seek your consent. You are free to withdraw your consent at any time.

I wish to withdraw my consent

Are my data passed on to other parties?

We do not transfer your data to other parties, unless this is necessary to ensure the delivery of our services or where this is required by law.

We conclude agreements with organisations that process your data at the instruction of the City of Leuven, e.g. with the company that developed and maintains our website. In doing so, we make sure that they too treat your data safely and confidentially. As the so-called Data Controller, the City of Leuven remains responsible for the processing of your personal data.

To deliver our services, we also use other platforms, such as Twitter, Facebook and Mailchimp. The City of Leuven has no control over the way in which these external platforms deal with your personal data. Your data may end up outside of the EU.

To find out how these platforms treat your data, please consult their respective privacy statements.

How long are my personal data kept on record?

We retain your data for no longer than is strictly necessary for the purpose for which we obtained them. Beyond this time, all personal data are destroyed.

What are my rights?

You have the right to consult your personal data, to have them rectified or, subject to certain terms and conditions to have them removed (erased). You are also free to request a copy of the personal data we have of you, demand that the processing of your data is restricted and to have your data transferred  to a different data controller.

Any such requests should be made online and be accompanied with proof of your identity. You will be sent a reply within 30 days at the latest after we received your request, along with your proof of identity.

Consulting, rectifying, my personal data, having my personal data erased, transferred or the use thereof restricted

Which cookies are used by the city of Leuven?

The City of Leuven uses cookies to analyse and improve its websites. The website itself has more details on the kind of cookies placed by us.

Find out more about the cookies at

Is the city of Leuven allowed to use my photo?

  • If we took a portrait photo of you, we will first ask for your consent  for us to use that photo. You are free to withdraw your consent at any time.
  • We are allowed by law to use photos of persons in the public eye (e.g. politicians), of crowds or people who find themselves in public places without their  consent if used to deliver neutral messages.

How does the city of Leuven deal with newsletters?

We will use your e-mail address only to send you the newsletter which you signed up to. You can unsubscribe  at any time using a link in the newsletter itself or online. In response, we will promptly remove your data. Our digital  newsletters are sent out via Mailchimp, an external platform. Click here to read the terms and conditions (English only).

How does the city of Leuven deal with social media?

If you are reporting a problem or you are asking us a question on social media, we will use your personal data only to assist you.

In the case of competitions, we will use your personal data only to contact you if you won the competition. The terms and conditions of all competitions organised by ourselves are detailed in the competition regulations. Your data are erased after the competition has ended.

For which purpose is CCTV footage used?

We have CCTV cameras in place at certain locations for security reasons. To do so, we obtained permission from the Commission for the Protection of Privacy. We only view the recordings if there has been an incident and we retain the footage for no longer than 4 weeks, unless the police asks us to hang on to the footage for longer.

What about changes to our privacy policy?

We check our policy on personal data against the prevailing laws and regulations on a regular basis. Which explains why it may be that we bring changes to our privacy statement in times to come. The amendments take effect from the time they are published on this website.

How do I report a data breach?

A data breach is said to exist where personal data:

  • Are stolen or lost (e.g. You lost your USB stick on the train).
  • Were incorrectly processed (e.g. kept on record without the data subject being aware thereof or without his consent).
  • Are consulted or processed by people who are not authorised to do so.
  • Are kept on record (retained) for longer than necessary or as agreed, without the data subject’s consent

If you believe a data breach may exist at the City of Leuven, please report this to us.

How do I enter a complaint?

If you have a complaint about the processing of your personal data, please report this to us.


Your personal data are processed by: Stad Leuven Professor Van Overstraetenplein 1 3000 Leuven

If you have any questions regarding the protection of your personal data, please contact us

Dienst algemene zaken – verwerkingsverantwoordelijke GDPR (Data Controller)

You can also raise your question with the Data Protection Officer or DPO (functionaris voor gegevensbescherming) of the City of Leuven. This civil servant also works for us via Interleuven, an intermunicipal partnership in which we are a partner.