Legal & Privacy Hub

Data Collection and Purpose

When registering for the BAB Conference 2026 via our registration form, we collect the following personal data:

• First Name
• Last Name
• E-mail Address

This data is collected and processed exclusively for administrative purposes, including ticket issuance, event communication, and payment verification.

Data Retention and Sharing

Your personal data will be retained for a duration that complies with our institutional legal obligations for financial and administrative audits. We do not sell or rent your information to third parties. Information may only be shared with authorized academic partners strictly for event logistical purposes, in accordance with the official KU Leuven privacy guidelines.

Your Rights

Under the General Data Protection Regulation (GDPR), you have the right to access, rectify, or request the erasure of your personal data. The Organizer undertakes to comply with the European Regulation 2016/679 (General Data Protection Regulation (GDPR)) and the corresponding Belgian legislation regarding the protection of privacy in relation to the processing of personal data. For a complete overview of how your data is handled and your associated rights, please review the overarching institutional policy: KU Leuven Privacy Policy.

2.1 Scope of Application

These general terms and conditions, applicable from October 17, 2023, apply to any continuing education (permanente vorming) with a certificate or proof of participation offered by KU Leuven against payment, unless otherwise provided by law or expressly agreed upon in writing. These terms are considered accepted by the customer simply by registering for a continuing education activity, superseding any customer’s own general or specific purchasing conditions.

2.2 Definitions

• Customer: Private individuals or legal entities registering on behalf of an individual for continuing education.
• Organizer / KU Leuven: The organizing entity or individual staff member of KU Leuven.
• Continuing Education: Includes training programs, lectures, symposia, and conferences (excluding postgraduate or standard academic degrees) for professional purposes.

2.3 Registration

Registration implies acceptance of these conditions. Registrations can be made via the official website (not by telephone or fax). The Organizer reserves the right to refuse registrations submitted after the specified deadline or capacity limit.

2.4 Tuition Fees and Payment

Tuition fees are determined by the Organizer and stated upon the announcement of the activity. Payment must be made using one of the accepted methods (e.g., bank transfer using the structured reference, credit card, or SME portfolio). Invoices or payment requests are payable within 30 days. Late payments incur a legal interest rate of 10% per year plus a fixed compensation of 10% (minimum 50 euros).

2.5 Intellectual Property Rights

Registration or participation does not grant the customer any right to reproduce, copy, or distribute the content or format of the continuing education program.

2.6 Insurance

Participants in standard continuing education activities (such as conferences) are not registered as standard KU Leuven students and are therefore not covered by KU Leuven’s physical accident or civil liability insurance. Participants must rely on their personal insurance or their employer’s insurance if attending in a professional capacity.

2.7 Jurisdiction and Applicable Law

Any dispute between the customer and the Organizer is governed exclusively by Belgian law. The courts of the judicial district of Leuven have exclusive jurisdiction over any disputes regarding the validity, interpretation, or execution of the agreements.

Cancellation by the Customer

Customers can only amend or cancel their registration in writing (by letter or e-mail) before the start of the event:

• Cancellations up to the registration deadline: Subject to an administrative fee of 10% of the registration fee (minimum 20 euros). For the BAB Conference 2026, free cancellation is exceptionally permitted up to 30 calendar days before the event.
• Cancellations after the deadline: The full tuition fee remains due.
• In case of proven force majeure, the administrative fee of 10% (minimum 20 euros) applies.
• Replacements: A registered participant unable to attend may send a replacement at no extra cost, provided the Organizer is notified in writing at least 2 working days before the event.

Cancellation or Modification by the Organizer

The Organizer may cancel or modify the event due to force majeure, insufficient registrations, or instructor unavailability. In such cases, the customer is entitled to a refund of the paid tuition fee but has no right to any further compensation.

The BAB Conference 2026 is officially organised by the FWO Research Network – Belgian Alliance for Biomechanics.

For any legal inquiries, data protection requests, or questions regarding the terms outlined above, please contact our designated representative:

• Contact Person: Sophie De Mits
• E-mail Address: bab@ugent.be
• Official Entity: KU Leuven, Oude Markt 13, Bus 5005, 3000 Leuven (VAT: BE 0419.052.173)