Privacy

1. Who is responsible?

KopKen VZW is the publisher and data controller for this website and its demonstration environment. For privacy questions and requests about your rights, contact hallo@kopken.eu. Registered office: Lekestraat 122, 9900 Eeklo, Belgium. KBO/CBE 1041.734.171.

2. When you browse the website

Your browser connects to our hosting at Combell. This involves technical data such as your IP address, the requested page, the time and browser information. The hosting service may keep access and error logs to deliver, secure and troubleshoot the website.

The website’s application code does not include advertising trackers or audience analytics. Fonts and scripts are served locally. Links to other websites take you to those services only when you follow them.

3. When you email us

We receive your email address, message and any attachments so that we can answer your enquiry and follow up the conversation. Do not include pupil information or sensitive personal data in an ordinary enquiry. This website has no contact form.

4. Two different demonstrations

Open demo. The three example questions at /en/demo/ keep your selections only in the page’s temporary memory. Answers are not sent to our server and are cleared when you reload the page. This does not mean that technical website traffic cannot generate logs.

Code-based demo. At /en/survey/, fictional answers are stored in a separate MySQL database. Records include hashed codes and sessions, the demonstration school and class context, round, language, questionnaire version, answers and submission day. A code set can link three rounds. The form does not ask for a name. Codes do not guarantee anonymity: linked records may be pseudonymous.

Use fictional data only. All questions are optional. The demo checkbox confirms fictional test use; it is not consent to a real research study. Stopping does not automatically delete an answer already submitted. Contact us if you accidentally entered real personal data.

5. Purposes and legal bases

Delivering and securing this website, responding to ordinary enquiries and testing the demonstration support our legitimate interests in a safe, functioning information and collaboration service (GDPR Article 6(1)(f)). We limit processing to what those purposes require. You may object on grounds relating to your particular situation; we will assess your request and the applicable interests.

Where an enquiry concerns an agreement, processing may be necessary for steps you request before entering a contract (Article 6(1)(b)). A specific statutory record-keeping duty may require Article 6(1)(c). Any future study will have its own defined purpose and legal basis before participation.

This website does not make solely automated decisions about you with legal or similarly significant effects. You are not required to try a demo or email us.

6. Access, providers and external links

Authorised administrators can manage the demo and correspondence. Combell supplies the web hosting and database infrastructure; email is processed through the mail service used for that correspondence. Data is not sold or published as a public participant list.

A link to KopKen.org, ArtiProof.org, Google Drive or another external service takes you outside this website. That service may process data under its own notices when you visit it. The public project folder is not intended for research participants’ personal data.

This notice does not guarantee that every provider processes data only within the EEA. You can ask us about the recipients and any transfer safeguards relevant to your data. Provider arrangements and retention settings require separate verification before real research.

7. Retention and security

The open demo does not store answers on the server. Access codes for the database demo are valid for 24 hours; a demo session expires after 30 minutes. Expired session records are cleaned up on a subsequent session request. Expiry of a code or cookie does not automatically delete previously submitted answers.

Demo answers, codes and result revisions currently remain until an administrator clears the demonstration data. No fixed automatic deletion period for these records has yet been introduced. Real participants must therefore not use this demo.

Abuse prevention uses short-lived counters with an IP-derived key; the application does not store an IP address alongside answers. Old counter files are cleaned up on a subsequent security check when they have not been used for more than 24 hours. Administrative actions are logged. Hashing does not guarantee anonymity.

Correspondence is retained for as long as it is needed for your enquiry, follow-up or a specific legal obligation. The exact settings for hosting logs, administrative audit records, mailbox deletion and backups have not yet been fully confirmed. We therefore do not state an unverified maximum period. Please contact us about the retention applicable to your data.

8. Your rights and complaints

Subject to the applicable conditions, you can request access, rectification, erasure, restriction and portability, and object to processing. If processing is based on consent, you can withdraw it without affecting the lawfulness of earlier processing. These rights have statutory conditions and exceptions.

Email hallo@kopken.eu. We normally respond within one month; if a permitted extension is needed, we explain it within that month. We request additional information only where necessary to understand the request or verify identity proportionately. With coded data, we need to be able to locate the relevant record; do not send a list of names or an identity document unless a need has been established.

You may complain to the Belgian Data Protection Authority or another competent supervisory authority: Belgian Data Protection Authority.

9. Cookies and real research

Read about the strictly necessary cookies.

Research with real participants requires a separate protocol, understandable participant information, an appropriate legal basis, school arrangements where relevant, defined retention and an assessment of risks. This demo must not be used for that purpose.