Privacy

1. Data controller

The data controller is:
Vespa Alert & Vespa Alert ASBL

Vespa Alert is a Belgian platform dedicated to reporting, observation, monitoring, analysis and coordination of data relating to the Asian hornet (Vespa velutina), its nests, observed individuals, trapping operations and control actions carried out across the territory.

2. Personal data collected

Depending on the features used, Vespa Alert may collect the following categories of data:

2.1. Identification and contact data

• First name and surname, when provided voluntarily.
• Email address.
• Telephone number.
• Address or contact information required to follow up a report.
• Name of an organisation, municipality, institution or company, where applicable.

2.2. Location data

• Address or description of the relevant location.
• GPS coordinates when the user enables geolocation or places a point on the map.
• Municipality, province, region or administrative area concerned.

This information is necessary to locate observations, nests or traps, organise follow-up, produce territorial statistics and allow a possible intervention.

2.3. Data relating to nests

• Type of support: tree, building, hedge, structure, ground, shelter, etc.
• Estimated height.
• Estimated size.
• Observed activity.
• Date and time of observation.
• Report status: to be verified, confirmed, transmitted, destroyed, false report, etc.
• Comments and additional information added by the user or by an authorised operator.

2.4. Data relating to observed individuals

• Observation of one or more Asian hornets.
• Approximate number of individuals observed.
• Observed behaviour: hunting, feeding, passing through, flight direction, presence near an apiary, etc.
• Flight direction or information useful for territorial analysis.
• Data that may feed analysis tools such as the Vespa Flight Analyzer.

2.5. Data relating to trapping

• Location of declared traps.
• Type of trap used.
• Date of installation.
• Inspection and capture data.
• Number of Asian hornets captured and, where indicated, other insects observed.
• Possible photographs.
• Comments and field observations.

2.6. Photographs and submitted files

The user may attach photographs to facilitate identification, validation or follow-up of a report. These images may contain indirectly identifying elements.

2.7. Data linked to PRO and institutional accounts

• Account identifiers.
• Professional email address.
• Role and access rights.
• Municipality, institution, organisation or area monitored.
• Actions carried out in the PRO area where necessary for traceability.

2.8. Technical data

• Date and time of use.
• Session data necessary for the website to function.
• Technical information relating to the browser, device or security.
• Technical logs used to prevent abuse, errors or unauthorised access.

3. Purposes of processing

The data are processed in order to:

• Record and analyse reports of Asian hornets, nests, individuals and traps.
• Facilitate the location, validation, follow-up and prioritisation of nests.
• Enable coordination between citizens, municipalities, institutions, partners and professionals.
• Monitor trapping and declared captures.
• Feed maps, statistics, dashboards and territorial reports.
• Produce monitoring indicators for the invasive species.
• Improve knowledge of the distribution, dynamics and impact of Vespa velutina.
• Develop analysis, visualisation and decision-support tools.
• Respond to contact, assistance or clarification requests.
• Ensure the security, quality and reliability of collected data.
• Prevent incorrect, abusive or fraudulent reports.

4. Legal bases for processing

• Consent: when the user voluntarily submits a report, contact details, a photograph or additional information.
• Legitimate interest: to ensure security, data quality, abuse prevention and the proper operation of the platform.
• Task carried out in the public interest or general environmental interest: monitoring an invasive species contributes to the protection of biodiversity, beekeeping, public safety and the environment.
• Legal obligation: when certain information must be retained or communicated in accordance with a legal or administrative requirement.

5. Recipients of the data

Data may be consulted or transmitted only where necessary for the purposes described in this policy.

• Competent public authorities.
• Regions, provinces, municipalities and administrations concerned.
• Control services, mandated operators or partner pest-control professionals.
• Public institutions or bodies involved in managing the invasive species.
• Authorised users of the PRO or institutional area, strictly within the limits of their access rights.
• Universities, research centres, university colleges, laboratories or scientific bodies, only under the conditions specified below.

Identification data are not communicated without operational necessity, legal obligation, appropriate legal basis or explicit consent.

6. Scientific research and anonymisation

Vespa Alert may contribute to research, territorial analysis, environmental monitoring, biodiversity studies or monitoring of the Asian hornet's spread.

In this context, certain data may be transmitted to universities, research centres, university colleges, laboratories, scientific bodies or environmental observatories.

• No name, telephone number or email address is transmitted for scientific purposes, unless there is a specific legal basis or explicit consent.
• Scientific data may relate to areas, trends, periods, volumes of reports, captures or environmental indicators.
• Results may be used for reports, publications, analyses or decision-support tools.
• These uses pursue only a scientific, environmental, educational or general-interest objective.

7. Data published on public maps

Vespa Alert public maps may display information relating to reports, nests, traps, captures or observation areas.

• Publicly displayed data are limited to information useful for awareness and environmental monitoring.
• Exact coordinates may be generalised, masked or limited where necessary.
• Citizens' contact information is not displayed publicly.
• Map display is never intended to identify the person who submitted a report.

8. PRO and institutional accounts

Users with professional or institutional access may consult certain additional information required for their missions.

• Access is strictly limited by role, territory or mission.
• Consulted data must be used only for Asian hornet management.
• PRO users must respect the confidentiality of accessible information.
• Access may be suspended or deleted in the event of misuse.

9. Hosting and security

Data are hosted on secure infrastructures located within the European Union or with providers offering safeguards compliant with the GDPR.

• Encryption of communications via HTTPS.
• Management of roles, permissions and access.
• Regular backups.
• Logging of access and sensitive operations where necessary.
• Protection measures against unauthorised access, abuse, injections or fraudulent use.

10. Retention period

• Contact data: maximum 2 years after the last contact or closure of the relevant case.
• Operational report data: maximum 10 years for environmental monitoring, traceability and territorial analysis.
• Trapping and capture data: maximum 10 years for trend monitoring and environmental assessment.
• Photographs: maximum 5 years, unless operational necessity, anonymised scientific use or a justified deletion request applies.
• PRO account data: for the duration of access, then deletion or archiving within a reasonable period.
• Anonymised or aggregated statistical data: may be retained without time limit.
• Anonymised scientific data: may be retained without time limit.

11. User rights

In accordance with the GDPR, each user has, depending on the case, the following rights:

• Right of access.
• Right to rectification.
• Right to erasure.
• Right to restriction of processing.
• Right to object.
• Right to withdraw consent where processing is based on consent.
• Right to data portability where applicable.

To exercise these rights, the user may write to:
admin@vespa-alert.be or contact@vespa-alert.be.

12. Cookies and trackers

The Vespa Alert website mainly uses technical cookies that are strictly necessary for proper operation: navigation, forms, security, session management and access to restricted areas.

No advertising or commercial profiling cookies are used.

If analytical cookies or third-party services involving non-essential trackers were added, information or a consent mechanism would be implemented in accordance with applicable rules.

13. Minors

The platform is not specifically intended for minors under 16 years of age. We recommend that an adult supervise any report submitted by a minor.

14. No commercial use

Vespa Alert does not use collected data for advertising, commercial profiling, sale of files, prospecting or resale to third parties.

15. Changes to the policy

This policy may be updated to reflect legal, technical or functional developments of the Vespa Alert platform. The update date appears at the top of the document.

16. Contact and complaints

For any question relating to this policy or data protection:
admin@vespa-alert.be
contact@vespa-alert.be

The user may also lodge a complaint with the Belgian Data Protection Authority (APD/GBA).