State of Structured Data – Privacy Policy & Prize Draw Terms and Conditions
PART 1: PRIVACY POLICY
Last Updated: April 30, 2025
1. Introduction
Welcome to the “State of Structured Data” campaign (“the Campaign”), an initiative launched by students of University College Ghent (HOGENT), supported by Imec, i~HD (The European Institute for Innovation through Health Data), Delaware, and Tiro.health. This Privacy Policy explains how personal data is collected, used, and protected when you participate in our Campaign. For the purposes of this policy, the primary responsibility for data handling rests with the student organizers, while the supporting organizations may assist in specific aspects like hosting or analysis under strict data protection agreements.
2. About the Campaign
The “State of Structured Data” is a research initiative by students of University College Ghent (HOGENT), supported by Imec, i~HD, Delaware, and Tiro.health. It is designed to gather insights about structured medical data usage in healthcare. The mission is to understand current practices and challenges to inform future improvements in healthcare data management.
3. Information We Collect
3.1. Survey Data and Personal Information
When you participate in our Campaign, we may collect:
- Professional information (such as specialty, role, institution type)
- Contact information (such as email address) if voluntarily provided for receiving results or participating in the prize draw.
- Survey responses regarding structured data usage in your practice
- Feedback on challenges and benefits of structured medical reporting
- Any other information you voluntarily provide in open-ended questions
3.2. Automatically Collected Information
We may also collect certain information automatically when you visit our Campaign website, such as:
- Device and browser information
- IP address
- Usage data and analytics
- Cookies and similar tracking technologies
3.3. Analytics and Website Usage Tracking
We use analytics services to better understand how visitors interact with our Campaign website:
- Google Analytics: We use Google Analytics to collect and analyze website traffic data. This service tracks information about how visitors use our site, including page views, time spent on pages, and general usage patterns.
- Microsoft Clarity: We use Microsoft Clarity to understand how visitors interact with our website through behavioral metrics, heatmaps, and session replay.
4. How We Use Your Information
We will use the information collected through this Campaign solely for:
- Creating the “State of Structured Data” report as part of the student research project.
- Analyzing trends and patterns in structured data usage across healthcare.
- Improving the understanding of the challenges faced by healthcare professionals.
- Communicating Campaign results (in anonymized, aggregated form).
- Contacting you if you win the prize draw or requested the results (if email provided).
We explicitly commit to NOT selling your data to third parties.
5. Data Security
We take the security of your personal information seriously and implement appropriate measures to protect it from unauthorized access, disclosure, alteration, or destruction, consistent with academic research standards and GDPR requirements.
6. Sharing Your Information
6.1. How We Share Campaign Data
All data collected through the Campaign will be:
- Anonymized and aggregated before being included in any public reports or academic publications.
- Shared only in summary form without identifying individual respondents.
- Used internally by the student researchers and potentially shared in aggregated, anonymized form with supporting organizations for feedback and validation purposes.
We will NOT share your individual responses or personal information with:
- Third-party marketers
- Other campaign participants (except potentially the winner’s name if required by prize draw regulations and consented to)
- External organizations for commercial purposes
7. Your Choices and Rights, Including GDPR
Under the General Data Protection Regulation (GDPR), if you are a resident of the European Union, you have certain data protection rights concerning your personal information processed by us. These rights include the right to access, correct, delete, or restrict the use of your personal data. You also have the right to object to the processing of your data and the right to data portability.
To exercise any of these rights or if you have any questions regarding your rights or how we handle your personal information under GDPR, please contact the student organizers via the contact details provided in Section 10. We will respond to your request within the timeframes required by law.
8. Children’s Privacy
Our Campaign is not intended for children under the age of 18, and we do not knowingly collect personal information from children.
9. Changes to Our Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes will be effective immediately upon posting the updated policy on our Campaign website.
10. Contact Us
If you have any questions or concerns about our Privacy Policy or the “State of Structured Data” Campaign, please contact the student organizers at:
- gunar.callebaut@student.hogent.be
- tian.bao@student.hogent.be
- timon.lebon@student.hogent.be
For general inquiries about the supporting organizations, you may contact:
- Tiro.health: info@tiro.health / www.tiro.health
- Imec: info@imec.be
- i~HD: info@ihd.be
- Delaware: info@delaware.be
The “State of Structured Data” is a campaign launched by students of University College Ghent (HOGENT), supported by Imec, i~HD, Delaware, and Tiro.health.
PART 2: PRIZE DRAW TERMS AND CONDITIONS – REMARKABLE 2 TABLET
1. Organizer: This prize draw is organized by the students of University College Ghent (HOGENT) as part of the “State of Structured Data” survey, with support from Imec, i~HD, Delaware, and Tiro.health.
2. Participation Period: Participation in the prize draw is possible for surveys fully completed and submitted between May 6th, 2025 (00:00 CET) and May 23rd, 2025 (23:59 CET).
3. Eligibility: Participation is open to all individuals who fully complete the “State of Structured Data” survey within the participation period, positively answer the opt-in question for prize draw participation, and answer the two associated prize draw questions (knowledge question and tie-breaker question). Exclusion: Employees of the directly involved organizing student group and the directly supporting teams within Imec, i~HD, Delaware, and Tiro.health are excluded from participation.
4. The Prize: One (1) reMarkable 2 tablet will be drawn among the valid participants. The prize is non-exchangeable for cash or other products.
5. How to Participate: Participation is automatic if the following conditions are met:
- The survey is fully completed and submitted within the participation period.
- The participant has indicated their wish to participate in the prize draw.
- The participant has provided a valid email address.
- The participant has answered the knowledge question and the tie-breaker question.
6. Winner Selection:
- After the participation period ends, participants who correctly answered the knowledge question will be identified.
- From the group of participants with a correct answer to the knowledge question, the winner will be determined based on the tie-breaker question (“How many participants do you think will fully complete this survey between May 6th and May 23rd, 2025?”).
- The participant whose estimate is closest to the actual number of fully completed surveys wins the prize.
7. Tie-breaker (Ex Aequo):
- If multiple participants with a correct answer to the knowledge question are equally close to the correct number (or have guessed the exact correct number), a random draw among these specific participants will determine the final winner.
8. Notification and Contact:
- The winner will be contacted personally via the provided email address within 14 days after the end of the participation period.
- The winner must respond within 7 days of receiving the email to claim the prize and provide necessary details for shipping.
- If the winner does not respond within 7 days, the right to the prize is forfeited, and a new winner will be selected according to the same procedure (steps 6 and 7).
- The winner’s name may be announced (with permission) through the campaign’s communication channels.
9. Privacy: The collected personal data (email address) will only be used to contact the winner and/or send the survey results (if requested), in accordance with the campaign’s Privacy Policy (see Part 1). Data will not be shared for commercial purposes.
10. General:
- The organizers reserve the right to modify or cancel the prize draw or its terms in case of unforeseen circumstances or force majeure.
- No correspondence will be entered into regarding the outcome.
- By participating in this prize draw, participants agree to these terms and conditions.