Privacy policy

The Institute of Tropical Medicine (ITM) takes your privacy and the protection of your personal information extremely serious.

Online consultations

In order to be able to guide our patients properly, we will (also) use video calling for consultations.

In concrete terms, this means that our staff member will invite you to talk to him or her via your computer, tablet or smartphone while you see each other.

How do we make video calls?

We will use ZOOM to make the video call.

This will allow you to speak easily with our staff member.

This online tool also provides information about how they make the call and how they process the data related to this call.

You can read about this in ZOOM's privacy policy. You can read this text in English via Google translate. Our organisation agrees with this method of consulting you in this way.

We also take the necessary technical measures to use the application as confidentially as possible.

How does ITM handle video call data?

We respect your personal privacy as required by the Privacy Act (the General Data Protection Regulation (or GDPR) (EU) 2016/679 of 27 April 2016). You will, if you wish, have access to the data we collect via video calls. If we record something in your patient file, it falls under the rules of the Patients' Rights Act. Just like a real life conversation we would have in our consultation room.

Our employee will make a video call with you by using a secured computer and wifi-connection.

Which data do we keep?

We keep the following information about the video call you have with one of our employees:

  • The days and hours on which you have planned and conducted a conversation with our employee.

  • The duration of the conversation.

  • The reason for the interview (registration / intake / supervision / ...).

  • Your contact address we used to provide the call link, which may be your email address or WhatsApp account.

  • The documents that may have been shared with you during this call.

  • The information shared between you and our staff member outside of the chat in ZOOM.

The conversation itself is normally NOT recorded. If our member of staff does wish to record the conversation, he or she will first request your written consent to do so. In that case, the content of the conversation will be saved until the next live conversation you have with our staff member. The care provider may want to watch an excerpt from this conversation with you. After that, it will be removed immediately. No one else will see this conversation. It is possible, however, that the care provider takes notes for the patient file (just as in a direct conversation). These will be kept confidential, with respect for professional non-disclosure.

How, where and why do we keep this data?

We keep this information in order to be able to easily plan and start a possible next video consultation without having to register again and again on this online tool and in order to guarantee the best possible treatment throughout the entire process.

All this data is stored on our organisation's server for no longer than is necessary for the proper follow-up of the consultations and your care.

These data are only accessible to your care provider and to the quality coordinator of our organisation.

You can always retrieve this data, consult it or have errors corrected. To do so, please contact our data processing manager:

Should personal data be breached from the above data collection (although we take every precaution not to allow this to happen), we will inform you within 72 hours.

You have the right to complain about how your information is being handled to the Belgian supervisory body responsible for data protection:

Gegevensbeschermingsautoriteit (GBA)
Drukpersstraat 35 – 1000 Brussel
Tel. +32 2 274 48 00

How we ensure a safe working method

We ask you to try to talk to our employee in the most favourable conditions possible.

In concrete terms, this means that we expect the following from you:

  • Make sure that you are able to devote your full attention to the conversation with our care provider. Preferably do so in a quiet place where you will not or as little as possible be disturbed. Preferably do not do this in a public place.

  • Make sure that you can speak as freely as possible or inform our staff member who will also be involved in the conversation or sit down to listen in.

  • Make sure that you can make the call from a secure PC, tablet or smartphone and via a secure wifi-connection.

We ask you to agree with this working method

We hereby inform you about our working method. When you agree to a consultation by video call, it also means that you agree to talk to each other in this way and this privacy policy.

Again, if the care provider wishes to record the consultation, your written consent will be requested.


Information security
+32 (0)3 247 07 43

If you have any questions about online consultations or video calling, don't hesitate to contact us.