Artevelde UAS - enterprise number 0474.120.360, with registered office at Hoogpoort 15, 9000, Ghent - processes personal data following the General Data Protection Regulation (GDG), better known as the General Data Protection Regulation (GDPR).
The legal entity Artevelde UAS is the controller for processing your personal data. The GDPR Steering Committee and the Data Protection Officer of Artevelde UAS supervise the processing of personal data.
- With this privacy statement, we want to inform you clearly and transparently about how we process your personal data, how we handle them and your rights. The privacy statement applies to you if you are connected to our institution in any way but also, for example, if you leave personal data behind when you visit our website.
- In our cookie policy, you can find all information on how we handle anonymised user data when you visit our website.
The collection and processing of personal data is limited to the agreed finality. They are not communicated to third parties except when you have consented to this via active consent or when the law requires us to do so.
What data do we process about you?
The personal data we process depends on your role in our organisation. Read more about the processing of your data depending on your position via the links below:
- Employees and students
- Alumni
- Clients and partners (internships, research partners)
- Third parties (applicants, prospective students, website visitors)
How do we ensure that your data is secure with us?
We secure your data using a general information security and access security policy. Access to data and functionalities is restricted to those authorised to do so. In addition, we use firewalls, ensure that all information and files are stored on a secure server and protect each password by encryption technology.
We are committed to entering into processing agreements with third parties in which precise arrangements are made to protect your data.
Within Artevelde UAS, the safe and reliable handling of information is the individual responsibility of each participant. In this context, there is a code of conduct that sets out several principles that everyone is obliged to observe. This code of conduct will soon be available for consultation here.
How can you exercise your rights?
You have the right to:
- Request information about the processing of your personal data
- Have them amended if they are incorrect or incomplete
- Have your personal data deleted (to the extent permitted by law).
To exercise these rights, contact us at the e-mail address servicedesk@arteveldehs.be.
Who can you contact if you have questions or a complaint?
We make every effort to respect your privacy. Of course, improvements can never be ruled out. If, after reading our privacy statement, you still have questions about it or wish to contact us, you can do so via servicedesk@arteveldehs.be. You can also contact our Data Protection Officer directly at dpo@arteveldehs.be.
Artevelde UAS reserves the right to modify this privacy statement at any time. Amended versions will always be found on this page.
Data processing of employees and students
What data do we collect about you and why?
In the context of your connection with Artevelde UAS, personal data are collected from you to execute the contract entered into with you. These personal data include, but are not limited to:
- Identification data (name, address, national register number)
- Financial data
- Professional data (education, career)
- Personal data
We collect this data only to implement the provisions of our mutually agreed study contract (for students) or employment contract (for employees). You will, therefore, find the basis and purposes for which we process your data detailed in the agreement applicable to you.
For cases where we process your data not included in the study contract or employment agreement, we will always ask for your informed and active consent. These consents are collected in Artevelde UAS' digital consent register.
How long do we keep your data?
We save student data for the duration of your studies at the Artevelde UAS. Your student account will be deactivated on 1 December of the following academic year after your deregistration or graduation. However, we have to keep some of your data... This concerns data for which a legal basis requires us to keep them (name, study, diploma obtained, study results...).
As an employee, your data will be kept for the duration of your employment contract at our institution. Your staff account will be deactivated one month after you leave employment. Here, too, we are required by law to retain some personnel data.
What data do we share with third parties?
If you are a student or staff member, data may be shared with third parties if this is necessary to perform legal or decretal obligations or execute the agreement.
In all other cases, we do not share data with third parties without your explicit consent. You can change this consent at any time.
We anonymise your data before providing it to third parties. We carefully select third parties and conclude processing agreements with them. These clearly define what data they receive from you and for what purposes they may be used.
Data processing of alumni
What data do we collect about you and why?
After you graduate from Artevelde UAS, we save some data about you. There is always a legal basis for why we need to keep these data (name, study programme, diploma obtained, study results...).
We also keep contact details of you to contact you in connection with your alum status at our university college. These may be used to contact you in the context of quality assurance, to invite you to alumni events, to keep you informed about interesting refresher courses, etc.
How long do we keep your data?
The data about you that we are obliged to keep by law or decree, we keep for an indefinite period in our student database.
If you became an alumnus before the academic year 2017-2018, we will retain and use your contact details for a maximum of 5 years running from 2017-2018. You can always choose to receive communication from Artevelde UAS no longer. We will no longer use your contact details if you have not had mutual contact with Artevelde UAS for over five years.
If you become an alumnus in and after the academic year 2017-2018, we will ask your permission to keep and use these data for various purposes upon graduation:
- Sending out e-mail communications (invitations to events, newsletters, in-service training offers)
- Contacting you in the context of quality assurance
- Being allowed to pass on your details to companies in the context of vacancies and volunteer work
These consents are collected in Artevelde UAS' digital consent register. There, you can also choose to modify or withdraw these consents at any time.
What data do we share with third parties?
No personal data of yours are shared with third parties without explicit and informed consent on your part.
Data processing of customers and partners
By customer, we mean anyone who is contractually connected to our college and who is not an employee, current student or alumnus. This may, therefore, include internships, clients for student projects or research etc.
What data do we collect about you and why?
We collect only the data from you that is necessary for the performance of the contract entered into with you and for monitoring the quality of this performance. The data collected may include:
- Identification data (name, address, ...)
- Financial data
- Professional data (employer, position, etc.)
How long do we keep your data?
Your data is stored for the duration of our mutually agreed contract. Thereafter, only the data that must be kept by law or by virtue of our decree are kept, or if you have indicated that the contact data may be kept for promotional purposes.
What data do we share with third parties?
No personal data of yours is shared with third parties without express and informed consent on your part.
Data processing of external visitors
By external visitor, we mean anyone who visits our website and leaves data. These may be job applicants who leave data when applying for a job, prospective students who, for example, request a brochure, etc.).
What data do we collect about you and why?
With every visit to an Artevelde UAS website, anonymised data about the visitors are kept on our server. This information is only used for statistical purposes and to better tune the website to your needs, to analyse specific trends, actions and campaigns, to maintain the site and to collect general demographic information (e.g. language preferences) to improve our services. This data is collected via cookies and is always anonymised and so we can never link it to an individual.
However, personal information can be requested via various web forms on the websites (e.g. newsletter registration, information session, training, information or contact request, etc.). We only use this data to provide the information or service requested by you.
If you indicate that you wish to be kept informed via e-mail communication from Artevelde UAS, you can undo or change this at any time when you receive an e-mail via the e-mail preference centre.
If you log in to an application of Artevelde UAS (e.g. to apply for a job, to register for a course...), we will first ask you to register. The data we process in this context are: name, first name, and e-mail address. These data are necessary to create an account for you and to contact you in connection with your application.
How long do we keep your data?
When you leave personal data on our website (either via a web form or by registering in an application), we limit the period in which we keep them as much as possible. The retention period of your personal data depends on the application.
Applied for a job at Artevelde UAS? This is what we do with your data:
Your personal data are kept by the Human Resources and Professionalisation department for the preparation and execution of the application. After the selection process or after the candidature in case of a spontaneous application, your data will be deleted after nine months (i.e. answer No to the consent question). If you are selected and accept the position, your data will be passed on to the Personnel Management Department to create your personnel file. Your data will remain in this application as long as the Artevelde UAS employs you to support internal job applications. This is possible if you are not selected but would like to be included in the recruitment reserve. With your consent, we retain your data for two years after completing the selection process or candidacy in case of a spontaneous application (i.e. answer Yes to the consent question). You may then also receive invitations to a job event from the Artevelde UAS. You can manage some of your personal data and consent yourself via the application (My profile > Data).
What data do we share with third parties?
Identifiable personal data (e.g. after filling in a form) are used for internal purposes only. They are not passed on to third parties (except to comply with legal or contractual obligations). Use for internal purposes means that we will use data that Artevelde UAS collects about you to permanently optimise our website for users and provide requested information or perform actions requested by you.