1. PURPOSE AND LEGAL BASIS FOR THE PROCESSING OF YOUR PERSONAL DATA

In the context of providing in a correct and complete manner information about research at Ghent University via the website research.ugent.be, the Research Department processes personal data and this on the basis of the legitimate interests of Ghent University.

The processing of your personal data (provided by way of a completed online contact form) will always be done with the utmost attention and care.  The content of the contact form is checked, if necessary followed up, and the reporter can then be contacted for a reply.

2. WHO IS RESPONSIBLE FOR THE DATA PROCESSING AND HOW CAN YOU CONTACT US?

The follow-up of your message via the online contact form is carried out by employees of the GISMO team (Research Department and ICT Department) affiliated with Ghent University.

Ghent University is responsible for the processing of personal data.

For questions, comments or suggestions about the processing of your personal data, please contact the GISMO team (Research Department) via gismo@ugent.be or the Data Protection Officer of Ghent University at privacy@ugent.be.

 

3. WHICH PERSONAL DATA ARE PROCESSED?

"Personal data" is data that contains information about an identified or identifiable natural person.

In the context of messages via the online contact form of research.ugent.be, the following data will be processed: your name, your e-mail address, and possibly your phone number.

The GISMO team (Research Department and ICT Department) does not process any special personal data categories (“sensitive data”) that reveal racial or ethnic origin, political views, religious or philosophical beliefs, or union membership, nor does it process genetic data, biometric data for the unique identification of a person, or health data, or data related to a person's sexual behavior or sexual orientation.

 

4. WHO HAS ACCESS TO YOUR PERSONAL DATA?

The employees of the GISMO team (Research Department and ICT Department) have access to your personal data on a strict “need-to-know” base, and only to successfully complete the follow-up of messages via the online contact form. This right of access only applies for the purposes stated in this privacy statement.

The GISMO team (Research Department and ICT Department) ensures that your data is not passed on to third parties, except in the cases mentioned above, if you have given prior consent or if the access, use, retention or disclosure of your personal data is reasonably necessary (e.g., to comply with the applicable rules and regulations, to detect technical or security issues and to protect the rights, property or safety of the Research Department.

 

5. FOR HOW LONG WILL YOUR PERSONAL DATA BE PROCESSED?

Your personal data will be processed until the successful completion of the follow-up of your message. Your data will be deleted after this period.

 

6. SECURITY OF YOUR PERSONAL DATA

The GISMO team (Research Department and ICT Department) takes the appropriate technical and organizational measures to protect your personal data against any form of loss or unlawful processing. As described above, access to your data is restricted and the data is located on a protected server within Ghent University.

All employees of Ghent University respect the Generic Code of Conduct for the processing of personal data and confidential information (approved on 18 May 2018 by the Executive Board of Ghent University) and have access to online manuals to support them in the correct use of your personal data.

 

7. WHICH RIGHTS DO YOU HAVE WITH REGARD TO THE PROCESSING OF YOUR PERSONAL DATA?

When we collect and use your personal data, you enjoy a number of rights that you can exercise as described below. Please note that if you wish to exercise a right, we will ask you for a proof of identity. We do this to avoid a personal data breach, for example, because an unauthorized person acts as you and exercises a right in your name.

1. You have the right to access your personal data, which means that you can ask us to provide you with information about the personal data we hold about you. You can even request a copy of your personal data. Please note that you must indicate for which processing activities you wish to have access to your personal data.
2. You have the right to request that we correct your personal data if you can demonstrate that the personal data we process about you is incorrect, incomplete or out of date. Please indicate in which context we use your personal data, so that we can assess your request quickly and accurately.
3. You can request that we delete your personal data if it is no longer needed for the purposes for which we collected it, if it was unlawful to collect it or if you have successfully exercised your right to withdraw your consent or your right to object to the processing of your personal data. If any of these circumstances apply, we will delete your personal data immediately, unless legal obligations or administrative or court orders prohibit us from deleting your personal data.
4. You can ask us to restrict the processing of your personal data in the following circumstances:
1. while we assess your request to correct your personal data;
2. while we assess your objection to the processing of your personal data;
3. if such processing was unlawful, but you prefer a restriction to a deletion;
4. if we no longer need your personal data, but you need it for the establishment, exercise or defense of legal claims.
5. If we are processing your personal data for the purposes of our own legitimate interests, in other words, you have not given us consent and we do not need it for the execution of an agreement or to comply with legal obligations, you have the right to object to our processing of your personal data. If our interest relates to direct marketing, we will immediately grant your request. For other interests, for example, our security interests, we ask you to describe the specific circumstances that give rise to the request. In this case, we will weigh your circumstances against our interests. If this consideration leads to your circumstances outweighing our interests, we will stop processing your personal data.

You can rest assured that we will not interpret an e-mail from you stating that you wish to exercise a right as your consent to the processing of your personal data beyond what is necessary to process your request. A request must clearly state and specify which right you wish to exercise. Always indicate in which context we have obtained your personal data, so that we can process your request quickly and with care. Your request must also be dated and signed, and accompanied by a digitally scanned copy of a valid identity card proving your identity. We will immediately notify you of the receipt of this request. If the request proves to be well-founded, we will inform you as soon as possible and no later than 30 days after receipt of the request.

If you repeatedly make the same request and cause obvious inconvenience, we may refuse these successive requests or charge you an administrative fee to cover the costs. We can also refuse or only partially grant you the right to access your personal data, if such access could disproportionately damage the rights and freedoms of others, including those of Ghent University.

If you have a complaint about the processing of your personal data by Ghent University, you can contact the Data Protection Officer of Ghent University at  privacy@ugent.be. If you are not satisfied with our answer, you can file a complaint with the competent data protection authority, namely the Belgian Data Protection Authority and / or the Flemish Supervisory Committee.

 

8. AMENDMENTS TO THE PRIVACY STATEMENT

This privacy statement can be amended if new or modified services or functionalities are available and / or to continue to comply with the applicable rules and regulations.

If the privacy statement is amended, this will be mentioned in our communication and a link to the amended privacy statement will be included.